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E Verify & I 9


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This presentation was done in conjunction with a DHS representative providing a presentation on E-Verify.

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E Verify & I 9

  1. 1. INTERPLAY: E-VERIFY & I-9 COMPLIANCE Ilana J. Drummond, Norman C. Plotkin, & Daniel C. Horne 800.780.2008
  2. 2. Side-by-Side Processes <ul><li>E-Verify does not trump I-9 process </li></ul><ul><li>E-Verify is not always consistent with I-9 process </li></ul><ul><li>E-Verify requires that the employee: </li></ul><ul><ul><li>have an SSN and </li></ul></ul><ul><ul><li>present a picture ID </li></ul></ul><ul><li>E-Verify participation creates a two-step </li></ul><ul><ul><li>Complete the I-9; and </li></ul></ul><ul><ul><li>Use that I-9 step to complete E-Verify. </li></ul></ul><ul><li>By complying with E-Verify, is the employer requiring over documentation in the I-9 context? </li></ul><ul><ul><li>NO, because its roots are in IIRAIRA, a statute. </li></ul></ul>
  3. 3. <ul><li>If employer participates directly in E-Verify, then must use the photo tool </li></ul><ul><li>If employer uses a 3rd party vendor, then the photo tool is not currently available </li></ul><ul><ul><li>But does not negate requirement of photo ID </li></ul></ul><ul><li>Even if you use a 3 rd party provider, employer still party of the MOU (Memo of Understanding among DHS, SSA and Employer) </li></ul>Photo Tool
  4. 4. <ul><li>Allows representatives from DHS to visit the worksite at any time (with reasonable notice) to review I-9s and speak with employees handling I-9s </li></ul><ul><li>Due process waived? </li></ul><ul><li>Also, MOU creates presumptions for enforcement under IRCA </li></ul><ul><li>E-Verify query </li></ul><ul><ul><li>“ Yes” response: </li></ul></ul><ul><ul><ul><li>Presumption individual work authorized; </li></ul></ul></ul><ul><ul><li>If final non-confirmation, must terminate the employee or notify the USCIS that employer will continue employment </li></ul></ul><ul><ul><ul><li>Rebuttable presumption that the person lacked work authorization </li></ul></ul></ul>Memorandum of Understanding
  5. 5. <ul><li>Who will enroll and at what corporate level? </li></ul><ul><li>Who will be responsible to ensure compliance? </li></ul><ul><ul><li>Risk is not just from ICE, but debarment from government contracts </li></ul></ul><ul><ul><li>Who understands what the tentative non-confirmation process requires? </li></ul></ul><ul><ul><li>Who handles? </li></ul></ul><ul><ul><li>Who answers questions? </li></ul></ul><ul><ul><li>Do you have enough knowledge? </li></ul></ul>To Enroll or not to enroll…
  6. 6. <ul><li>How do you participate? </li></ul><ul><ul><li>Directly? </li></ul></ul><ul><ul><li>Through an outside provider? </li></ul></ul><ul><li>Who will have authority to sign the MOU </li></ul><ul><ul><li>This binds the company to the MOU </li></ul></ul><ul><li>Need to identify all users who will be enrolled; </li></ul><ul><li>Does a collective bargaining agreement prevent enrollment without union consent? </li></ul>Enrollment options
  7. 7. <ul><li>FAR is the “federal contractor” E-Verify rule </li></ul><ul><li>E-Verify requirement delayed until May 21, 2009 </li></ul><ul><ul><li>Future uncertain pending litigation </li></ul></ul><ul><li>Will employer E-Verify entire work force? </li></ul><ul><ul><li>Or, will employer only query existing covered employees and all new hires? </li></ul></ul><ul><li>Contract award date triggers 30 day countdown to enroll in E-Verify and 90 day countdown to query existing employees </li></ul><ul><ul><li>New hires must be run through E-Verify within 3 days of employment (unless no SSN then ASAP); </li></ul></ul><ul><ul><li>If opt to verify entire work force, then 180 day countdown to query all employees starts on date of enrollment </li></ul></ul><ul><ul><ul><li>must update registration if already registered </li></ul></ul></ul>Federal Acquisition Regulation
  8. 8. <ul><li>Requirements </li></ul><ul><ul><li>Identification of covered contracts </li></ul></ul><ul><ul><ul><li>$100,000 or more for not off the shelf products </li></ul></ul></ul><ul><ul><ul><li>Subcontracts of $3000 or more </li></ul></ul></ul><ul><ul><li>Identification of covered current employees </li></ul></ul><ul><ul><ul><li>Does not include “support” personnel </li></ul></ul></ul><ul><ul><li>Methods of tracking </li></ul></ul><ul><ul><ul><li>E-Verify status of employees </li></ul></ul></ul><ul><ul><ul><li>New and/or expiring covered contracts </li></ul></ul></ul><ul><ul><ul><li>New assignments for current employees </li></ul></ul></ul><ul><ul><ul><li>Covered sub-contracts? </li></ul></ul></ul><ul><li>Special union workforce concerns? </li></ul><ul><ul><li>Some union contracts may prevent employer from using E-Verify without violating contractual provisions </li></ul></ul>FAR continued…
  9. 9. <ul><li>Work through your implementation and nonconfirmation processes before you enroll </li></ul><ul><li>Establish an audit process for nonconfirmation tracking and resolution </li></ul><ul><ul><li>there are currently no ticklers in the E-Verify system! </li></ul></ul><ul><ul><li>there are ticklers in 3 rd party employment verification software that handshakes with E-Verify (see Ombudsman’s report) </li></ul></ul><ul><li>Before enrolling in E-Verify </li></ul><ul><ul><li>change your I-9 process and audit I-9s </li></ul></ul><ul><ul><li>train staff who will be responsible for I-9/E-Verify compliance </li></ul></ul><ul><ul><li>set up audit procedures and continue to periodically audit I-9s </li></ul></ul>Other Considerations…
  10. 10. <ul><li>New Form I-9 effective April 3, 2009 </li></ul><ul><ul><li>See Federal Register dated January 30, 2009, notifying of extension </li></ul></ul><ul><li>Section 1 revisions – new classifications for workers </li></ul><ul><ul><li>Citizen of the US </li></ul></ul><ul><ul><li>Noncitizen national of the US </li></ul></ul><ul><ul><li>Lawful permanent resident </li></ul></ul><ul><ul><li>Alien authorized to work . . . </li></ul></ul><ul><li>Caveat : If E-Verify-enrolled, and individual has no SSN (e.g., application pending), </li></ul><ul><ul><li>employer must complete the Form I-9, noting lack of SSN within 3 days and then run through E-verify when SSN issued </li></ul></ul><ul><ul><li>instruction is in the FAQs </li></ul></ul>I-9 Issues – New Form
  11. 11. <ul><li>No expired identity documents are acceptable </li></ul><ul><ul><li>E.g., expired US passport no longer acceptable </li></ul></ul><ul><li>Must continue to let employee decide what documents to present </li></ul><ul><ul><li>However, if E-Verify-enrolled, document containing a photo ID is mandatory </li></ul></ul><ul><ul><li>This means E-Verify-enrolled employer may be forced to reject once-suitable employment verification documents </li></ul></ul>Changes to Acceptable Documents
  12. 12. <ul><li>Thanks for coming! </li></ul>Questions?