Stand-Alone User Manual
Contents
1. Creating a New Form 9 Electronically A few things to keep in mind before you begin processing a New Form 1 9 are Atleast one 1 creditis required in order to process a Form L9 per Agreement for Services Tho employee wil ned to be present for compliant Section 2 completion The employee will need to have all appropriate identification amp documents proving his her employment eligbiliy You may NOT tell the employee which specific documents to bring this Is considered discrimination Unike the paper Form 1 9 E Verify requires any List documentation to be a photo ID Steps for Creating a New Form Click on New Form 89 highlighted in GREEN from your Dashboard in the upper right hand comer of page PLEASE NOTE Company Administrators will have to select a specific location in order to process a NEW Form 19 nowHIRE com 1 9 and User Manual Confident Page 801 37 Stand Alone User Manual NOWH RE rem manageren veter Folow te nine insrcton Crema Wit th Now Form 19 page answer Des Form t3 anew hie Ask tno employee tor their Social Number and entar t to the SSN ta To continu clk or press Enter on your Noe he rowHiRE L9 Comply system detects duplicate SS Istance an SSN s stolen trough idertty tnet muti mpoyose may have the samo SSN the sytem il alert2. was not terminated and the case is closed nowHIRE com 1 and E Verity User Manual Confidential Page 34 of 37 Stand Alone User Manual NOWHIRE rg m i rd Explanation of Respons they did contest this response and tha case has been closed A DHS Tentative Non confirmation TNC response indicates that the DHS could not confirm that the employee s personal Information matches DHS records A TNC does not necessarily mean that the associate is not authorized to work in the United States but you must nott the associate providing them the opportunity contest the TNC and resolve the discrepancy in their record Under the law the associato has eight 8 Federal Government working days to resolve the discrepancy and must bo allowed to continue working while resolution of a TNC is pending There are various steps to a DHS Tentative Non Confrmation depending on the type of case and if the associate would Ike to contest or not contest the Non confirmation Your screen wil walk you rough each process Click here to soo the process for an associate Contesting the Non Confimation Click here to soe the process for an associate Not Contesting the Non Canfirmation Remember that all letters must be printed and completed with the employee and copies made for both parties to keep This employee is not authorized to work in the United States If the employee has been terminated close this case by
3. to update your personal information to change your password and to opt in for Status Reports for your location Tho Status Report wil include those locations based your User Leve Confident Pago 8 of 7 nowHIRE com 1 9 and User Manual Stand Alone User Manual NOWH i RE mm management vertat System Use and Form I 9 Completion Dashboard Summary The nowHIRE Dashboard allows you to PLEASE NOTE A section wil only show if thoro are associated cases Track and Ms Expiring Werk Authorizations Croate Now Form Ls Search Existing l 9 Forms Available Pending Case Summary Reports by Location in under Reports Tab Track and Manage Expiring Work Authorizations View a Quick Summary of Immediate Attention and Pending SSA and or DHS Referral Cases View a Quick Summary of Unresolved Cases Quick Summary of Incomplete E Verify Cases lick to Create New Form Run a quick interactive report to see Choose a location to manage 7 A blue color indicates pending Cases Just elicit to reviow detalis Search for an exi A red color in any Fom area indicates cases which need your IMMEDIATE attention Track amp Manage Unresolved Incomplete and Pending E verty Casos O pawHIRE com 10 and EM iy User Manual Confidential Pago 701 37 Stand Alone User Manual NOWH RE rem a samptance mangement vein
4. 9 Comply system is scanning Because there are hundreds of diferent scanners on the market we can only provide tips to assist you with your scanning process Your initial couple scans may be trial and error soe what scanner setting works best If you are unfamiliar how to adjust your scanner settings please refer to your owners manual or ask for assistance from your IT department couple helpful ips for a successful scan are to make sure that Your scan resolution is set to 300 DPI or less Your scan quality is set to Medium or less Your scan colors sat to grayscale Formats in pdf or ti to be the best Once the document is scanned be sure the fle size is 300KB or less Noto If your fle is posted in MB please keep in mind that 1MB 1 024KB which would be well over the limi Before attempting your frst upload you may want to test your scanner by using a sample Form 1 9 and scanning it into your system You can then practice uploading it into the Training Site to seo Which scanner setting works best for you Confident Page 14 037 nowHIRE com 1 9 and User Manual Stand Alone User Manual NOWH RE mangement vein sre th Document Scanning and Upload Tips Continued Upload a Document During the New Form L9 process 1 Click the Browse button where indicated in the completing a paper form I 9 process 2 Locate and select the scanned document on your computer 3 Click Open to up
5. hire so the system does not re E Verify and NO that you do not have a paper form when asked 2 Re veify the old paper form record in the system to remove from the Dashboard You wil then need to re verfy both records when the expiration date is near due again so both are removed from the Dashboard The electronic form wil be the properly completed form for re verification 3 it would also be recommended to uploadiattach a mema note to the paper form where you are entering a future date and indicate that the work authorization expiration date on this record is incorrect and to refor to the newly created electronic version 19 4 To create a new electronic Form 19 for an employee you will need to select New Employee even it the employee has been employed WARNING FOR E VERIFY CLIENTS OR LOCATIONS once the new Form L9 is complet the information wil push to which is something you wil NOT want to do remember employees should only be E Verified once To AVOID Please contact your nowHIRE representative so we can help you to set up a non E Verify location which would be Just used to create a new Form I on an existing employee If needed Once the record is created from tha non E Verify locaton you wil then be able to the employee to the correct location Reports Pending Case Summary company wide and by location Select the REPORT tab found on the Dashboard on the Reports page select Pending Case Summary to v
6. his her position spat ee nowHIRE com 10 and ly User Manual Confidential Page 11 of 57 Stand Alone User Manual NOWHIRE rr a samptance manageren veter pd Nextis the Section 1A Preparer and or Translator Certification page Based on your account profile om the Administrator section this section may Populate with your current information However it a translator had to complete the previous section you wil need to overwrite your information and enter his her information in place of yours Read the provided Preparer andor Translator statement and then press the Yes Continuo button to electronically sign the document Note if you press the No Cancel button this will cancel the current form and wil exit back to the Dashboard page You should only click this button if the Preparer and or Translator does not wish to sign the document You wil now be at the page Section 2 Employer Review and Verification Employee MUST be present to completo and validato Section 2 1 Ask the employee for their documents allowable in ether ist A or ist B Use the drop down menu to soo which documents are authorized for submission Noto It is considered discrimination to tell tho employee which documents to provide however E Verity does require photo ID for List B documents only As long as they provide documents from either st A or both list B and list C
7. in partnership with the Social Security Administration SSA that allows participating employers to electronically verity the employment authorization of he newly hire employees Does E Verity replace Form 19 No E Verly DOES NOT replace the legal requirement complete and retain Form 9 Employment Eligibility Verification E Verify verifies the employment authorization of new hires based on the information provided on Form 1 9 Form L9 MUST stil be retained and stored either electronically or on paper E verify Photo Matching E Vority photo matching is an important part of the employment verification process It requires you to verity that the photo displayed in E Verity is identical to the photo on the document that the employee presented for section 2 of Form 19 Photo matching is activated automatically if an employee has presented with his or her Form H a 51 Permanent Resident Card Form 766 Employment Authorization Document or 9 passport or passport card m f no photo is avaiable the case wil ether automaticaly skip photo matching or No Photo on this Document may display in place of a photo Reminder A photo displayed in E Verify should bo compared with the photo in the document that the employee has presented and NOT with the face ofthe employee rowHIRE com 1 and E Verity User Manual Confidential Page 25 0f 57 Stand Alone User M
8. they are eligible to continue this section 2 Ifthe employee provided a document from lst A such as a U S Passport they wil nt need to provide any other documentation trom lists B or C as this document proves both physical identity through a photo as well as written proof of citizenship status nowHIRE com 1 and E Verity User Manual Confidential Page 120137 Stand Alone User Manual NOWHIRE rr a samptance management veter rd Ifthe employee provides a document from List B select that document from the drop down ist and an additional Ust section wil appear You will then need to choose a document from List C in order to completo this section NOTE document from List B REQUIRES photograph upload on file with the Form L9 for compliance 4 Once all documents aro provided by the employee complete the available fields such as Issuing Authority Document Number and Expiration Date for each document NOTE An EXPIRED document is not acceptable at time of hire 5 The lower hal of this form will pre populato with information completed in your Administrator account Be sure to complete tho Hire Date field this shows when tho form was completed for future reference NOTE As of January 2012 Hire Date may reflect up to one 1 year in advance of actual Start Dat 6 The Notes section for your intemal company use only This field is not part of the official government Form 19 but allows f
9. usar location or company For instructions on creating and managing User Accounts please visit the Administration Tab click here section of this manual Getting started User Accounts Login to the nowHIRE 1 9 Compliance and E Veriy syster htpsj G nowhite com lt Enter your User Namo Emal Type your NowHIRE 19 Comply password into the Password field To complete the Login process cick the Login button or press the Enter key on your keyboard Ifthis is your first ime logging into the NowHIRE 1 9 Comply E Verify system you will be prompted to create anew password Password must be at least 6 characters in length including one Upper Case Letter ane Lower Case Letter and one Number Enter your new password twice and then press the Submit bution to confirm and completo the login process Please MEMORIZE your new password and keep in a SECURE placo Each new account user wil be asked to read through and accept the Terms of Use Once accepted at the bottom of the screen you wil proceed to the Dashboard home page There are four tabs in the top rig hand corner of each page Dashboard Help Reports and Administration Just click on the tab you wish to visit These tabs are explained in detail on the folowing pages Creating amp Managing User Accounts To create or edit a user account from the Administrator Tab cick the desired account type under Manage User Profiles See previous page Depen
10. you 1o such by deplayng the dupleate SSN page At N poirt tie suggest hat you double check the SSN was entered before proceeding If hers are no isuse wih ha Socis Securty Number entered you wi ten anter me employees Information in tne fla provided and attest to ishe citizenship statue any Information is incorect etaed or missing he nowHIRE 1 9 Comply system aor chadng and wit aert you to te Issues when you press Continue The scroon below will appear select Electronic l 9 and click Next or Enter on your keyboard to continue The option of entering a Paper Form 1 9 is available as noted in image below and is typically selected when a Paper Form L9 had to be used in leu of the electronic solution This may occur due to system outage at time of hire remota hire or where access to the electronic solution may have been prevented at the time of Form 1 9 completion New Employee Form I 9 Please select Ecc or Paper an nk Het How woul you e to compete te Form 9 fori new employee mn nic Fom Lari ployee campista Secon tft Fam 19 nowHIRE com 1 and E Verity User Manual Confidential Pago 90137 Stand Alone User Manual NOWH RE rre Paperer a samptance manageren veter tinting na aS ge t The screen below featuring SECTION 1 will appear employee information is then entered into appropriately marked areas either directly by employee from keyboard or ass
11. your corporate or legal counsel for corporate protocols on how to proceed You would use Section 3 of the Form H9 for a couple reasons 2 To indicate a new name Re verify expired work authorizations Re verify a Form Section 3 Re verifications Guidance ehires Once an employee is terminated on the nowHIRE 1 8 Comply system customers are forced to create a new Form L9 for the rehire The nowHIRE system does not support Section 3 for rehires since there are some confusing rules to use Section 3 for a rehire such as when the original Form 1 8 was createdverified and if the person is not a citizen with certain documentation Note E Verify considers rehires new hires and requires a new Form L9 on file as well as a new E Verify case number best practice may bo to complete a whole new Form I 9 which is what the system accommodates Remember if an employee is transferred Company Administrators may change the employee s location in the TOWHIRE system by accessing the employee s record and simply selecting the now location from a dropdown of locations NOTE Please consult your legal counsel to establish company protocols regarding this matter Electronic Forms Section 3 Forms created in the nowHIRE 1 9 Comply system electronically are easily updated electronically 1 New Name From the employee s Summary page simply click Re veriy Form in the Options box in the upper right of the Summary page and updat
12. 402 02 1905 tu m A u 5 m BSPW _ D nowHIRE 9 Compliance and E Verify Stand Alone User Manual NOWH RE Paperless 9 compliance management verification focurment storage system EVerify Revised on February 15 2012 Stand Alone User Manual NOWH RE rem a samptance manageren Contents Getting started User Accounts Creating amp Managing User Accounts Update Your Personal Profle passwords 8 status System Use and Form 9 Completion Dashboard Summary Creating a Now Form 1 9 Eiectronically Steps for Creating a New Form 19 s Creating a New Form L9 Enterng from a Paper Form Document Scanning and Upload Document Scanning and Upload Tips Continued Soarch 19 Forms to View Audit Logs Reprint Ra vary or Resubmit naan 15 Employee Summary Form Results and Audit Log Additional Form Section 1 Processing Options How to Re verity a Form Re verty Form Soction 3 Re vorications Guidance Reports Pending Case Summary company wide and by location Additional Reporting Features Expiring Work Authorizations Unresolved Cases Additional SSA and DHS Results and Tracking The more common results received by would include SSA Referrals Pending continued Screen Shot DHS Additional Verifications nen Unprocessed Cases Soreen Shot of Re vercation to C
13. This option would be used if you realize that the original paper Form is no longer valid there are too many errors to correct or if you would Ike to ro verty the paper form but want to have it in electronic format to make the Form L9 process easier Remember as with any Form L9 process please check with your legal or corporate departments for the exact policy and procedures you should follow couple of Important notes before choosing this option 1 Note This will create two records in which the expiration date will need to be re verfied on both When you re verify the paper form to clear it from the Dashboard you may want to put in a fake future dato no greater than 2070 so you will not see two records to re verify moving forward If you chose to do this it create a new Form 1 9 on an existing employee if needed Once the record is created from the non E Verity locaton you wil then be able to move the employee to the correct location 2 You wil then be able to upload all of the ld 1 9 information to this record including the original Form L9 and the E Verly case number Instructions to create new electronic Form 9 for an EXISTING employee nowHIRE com 1 and E Verity User Manual Confidential Page 19 0137 Stand Alone User Manual NOWH RE rem a samptance mangement veter rd 1 Create a new electronic Form 9 for the employee on the nowHIRE l 9 Comply system answer NO the employee is NOT a new
14. anual NOWH RE rem a samptance management sedation Photo Matching Requirements If an employee presents a Permanent Resident Card Employment Authorization Document or U S passport or passport card as tho verification document the employer MUST make a copy of upload document and keep it on fle with the Form 12 E Verify Participation and Right to Work Posters English amp Spanish Itis MANDATORY for ALL company locations that participate in E Verify to display the Participation and Right to Work posters These posters must be displayed ina Cermee Prominent place that is clearly visible to prospective employees and are available in both English and Spanish If you are logged in to the nowHIRE system just click on the Help tab and then on the link of the poster you wish to print Test connection to Government Database At imes the government E Verly databases are down for maintenance 1 you receive an error and would Ike to test the connection simply click on the Test Connection to Government Database to verity tho government database is up and running Note Ts test wil not detect f the DHS or SSA database is Lid down it oniy detects connection to the system Additional E verify Resources The Help Tab has a quick reference to the official U S Department of Homeland Security s E veriy and Employer Agent User Manual Since you have c
15. clicking the DHS Final Non confirmation Employee Terminated button If you desire to continue employment with this employee close this case by clicking the Employee Not Terminated button This employee did not contact the DHS within 8 days If the employee has been terminated close this case by clicking the DHS No Show Employee Terminated button If you desire to continue employment with this employee close this case by clicking the Employee Not Terminated button DHS Tentative nowHIRE com 1 and E Vetty User Manual Confidential Page 35 of 57 Stand Alone User Manual NOWH RE a samptance management tin teh na SS on D Things to Remember Client Responsibilities Itis very important that you comply with all of the requirements of the Memorandum of Understanding MOU It you fal to do so you may wrongly terminato suspend or otherwise unlawfully discriminate against an employe Which could result in civil legal action against you or your company Your company s participation in the E Verity program could also be terminated These responsibilities include Notice must be given to employees regarding their use of E Verify and employee rights under the program You may only use E Verify after the new employee has been hired and completed the Form 9 an automated paperless process in the nowHIRE I ComplyE Voriy system You may not use E Verlly t
16. d to tho government is assigned a case number Close Case to finish the process or close the case by Self Terminate or Invalid Query if applicable There is need to print the I form as this is stored In the nowHIRE system y Employment Authorized result Tentative Non Confirmations SSA or DHS What is a Tentative Non confirmation TNC A TNC case result means that the information entered into E Verify Form 1 9 does not match either Social Security Administration SSA or Department of Homeland Security DHS records E Verify identifies the agency associated with the mismatch when the TNC result is provided An SSA TNC means that the Information entered into E Verify does not match SSA records DHS TNC means that the information entered into E Verty does not match DHS records What do we do when there is a TNC nowHIRE com 1 9 and User Manual Confident Page 28 01 37 Stand Alone User Manual NOWH RE rem a samptance mangement vein tin tig na Se son t Once a TNC appears the employee must decide whether or not to contest and verily If the employee decides to contest a link to the required documents and step by step instructions will be provided on the nowHIRE L9 comply system The employee will have eight 8 Federal Government working days to resolve the TNC The new employee may NOT be terminated or sfr any adverse employment consequences based upon the authorizatio
17. ding on your User Level Manage Company Administrators Manage Location Administrators or Manage Standard Users At the top of the new page click the Create New Company Location Administrator or Create New Location Standard User depending on which account type you are creating or click on the specific Administrator User name to edit details The page titie wil e state which type of account you are managing Again Company Administrators have more administrative rights than Location Administrator or Standard User accounts so be sure when creating new user accounts you are assigning each account to the correct User Level nowHIRE com 1 and E Verity User Manual Confidential Pago 50f 37 Stand Alone User Manual NowHiR Emm a samptance manageren veter rd Quee EE E hcc cH Corporate Admin s will be able to Hae drop this box and choose a location to add an Administrator For Location Admin this box indicates ONLY that user Az Manage User Profiles Update Your Personal Profile passwords 8 status report options The Administration Tab screen will have diferent views depending on the type of User Level login click here o view the User Level summary above All user level logins will have the ability to Update Your Personal Profil and is the ONLY OPTION available for Standard Users seo screen shot below This screen allows you
18. e displayed in plain view at your company s hiring site s to inform prospective employees that the company is participating in the E Verify Employment Verification Program Important If posting notices is impossible due to the setup of your company s business you may nowHIRE com 9 and User Manual Confident Pago 36 of 37 Stand Alone User Manual NOWH RE rem a camplunce management vester print these notices and ensure that all prospective employees receive them with their application materials All our posters are conveniently located on the HELP Tab of the 1 9 Comply E Verily system Preventing Discrimination The E Verify Rules of Use Employees must be newly hired with a completed Employment Eligibilly Verification DHS Form L before you can use E Verify to initiate queries about the newly hired employees for your company an automated paperless process in the nowHIRE I ComplyE Veriy system Form 9 requirements remain the samo except that ll List B identity documents must beara photograph You must make verification inquiries for ll newly hired employees no later than the business day ater they bagin working for pay or other remuneration lt You may not verity nowy hired employees selectively and must follow E Verify procedures for all now hires as long as tho company participates in the program You may not request that the employee use certain documenta
19. e notifying SSA of the situation by selecting this entry DHS Additional Verifications Just as with SSA Referrals above DHS Additional Verifications work the same way 1 BLUE color DHS Additional Verifications on the Dashboard let you know which cases are pending with the DHS Just click on the Iink to display the details on the following window 2 RED color DHS Additonal Verifications on the Dashboard let you which cases need immediate attention Once the DHS has responded the case color is moved from blue to red for action Just cick the ink to display the details and instructions on the following window nowHIRE com 1 and E Verity User Manual Confidential Page 24 0 57 Stand Alone User Manual Laval til phen Unprocessed Cases Unprocessed Cases occur when the E Verty process was interrupted or the government E Verify database was down while entering new Form I tis advised to re verify any unprocessed cases before processing or deleting See the below screen shot for an example of the review and re verification screen to be completed to close an unprocessed case Screen Shot of Re verification to Close an Unprocessed Case Page 25 of 57 Stand Alone User Manual NOWH RE rem management veter amr se E Verify Explained What is E verify What is E Verity E Verify is an Internet based system operated by the Department of Homeland Security DHS
20. e the name The electronic Form 1 9 Section 3 will then be updated 2 Expiring Work Authorizations Simply click the link on the Dashboard and follow the prompts to update the employees record and clear the notification from the Dashboard nowHIRE com 9 and E Verty User Manual Confidential Pago 18 017 Stand Alone User Manual NOWH RE rr mangement veter Paper Forms Section 3 Paper forms uploaded into tho nowHIRE 19 Comply system aro just images and cannot be annotated therefore they are handled a differently This is why there is no option to re verify a paper form from the employee s Summary page however we do stil remind you of the Expiring Work Authorization on the Dashboard but remember paper forms need to be handled bit differently than electronic forms when clearing the notice from the Dashboard There are two options as follows Be veritying a current version paper form 1 Print the paper 9 Form uploaded in the system 2 Re Verify Section 3 on the paper form 3 Clear the Expiring Werk Authorization from the Dashboard by entering the information just entered on the paper form 4 Upload the re verified form into the employee s record If Section has already been completed you may complete just the First and Last Name on a new paper form complete Section 3 and then upload this new form to the employee s record hole new electronic Form L9 for Comi verification
21. his case by clicking the Employee Not Terminated button SSA Tentative Non confirmation This employee received a Tentative Non confirmation however No Contest they did not contest this response and the case has been closed SSA Final Non confirmation This employee is not authorized to work In the United States The Employee Terminated employee was terminated and the case is closed SSA Final Non confirmation This employee is not authorized to work in the United States The employee was not terminated and the case is closed This caso has been closed because the employee terminated their employment Invalid Query This case has been closed because the case was invalid This employee received an Employment Authorized response however additional verification was manually instituted The DHS needs more timo to process this case Once the DHS has Institute Additional Verification Case In Continuance completed the referral process this case will appear on the Forms pago under Unresolved Cases DHS Final Non confirmation This employee is not authorized to work in the United States The Employee Terminated employee was terminated and the case is closed DHS Final Non confirmation This employee is not authorized to work in the United States Tho Employee Not Terminat DHS Tentative Non confirmation This employee received a Tentative Non confirmation however employ
22. hose to use nowHIRE to manage and verity your 1 95 the link provided is for reference only and exact processes will not be valid for the nowHIRE E Verity process Please use this nowHIRE l 9 Comply E Verify User Manual for your E Verify processes The DHS Manual is provided to help you understand a bit more about the government process and offer more exact government program explanations If you are experiencing technical difficulties or have questions regarding the nowHIRE 1 9 Comply E Varity system please contact the help desk at 1 800 724 8546 or i9support nowhire com nowHIRE com 1 9 and User Manual Confident Page 27 of 37 Stand Alone User Manual NOWH RE rem a camplunce mangement sedation tin toh na SS gn t Sample Government Responses and the Steps to Take There are many scenarios that may occur once a new hire has been submitted to E Verify and each scenario may require diferent stops To help you through the process ust follow the simple directions on each screen as presented tho nowHIRE E Verify system wil direct you on the exact steps you must follow if any The following examples are just a few of the more common scenarios you may experience Employment Authorized or SSA Employment Authorized Employment Authorized or SSA Employment Authorized results indicate that the employee is authorized to work in the United States For tracking purposes each new hire submitte
23. iew all open cases by region by location This interactive report allows you to click on a particular iiio view the case or click on a to perform any available tasks Additional Reporting Features User Report The Company Administrator vill be able to View all Users for all Locations in System Location Users will only be able to see information for those Users at their specific Location only Company Usage Report Company Administrators all access Location Users limited access all activity Expat Company Fams for a date range view a caso status and take uploaded Paine L3 Raport documents which are exportable to CSV format j Export Company Forms Company Administrator Only Exports ALL data an audit ail is generated in the audit log each time an export is created due to sensitive and confidential information on Form 19 nowHIRE com 1 and E Veriy User Manual Confdantil Page 20 of 57 Stand Alone User Manual NOWH RE a samptance mangement vein Purge I 3 Report Provides Hire Termination and the existing or future Purge dates of each case in system Locations Company Administrator Only Show ALL locations and status of each location Expiring Work Authorizations Expiring Work Authorizations notice located on the Dashboard lab This section wil notify you of forme expired red or expiring within the next 180 days blue Simply click o
24. ion nowHIRE 1 and E Veriy User Manual Confidential Page 13 0137 Stand Alone User Manual NoWHIRE 9camplunce management veter tain tig no Se son t The massage you need to pay attention to is the Government Reply response There are multiple responses you may receive from the government The nowHIRE system wil display the response as well as a description and walk you through a step by step process to resolve any issues lt When you have completed the steps or if you have received an Employment Verified response you wil select Close Case follow indicated steps and be completed with the Form 1 9 process and wil be returned to the system Dashboard NOTE Each case MUST be closed Ifa case Is not closed It will appeariremain on the Dashboard until that step Is complete Creating a New Form 9 Entering from a Paper Form Some instances may require tho upload of a paper Form 1 9 into the nowHIRE 9 Comply system When entering and uploading a paper Form 1 9 iis important to note we DO NOT validate any fields and expiration dates are NOT forced The paper process captures enough information to store and E verity f applicable the record Paper l 9 forms should be carefully reviewed before entering and uploading into the system BE SURE LATEST VERSION of the FORM 1 9 Is being utilized Document Scanning and Upload Tips The first step to uploading a document into the nowHIRE I
25. irmation Letter with the employee and makea E vorty Rosie copy of the completed document for the employee bo sure to also keep a copy for your records Below is a summary of steps 1 Print Tentative Non Confirmation Letter 2 3 pages Review amp completo with employee Copy completed documents for both employer and employee 2 Select No NOT Contesting 3 Click Close The hiring process is Confidential Pago 30 of 37 nowHIRE com 1 9 and User Manual Stand Alone User Manual NOWHIRE rr a samptance manageren veter Step by Step Vanity Results Instructions for No Contest Case Close pud apes asta nara rante hr an Ve 0 remaining required fields Additional Verification This case has been referred to the DHS for addtional verification E Verify has up to 10 Federal Government working days to respond but it may take up to 12 days post a response to the system Once the DHS has completed the additional verification this case will appear on your Dashboard under the Unresolved Cases section During this time the employee is stil eligible to work At the moment there are no forms or letters to print Just click on the any of the three tabs Dashboard Help Reports or Administration at the top or click New Form if you would lke to create a new Form 19 nowHIRE 1 and E Verity User Manual Confidentia
26. istance on behalf of employer and once complete click Continue at the bottom of the page or Enter on your keyboard to continue Note Built in error checking validation ensures all required fields have entries If a required field is incomplete the system wil not all you to proceed once completed and entered the Employee Electronic Signature page will appear Click the information Saden 1 Emp omen ara d Built in Error Checking to ensure accuracy In pee completion nowHIRE com 1 and E Verity User Manual Confidential Page 10 0137 Stand Alone User Manual NOWH RE my a samptance management veter d You will now be at tho page Section 1 Employee Electronic Signature all information was entered correctly by allowing the employee to review the onscreen summary Tip Be sure that name Is entered properly check First and Last name entries and also double check that birth date Is accurately recorded especially the year Once the employee confirms accuracy of the information thon the employee must read the signature statement and then press the Yes Continue button to electronically sign the document Note If the No Cancel button is selected this wil cancel the current form and wil ext back to the Dashboard pago NOTE Only click No Cancel if information may have been entered incorrectly or the employee does not wish to sign the document or wants to terminate
27. iy User Manual Confidential Page 30137 Stand Alone User Manual NOWH RE rem management tei na Sena ston D Overview The intial account created for you by your NowHIRE 1 9 Comply E Verity representative is an all powerful Administrator or Company account With this account you can create not only new Company Administrators but Location Administrators and Standard Users with restricted access Also you wil have the abilty to create multiple locations which in turn may have their own sets of user levels User Levels Company Administrator All access to all accounts within company Location Administrator Access to all accounts under a specific LOCATION only Standard User Access to personal profile only Please keep in mind that any of the above user account levels may process a Form L9 deal with sensitive data such as Social Security Numbers and search or manage stored 9 Forms 7 7 7 o 7 7 T 7 7 v 7 7 7 Y 7 7 7 7 7 7 7 7 7 7 I 7 7 7 nowHIRE com 9 and User Manual Confident Pago 40137 Stand Alone User Manual NOWH RE rem a samptance manageren In general managing an account or profile gives you the abilty to edi form fields such as names addresses phone numbers and other information related to that
28. l Pago 31 ot37 Stand Alone User Manual NOWH RE my Peeters a samptance manageren veter Employment Authorized Names DO NOT Match This response indicates that the employee is eligible to work but the name entered does not match tho name stored in the government E Verify database These errors aro typically experienced with hyphenated names multiple surmames or middle names You have the option to Close Case or request Additional Verification In either case the employee should not be terminated since he she I Unable to Establish Connection with E Verify Sunday 6 00 p m Monday 5 00 a m EST Tuesday through Saturday from 1 00 am 5 00 am EST Columbus Day weekend In the event of system down times you will not be able to verify employee employment eligibily I you have already submitted case it wil be saved on your Dashboard under Unprocessed Cases It is suggested that you exit the system and try processing the form from Unprocessed Cases section the folowing day cick hore to see details on Unprocessed Cases oye Very Response vey Rasen Besse ls ii ia tesi me cinesi pe Fe diese Confident Page 3201 7 nowHIRE com 1 9 and User Manual Stand Alone User Manual NOWH RE a manageren vein n Soar se th Understanding Form 1 9 Government Responses This section will help explain the various government res
29. load and continue with your new Form 1 9 process Upload a Document to an Existing Form 9 1 Search for the employee from the Dashboard 2 Click on the employee s name to view the employee s file summary 3 Click Upload Document from the Document queue found on Form Summary Pago 4 Click the Browse button where indicated 5 Locate and select the scanned document on your computer 6 Click Upload to upload the document 7 Click Upload again to upload another document or click Return to Summary to return to the employee s Search 9 Forms to View Audit Logs Reprint Re verify or Resubmit Employee From the Dashboard tab you may quickly Search for an employee by entering any of he data listed below First name Last name Address Allen number Case number Social Security Number SSN Dato of birth Notes After searching you wil arive at the Search Forms page Screenshot on following page You may perform nother Search as indicated at the top as well as view the Search Results table which outlines the search results from your search just completed Search Results DE Tues lacie Soe nowHIRE com 1 and E Verity User Manual Confdantil Page 15 01 7 Stand Alone User Manual NOWHIRE rr management veter Se sgn To view a detalled summary or perform certain tasks on a particular employee s Form 9 simply click the name you would Ike to review under the Employee Name column
30. lose nowHIRE com 10 and Page 25 01 57 Stand Alone User Manual NOWH RE rem Paperer a samptance mangement veter SSA Referrals in RED on tho Dashboard tell you which cases need immediate attention Once the SSA has responded the case color changes from BLUE to RED for action You may click on Process Response to Terminate or Not Terminate the employee or you may Close the case if the employee has seltterminated is discovered there was an invalid query Unresolved E Verify Cases Training Corp East The below E Votly Casas ara ar hava rcalad asponses and may reque action on your par SSA Referrals 2 ases have basn eared tothe SSA DHS Referrals eases hava bean ler otha DHS DHS Additional Verifications D cases have been submited to the DHS for atonal vein If you choose Process Response on a RED SSA Referral the folowing screen will show next Just click on the appropriato reason why you are closing the case Employee Terminated or Employee Not Terminated NOTE Consult legal counsel before continuing to employ an individual that receives a Final Non Confirmation If you choose Close Case on a RED SSA Referral the following screen wil show next Just click on the appropriate reason why you are closing tho case Sel Terminate or Invalid Query AD INVALID query allows for situations where a mistake was identified or wrong information had been entered originally and you ar
31. lose an Case Whats E vecly um Photo Matching E Vority Participation and Fight to Work Posters English amp Spanish Test connection to Government Databas Additional E verify Resources Sample Government Responses and the Steps to Tako Employment Authorized or SSA Employment Authorized Tentative Non Confirmations SSA or DHS B Noting an Employee of a Tenue Non Gontimaten TNC sponse Additional Verification ANRA BEBB SSSBRRREBBR O nowHIRE com 9 and E Veriy User Manual Confident Pago 20137 Stand Alone User Manual NOWH RE rem a samptance mangement vein rd Employment Authorized Names DO NOT Match Unable to Establish Connection with E Verf Understanding Form 1 9 Government Responses Things to Remember Client Responsibilities Companies Participating in E Verify are Required to Post Notice Preventing Discrimination The E Verify Rules of Us Please direct any questions For technical issues only PLEASE NOTE Any intormation provided is not intended to be and shall not be construed as legal advice or a isgal opinion Each organization has the responsiblity of seting up her own User Protocol and Guidelines as I relates to thelr policy on Form and Every information provided shouid never replace the need tor involving informed counsel on employment and Immigration issues nowHIRE 1 and E Ver
32. n status until a secondary verification by the SSA or DHS is completed and a final Non confrmation is issued How should we resolve a TNC when an employee chooses not to contest The employee wil be terminated and you must follow the step by step guidance to close tho case Notitying an Employee of a Tentative Non Confirmation TNC Response A Tentative Non Contrmation TNC response indicates that the SSA andlor DHS could not confirm that the employee s personal information matches SSA andlor DHS records A TNC does not necessarily mean that the employee is not authorized to work in the United States but you must notify the employee providing them the opportunity to contest the TNC and resolve the discrepancy in their record Under tho law the employee has EIGHT 8 Federal Government working days to resolve the discrepancy and must be allowed to continue working while resolution of a TNC Is pending E Verity has up to TEN 10 Federal Government working days to respond but may take up to 12 days to post a response to the system Note Responses should always be electronic and will appear on your Dashboard The SSA or DHS should not Issue written response letters Written response letters will not clear out of the system If you should receive a written response letter please contact your nowHIRE representative Immediately with help in resolving the open case There are various stops to an SSA or DHS Tentative Non Confrmation de
33. n tho item to reveal the list of forms needing attention and then click on a form to perform tho actions recommended Expiring Work Authorizations king Click on tink to details and pending cases Unresolved Cases Unresolved cases may be from the SSA or DHS U S citizens and non U S Citizens go through two diferent checks Depending on the type of case assigned there may be several diferent processes encountered For each result the nowHIRE system will walk you through the correct steps and letters to required for each scenario Below is a brief description of how employees are handled and where their information may be sent Confidential Page 21 of 57 nowHIRE com 1 9 and User Manual Stand Alone User Manual NOWHIRE rr veter SSN U S Citizens go through a one process check only through the SSA Results and responses wil appear under the SSA Referrals section These are cases which recelved a SSA Tentative Non Confirmation and were referred SSA The more common received by a U S Citizen would inci SSA Tentative Non Confirmation 2 SSA Final Non Confirmation Non U S Citizens go through a two process check through the SSA and DHS Results and responses may appear in one of two sections 1 DHS Referrals These are cases which received a DHS Tentative Non Confrmation and were
34. nfirm that the employee s personal information matches SSA records TNC does nat necessarily mean thatthe associate is not authorized to work in the United States but you SSA Tentative Non confirmation must notify the associate providing them the opportunity to contest the TNC and resolve the discrepancy in their record Under the law the associate has eight 8 Federal Government working days to resolve the discrepancy and must be allowed to continue working while resolution of a TNC is pending nowHIRE com 9 and User Manual Confident Page 33 0f 37 Stand Alone User Manual NOWH RE rrj mangement SS gn Explanation of Respons There are various steps to an SSA Tentative Non Confirmation depending on the type of case and ifthe associato would tke to contest or not contest the Non confirmation Your screen wil walk you through each process Click here to soo the process for an associate Contesting the Non Confimatio Click here to see the process for an associate Not Contesting the Non Confimation Remember that all letters must bo printed and completed with the employee and copies made for both parties to keep This employee is not authorized to work in the United States If the employee has been terminated close this case by clicking the SSA Final Non confirmation Employee Terminated button If you desire to continue employment with this employee close t
35. o screen job applicants to re verity employment eligibility or to verify your company s current employees exception for Federal Contractors if written or amended to thelr federal contract You may not use E Verly selectively You must vty al of your company s new employees regardless of national origin tizonhip or immigration status You may not take any adverse action against an employee including suspension or termination while he she contests a Tentative Non Confirmation even if the matter is not resolved within 10 Federal Government work days Employees who contest a Tentative Non Confirmation must be provided with the printed referral letter from E Verly You must permit employees to present any document ar combination of documents acceptable by law You must take steps to secure the privacy of employees personal information and you must secure the password you use to access the nowHIRE 1 9 Comply E Verify system You should discuss any work eligibility issues only with people directy concerned with the information and limit these conversations to the relevant case detals Companies Participating in E Verify are Required to Post Notice Companies participating in E Verify are required post the English and Spanish participation notices provided bby DHS and the anti discrimination notice issued by the Office of Special Counsel for Immigration Related Unfair Employment Practices Both of these notices must b
36. ons to complete Section 1 The Kiosk Sesslon Option 1 is typically used in companies which do mass hires You canset upa 1 9 Training Site computor and run the kiosk from that i computer by simply logging in and selecting SEE Launch Section 1 Kiosk Session trom the o Dashboard you are a Company Administrator you must select a locaton for this option appear since the 196 must be associated with a location Employees will then be able to walk up to the aaa aE computer and completo Section 1 for follow up later on your Option 1 Dashboard for completion of Section 2 cin ptr acon Email Section 1 to an employee Log into the nowHIRE 1 9 Comply sto 2 Create a New Form 9 3 Select New Employee 2 Electronic 9 and check the box drectiy underneath Only complete Section 1 ofthe Form I 5 Soloct Email Link to Employee 6 Tho employee wil then be emailed a link and once complet their Secon 2 wil be on tho Dashboard for follow up 1 9 Training Site SS SSS New Employee Form 1 3 How to Re ei nom 4 Form Gen Note When ro voiving an nowHIRE 1 and E Verity User Manual Confidential Page 17 0137 Stand Alone User Manual NOWHIRE management vester ar se ld paper form and the old form is not on the most recent version of Form L9 it may be advised to create a whole new Form 9 Please check with
37. or any additional notes needed for future reference and is searchable field 7 Read the CERTIFICATION message at the bottom of this page and then select the Yes Continue button to electronically sign the document Note if you press the No Cancel button this will cancel the current form and you wil ext back to the Dashboard page You should only click this bution if to the best of your knowledge the documents provided are NOT legitimate government provided orginal documents 8 I any information was entered incorrect red text will appear next to that field This is the buit in error checking validation Check that each required feld is completed and formatted correctly then press the Yes Continue button again 9 Afr Yes Continue is clicked an animation and message appears indicating that you are now sending the information to the government Please wait Contacting Government Database vill show on screen Your L9 Form Results wil now appear Click hare for sample goverment responses and the ko Note Sometimes the government system is overloaded oris down for system maintenance and you Wil ot be able to process the form at this time In order to avoid additional work your Form 19 data is saved for future processing and will appear on the Dashboard under Unprocessed Cases The Case Number wil appear at the top of your screen and is the number assigned by the government s E verity system for that submiss
38. pending on the type case and if the employee would ike to contest or not contest the Non Confmation Your screen wil walk you through 22 2 each process pores Stop by Stop Directions for Initiating and Completing a TNC result nowHIRE com 1 9 and User Manual Confident Page 29 01 57 Stand Alone User Manual NOWH RE rem a samptance mangement veter rd Yes Employee is Contesting Tentative Non Confirmation The employee must take action according to the letters provided and has EIGHT 8 Federal Government working days from the dato shown on tha referral notice Below is a summary of steps 1 Pin Tentative Non Confirmation Letter 2 pages Review and completo with employee Copy completed documents for bath employer and employoo Select Yes Glick Notify SSA of Referral 4 Print SSA Referral Letier 2 3 pages Review amp complete wih employee Copy completed documents for both employer and employee KEEP ORIGINAL signed TNC Notice on wih employee s Form L9 Upload into Documents queue in the employee s Form Summary 5 Remember the employee CONTINUES TO WORK wil the cas is being resolved NO Employee is NOT Contesting Tentative Non Confirmation For whatever reason the employee may choose NOT to contest the Tentative Non Confirmation immediately making them unauthorized for employment You wil stil need to print and complete the Tentative Non Conf
39. ponses you may experience while using the nowHIRE E Verity system If a case is not Employment Authorized the results wil post to the Unresolved Cases section or your review and or response Ifa screen shot or a more detailed explanation is available you will bo able to click on the underlined response in the column to the right Explanation of Respons At times the government E Verify system is temporarily unavailable Your form has been saved under Unprocessed Cases for processing at a later time This case has been refered to the DHS for additional verification The government has up to 10 days to respond however it may take up to 12 days to post to the system Once the DHS has Additional Verification completed the additional verification this case wil appear on your Dashboard under the Unresolved Cases section for further action During this ime the employee is stil eligible to work At ho moment there are no forms or letters to print This employee is authorized to work in the United States You may close this case by clicking the Close Case button or request Employment Authorized ad rional verification by using Immigration Status Verifier ISV by clicking the Additional Verification button yee This employee is authorized to workin the United Stats Simply cick Close Case No further action is required ASSA Tentative Non confirmation TNC response indicates that the SSA could not co
40. referred tothe DHS 2 DHS Additional Verifications These are cases which were either automatically or manually referred 10 DHS Immigration Status Ver M there are no cases pending for a certain subheading that subheading wit Additional SSA and DHS Results and Tracking NOT appear In this example there The more common results received by E verity would include 1 2 a nowHIRE com 1 9 and User Manual SSA Tentative Non Confirmation DHS Tentative Non Confirmalion DHS Additional Verification no forms to print initially need to wait for DHS response SSA Additional Verification CLOSE CASE Completion Required isa case pending in each subheading Confident Page 2201 37 Stand Alone User Manual NowHIRE Peeters a comptance management d ta a oar ge SSA Referrals BLUE highlighted SSA Referrals on the Dashboard tell you which cases are PENDING with the SSA Just click on the link to display the details and instructions on the following window If the employee has selt terminated or if an invalid query has been submitted click on Close Case to resolve the open cas SSA Referrals Pending continued Screen Shot SSA Referrals Pending Atter clicking Close Case on a blue SSA Referral the following screen will appear Click on the appropriato current tatus add termination date and solect reason why case is closed Case C
41. tion far the Form 1 8 or E Verity purposes You may not use E Verify to discriminate against any job application or new hire on the basis of hishher national origin citizenship or immigration status You may not use the system to pre screen applicants for employment 5 You may not go back to check employment for employees hired before your company signed the Memorandum of Understanding MOU with U S Citizenship and Immigration Services USCIS and the Social Security Administration SSA exception for Federal Contractors if writen or amended to their federal contract 5 You may not use the system to re verly employment authorization You must provide employees with an opportunity to contest a Tentative Non Confirmation You cannot take any adverse action against an employee based upon E Verily unless the program seues a Final Non Confirmation Please direct any questions regarding your company s E Verify process and procedures to your company E Verify administrator s For technical issues only please call 800 724 8546 or Email support nowhire com Any intormation provided is not Intended to be and shal not be construed as egal advice or s egal opinion nowHIRE com 1 9 and User Manual Confident Page 57 of 37
42. under the Search Results header to be directed to Employee Form Summary Employee Summary Form Results and Audit Log It viewing accessing or printing a particular 1 9 Form please note the area titled Form Audit Log located directly below the Summary box Tho Form Audit Log keeps track of every action by every user for compliance including Action Taken form completion Viewing of form re verification ete Action Date and Time the dato the action taken took place User Name user who performed the action taken In case of a government tho Form Audit Log is a quick automated Due Diligence showing a detailed audit trail of actions taken for each form This is also handy during self imposed intemal audis The additional Options box found on the right of the page allows additional tasks as isted These options may vary Click to move an Employee s z Document Location depending on tho case type assigned Note Referral and Non Confirmation Reprints are only available as long as the caso has not had a response back yel To move an employee s documentation to a different location for continued management and tracking see below nowHIRE com 1 and E Veriy User Manual Confdantil Page 18 0 57 Stand Alone User Manual NOWH RE rem a samptance management veter d Additional Form 1 9 Section 1 Processing Options Two additional opti
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