I9 Solution Software Presentation - Extension
Contents
1. Face to Face ACTION FUNCTIONS Several editing options are available once an existing l 9 Form has been selected from the Main Menu Individual l 9 Document Search and Edit man esource Vices WASHINGTON STATE UNIVERSITY World Class Face to Face e The Edit screen is similar to the l 9 Data Entry screen The l 9 Form can also be selected in edit mode by clicking the Social Security Number link in the SSN column and brings up the FullEntry asp screen e The Print l 9 presents the PDF version of the l 9 if the form has no correctable errors If the l 9 has been updated the user will be asked to select which form should be printed The three buttons let you Print I 9 Return to l 9 Edit screen or Return to Main Menu Use the Delete option to delete an existing l 9 or delete an update to an existing l 9 A delete confirmation delete asp screen will be presented Either click Yes to delete or No to cancel delete and go back to the l 9 listing The Additional Info option is a shortcut to display errors in the selected l 9 it brings up the Additional info asp screen Hipp uc rvices 14 WASHINGTON STATE UNIVERSITY World Class Face to Face To modify an existing online I 9 form add section 2 info 1 Select Individual l 9 Document Search and Edit from the Main Menu 2 Search for the desired I 9 3 Select Edit from the Action column 4 Make the appropriate edit2. the List B document photo or description should be compared to the appearance of the employee who presented the documents Photocopies are not acceptable in lieu of the documents themselves Photocopies are not acceptable as original or genuine The only exception is a certified copy of a birth certificate which must be issued by and bear the official seal of a state county or municipal authority Hospital issued san esource certificates are not acceptable WASHINGTON STATE UNIVERSITY World Class Face to Face Retaining Photocopies of Section 2 Documents Photocopies of documentation presented to satisfy Section 2 requirements will not be required for online electronic I 9 s Departments using paper l 9 forms must follow the policy of making photocopies attaching the copies to the paper l 9 form and routing Human Resource Services uman esource rvices WASHINGTON STATE UNIVERSITY World Class Face to Face Receipt Rule First time application v Replacement Documents Receipts resulting from first time application for a document are never acceptable under this rule Under certain circumstances however receipts for documents may be accepted if the employee has applied for a new version a document previously issued to him or her but has not yet received it This is possible if the document applied for is a replacement for the earlier issued document For this purpose the term replacement
3. EPER poe number for each document Voter na Card 117 US Resident D Caro must then be entered If there E E US Coast Guard Merchant Mariner Card is no expiration date or Canadian Drivers License hat School Record or Report Card minor presented by the above named document number enter N A to Clinic Doctor or Hospital Record minor mployee named that the 20c Day care or Nursery Sch Record minor y knowledge the employee is hent agencies may omit the date the employee began employment WASHINGTON STATE UNIVERSITY World Class Face to Face The Show Sample Hyperlink located above the List A document field opens another window that provides an image and description of the document selected in that field These images can be very useful when reviewing documents for genuineness since they familiarize users with document appearance and features This window has 3 buttons Show Previous Page Close This Window Show Next Page Each button has different functionality WASHINGTON STATE amp UNIVERSITY World Class Face to Face Document title Issuing authority Document Expiration Date Document 2 izenship The Expiration Date litate travel to kenship and jate visas and or Document L f Expiration Date nts which may be used within the United States to establish citizenship identity and emplo
4. Number SSN Employee s attestation Employee s signature electronic man esource rvices WASHINGTON STATE UNIVERSITY World Class Face to Face Three important items regarding SSNs e A prospective employee without an SSN must obtain one since this number is required for tax purposes Any person who is eligible to work in the United States is also eligible for an SSN and a card bearing that number There should be no cases where an employee authorized to work in the U S cannot provide an SSN in Section 1 Note employers may not demand that employees who provide SSNs verify their SSNs with a Social Security Card e Individual Taxpayer Identification Numbers ITINs which are formatted similarly to SSNs but begin with the digit 9 do not satisfy the requirement for an SSN and are not allowed Proof of an SSN provided for Section 1 need not be supported with documentation SSN card may be required by the company for payroll processing purposes without raising concerns about discrimination man esource rvices WASHINGTON STATE UNIVERSITY World Class Face to Face Department of Homeland Security U S Citizen and Immigration Services Please read instructions carefully before completing this form The ing Upon completion of Iie cep cnt vs a I Section 1 the employee Section 1 Employee Information and Verification To be comple checks the Check to Print Name Last First poer km s
5. otherwise require review of any documentation to substantiate the accuracy or legitimacy of information provided by an employee in Section 1 The purpose of Section 1 is for the employee himself or herself to attest to this by means of a personal signature and date If an employee does not cannot or will not provide all required Section 1 information including the date and original signature the employer is on notice that the Section 1 requirement has not been met and should not proceed with Section 2 Such a failure or refusal on the part of an employee is notice to the employer that the employee is not authorized to work Fipesurce rvices 4 A WASHINGTON STATE UNIVERSITY World Class Face to Face Completing Section The employee s only role in Section 2 is to provide the minimal documentation of his or her choice that will meet the requirement An employer representative physically completes Section 2 on behalf of the company The employer representative may not require and should not even suggest under any circumstances what documents the new employee should bring or present for l 9 verification although if an employee provides too much documentation the employer may explain to the employee which document or combination of documents he or she may choose to satisfy the requirement Request for specific documentation constitutes document abuse a serious form of discrimination Even a preparer and or
6. that provide 3 C 2 AnfAlien authorized to v instructions on how to fill out the form hen or admission af Alerts provide guidance regarding document issues and at times alerts a a a explain how the system calculates dates 9 They are triggered based upon certain conditions If you want to retrigger then you have to re enter the data Information about common misunderstandings new rules or special situations is provided in the alerts WASHINGTON STATE amp UNIVERSITY World Class Face to Face Section 1 must be completed by the employee and entered into the Online l 9 System no later than the first day of employment paid services after the job has been offered and accepted If the Form l 9 is completed on the first day of services it must be completed before paid services actually begin Before signing the employer should review information entered in this section with the new employee to ensure that Section 1 is properly and accurately completed and that the employee understands whether the information provided actually meets the information requirement man esource WASHINGTON STATE UNIVERSITY World Class Face to Face Each Form l 9 data element requires complete information Section 1 data elements are as follows e Employee s name including last first middle initial as well as maiden name if any e Employee s complete address Employee s date of birth Employee s Social Security
7. Organization Name Address Street Name and Number City State Zip Code Date 2 The employer information Fo ev 080507 appears when the employer checks the employer signature box in Section 2 Save amp Return to Menu Cancel amp Returnto Menu Documents Ltiity Save amp Add Another Save amp Add Another New Historical WASHINGTON STATE amp UNIVERSITY World Class Face to Face Document Review The employer representative s job in Section 2 is to examine the document s presented and enter the required information Document review is an essential aspect of employment eligibility verification This process requires judgment of the employer Representative If your Company is enrolled in the Basic Pilot even the fact that the Basic Pilot has verified a name number match alone does not necessarily mean that the name and number belong to the person who presented them man esource WASHINGTON STATE amp UNIVERSITY World Class Face to Face In general the representative must accept any acceptable document s presented by the employee that appear to be genuine and to have been issued to the employee who presented it them For example if a List B and C combination of documents is presented the name on the List C document should match the name by which an official authority recognizes that person as reflected on the List B document In turn
8. Retention Federal law requires that l 9 Forms be retained for all employees for a minimum of three years i e either one year after termination or for three years from date of hire whichever results in the longer retention period The Lookout software will automatically calculate the retention period after termination and notify the employer of l 9 Forms that may be purged from the files Termination Data Termination Separation dates are used to calculate the date on which an l 9 Form should be destroyed Departments will not be responsible for this activity Human Resource Services will terminate employees in the system man esource rvices WASHINGTON STATE UNIVERSITY World Class Face to Face Reports The Reporting Section which can be accessed from the Online l 9 System Main Menu provides summary information about all the l 9 Forms that are available for you to view Refer to the user manual for more information about online reports Additional information needed report e Data entry report e Statement of l 9 completion report e Expiring employment documents report e 9 retention report e 3 Day Section 2 unfilled report e Alien report pesource rvices WASHINGTON STATE amp UNIVERSITY World Class Face to Face Reference Section The Reference Section is accessed from the Main Menu Refer to the user manual for more information about the online references e A guide to sele
9. Select the Document to be re verified in Section 3 from Document Title Combo box e Type in the information on the selected document and the new expiration dates e After carefully re verifying the document you Employer Authorized Representative must sign to complete the re verification If Section 1 amp 2 differ in expiration dates then Section 3 must be completed before the expiration of either of the dates in either two sections Re verification of changed name Section 3 is used for re verification of name change however it is better to complete the Section 3 re verification for name change after a new SSN reflecting the Employee s name change can be verified and the payroll records have been updated to reflect the name change man rce TVICeS WASHINGTON STATE amp UNIVERSITY World Class Face to Face sr rsi amp r N _ Section 3 Updating and Reverification To be completed and signed by employer Rehire Tip A Shere tare aqlicable B Date of rehire 7 applicable Last i Middle Initial ALWAYSACOUG 2 If employee s previgue grant of work authorization has expired provide the information below for the document that establishes current employment eligibility Document title Document Expiration Date if any US Social Security Card viz 123 45 6789 vii w Show Simi v I v I attest under penalty of perjury that to the best of my knowledge this employee is eligibl
10. WASHINGTON STATE UNIVERSITY World Class Face to Face The l 9 Solution A web based system from Lookout Services which replaces the paper forms solves l 9 problems and provides electronic Employment Eligibility Verifications Hig Burce LOOKOUT Ry OOK OUI WASHINGTON STATE amp UNIVERSITY World Class Face to Face Introduction Washington State University is partnering with Lookout Services to provide web based I 9 services and I 9 compliance The l 9 Solution increases the overall efficiency of l 9 processes provides centralized visibility and management and is a paperless solution with electronic signature The l 9 Solution is patent pending as the first commercially available automated I 9 on the market The software is proven to be the most thorough software using flexible state of the art technology and legal intelligence to help companies stay compliant and prevent fines Lookout s 19 software is constantly maintained and improved daily by a highly capable team of software developers and a team of experienced immigration and labor O O attorneys FA pps urc LOOKOUT mes VICES WASHINGTON STATE UNIVERSITY World Class Face to Face Since 1987 employers have been required to verify the employment eligibility of every employee working in the United States including US citizens To comply with this requirement employers must ensure that all employees complete the DHS Form l 9 and m
11. aintain all l 9 records on file for government inspection Form l 9 appears simple but the process and issues are complex Without effective assistance in maintaining the balance between employing a legal workforce and avoiding discrimination employers are vulnerable to fines lawsuits and other serious penalties man esource WASHINGTON STATE amp UNIVERSITY World Class Face to Face Immigration Reform and Control Act General Requirements In accordance with the Immigration Reform and Control Act IRCA all employers are required to complete Form I 9 for all employees hired or rehired after November 6 1986 within three business days of the employee s date of hire Proper completion of l 9 Forms is intended to ensure that U S employers only employ individuals who are authorized to work in the United States as well as helping to ensure that employers do not commit certain discriminatory practices against individuals who are work authorized Accurate and timely completion of the l 9 Form is essential to compliance with federal regulations Failure to complete Forms l 9 in a timely fashion can result in serious penalties Hipp ource rvices WASHINGTON STATE UNIVERSITY World Class Face to Face Enforcement and Internal Procedure Two divisions of the Department of Homeland Security the United States Citizenship and Immigration Services USCIS and the Bureau of Immigration and Customs Enforcement BICE are r
12. al Security Number a E in social secu rity num be r If the employee has applied for but not received a number type pending and request a temporary number from Social Security Number H uman Resou rce Show Attestation for Employee in Se rv i ces man jesource TVvices WASHINGTON STATE amp UNIVERSITY World Class Face to Face ha 7_ a Department of Homeland Security OMB No 1615 0047 Expires 6 30 2008 U S Citizen and Immigration Services Employment Eligibility Verification OEE Please read instructions carefully before completing this form The instructions must be available during completion of this form ANTL DISCRIMINATION NOTICE It is illegal to discriminate against work eligible individuals Employers CANNOT specify which document s 1 they will accept from an employee The refusal to hire an individual because of a future expiration date may also constitute discrimination e C O Section 1 Employee Information and Verification To be completed and signed by employee at the time employment begins Print Name Last First Middle Initial Maiden Name i 2 Address Street Name and Number Apt Date Of Birth l v v v2 City State Zip code Social Security SELECT STATE v A bla n k 9 fo r m I am aware that federal law provides for imprisonment attest under penalty of perjury that am Check one of the following A citizen or ti and or fines for false statements or use of false do
13. cted US travel and identity documents Interim guidelines on the implementation of Section 411 Electronic completion of Section 1 of the l 9 Form l 9 responsibility upon transfer of employee Confidential information on Form l 9 Acceptable receipts for Form l 9 Modifying Form l 9 User Manual State Forms l 9 Instruction page l 9 Back page Hjuman rce Immigration status list Hee WASHINGTON STATE UNIVERSITY World Class Face to Face What s Next Start using the online electronic I 9 system e Obtain your user id and temporary password from Human Resource Services e Change your password upon initial entry to the system e Upon successful log in proceed to the main menu Select add a new individual l 9 document Employee completes and electronically signs Section 1 Employee presents documentation Employer completes and electronically signs Section 2 Save and return to main menu or save and add another l 9 man esource Vices
14. cuments in _ national of the United States i S d i S la ed fo r connection with the completion of this form poy n data entry H 1b Portability Employee s Signature Date Check to sign Preparer andior Translator Certification To be completed and signed if Section 1 is prepared by a person other than the employee Jattest under penalty of perjury that I have assisted in the completion of this form and that to the best of my knowledge the information is true The employee ae Preparers Translator s Signature Print Name Check to sign comp letes all madres eet Nowe aod Router Gy Sale Zp Gods re red Section 2 Employee Review and Verification To be completed and signed by an employer Examine one document from List A OR examine one document from List B and one from list C as listed on the reverse of this form and record the title number and expiration date if any of the documents List A ListB AND List c Section 1 fields sume ___ Issuing authority Document 2 Expiration Date Document Expiration Date Document Expiration Date WASHINGTON STATE amp UNIVERSITY World Class Face to Face Clicking on a Tip 7 link throughout the KA online l 9 Form provides instructional Ne information and answers to commonly asked questions Zip code Alerts are pop up screens
15. dividual I 9 Document Form select gt Individual 1 9 Document Search and Edit Contracting Company Switch l 9 Administration Section A Guide to Selected U S Travel and Identity Documents Interim Guidelines on the Implementation of Section 411 of the IIRAIRA The Virtue Memorandum 97 1 Electronic Completion of Section 1 of the 1 9 93 87 Form 1 9 Responsibility Upon Transfer of Employee 92 13 Confidential Information on Form 1 9 92 52 Acceptable Receipts for Form I 9 92 56 Modifying Form 1 9 User Manual Add a New Individual l 9 Document State Forms 1 9 Instruction Page I 9 Back Page Immigration Status List non frames printable version Immigration Status List Pop Up VIVIViViviviviviviviviviy Depending upon your security level your menu may have different options Step 1 Click here to check your browser type name and version gt Step 2 Click here to check if your browser has JavaScript VBScript enabled Step 3 If you are having trouble viewing or previewing the I 9 documents it may be because you do not gt have Adobe Acrobat Reader 5 0 or later installed Click here to obtain this free software It is available or systems other than Microsoft Windows If you are still having trouble contact Lookout Services for assistance WASHINGTON STATE UNIVERSITY World Class Face to Face Enter the employee s oci
16. e to work in the United States and if the employee presented document s the document s have examined appear to be genuine and to relate to the individual Signature of Employer or Authorized Representative Check to sign Electronically signed Form l 9 Rev 06 05 07 Soc Sec Nbr First Name Last Name Date Of Birth Earliest Date of Hire Latest Date of Hire Clear Choices Clear Choices Find Matches Sorted by Last Name First Name Soc Sec Nbr Compa Soc Sec Nbr Pate of Historical Company Last modified Date Added UPDATES 123 45 6789 411984 DCA990500 3 24 2008 2 52 54 PM 3 20 2008 3 24 2008 1 22 27 PM 16 WASHINGTON STATE amp UNIVERSITY World Class Face to Face e If Section 3 was completed before click on Next Update below the l 9 Form for another update e To view other l 9 Forms for the same employee click on Next Update and Previous Update e The software stores l 9 Forms by original entry date e Edits are not allowed if Update has been selected e Each time re verification is necessary a new Section 1 and 3 must be completed saved and signed The employee signs the new Section 1 and the employer representative signs Section 3 e Ensure that all changes are saved prior to existing the system man esource rvices WASHINGTON STATE UNIVERSITY World Class Face to Face Information
17. esponsible for rules and enforcement related to IRCA The U S Department of Labor and the U S Department of Justice Civil Division s Office of Special Counsel for Unfair Immigration Related Employment Practices also have enforcement authority Contact Human Resource Services immediately if you receive telephonic written or other communication from any of these entities uman esource WASHINGTON STATE UNIVERSITY World Class Face to Face Electronic Signatures HR 4306 signed into law Oct 30 2004 allows electronic signature on employer s Forms l 9 and allows for electronic storage of Forms l 9 Original signatures are still required on the paper forms man esource rvices WASHINGTON STATE UNIVERSITY World Class Face to Face Paper I 9 s The transition from paper to electronic will occur over a period of time WSU will not be placing the current paper I 9 s into the electronic system Only new I 9 s will be processed online During this transition check DEPPS TEMPS or PERMS to see if an l 9 is on file THEN proceed to the l 9 system if an l 9 needs to be completed man esource rvices WASHINGTON STATE amp UNIVERSITY World Class Face to Face Accessing the online I 9 System The online system will be used for newly hired employees including rehired employees whose Form l 9 may remain in the l 9 retention files If it is discovered that an l 9 Form for an existing empl
18. f tracking and re verification are necessary 180 90 60 and 30 days prior to Section 1 2 or 3 expiration dates that require re verification the Lookout software generates an e mail notice of the need to re verify and provides the means to print a reminder notice for the employee Companies have the option to receive additional email notifications on a daily basis counting down from 29 days prior to expiration If re verification cannot be accomplished and new information cannot be recorded in Section 3 the employee must be terminated as of the Section 1 and or Section 2 expiration date WASHINGTON STATE amp UNIVERSITY World Class Face to Face or updating 1 Select Individual l 9 Document Search and Edit from the Main Menu 2 Search for the desired I 9 3 Select Add Section 3 in the Action column section 2 grayed out Individual I 9 Document Search and Edit A Soc Sec Nbr First Name Last Name Date Of Birth Earliest Date of Hire 12345 6789 Se Find Matches Clear Choices Sorted by Last Name First Name Soc Sec Nbr Compa eS gt TA Historical Company Last modified Date Added Edit Print 1 9 Add section 3 Delete Additional Info COUGAR 45 i False DCA990500 3 24 2008 12 53 33 PM 3 20 2008 3 20 2008 4 00 22 PM WASHINGTON STATE amp UNIVERSITY World Class Face to Face Re verification of expired documents e
19. has a specific meaning A document will constitute a replacement if the document being replaced was lost stolen or destroyed before it expired and must be replaced in order to engage in any activity permitted by that document On the contrary receipts to extend or renew expired or expiring temporary work authorization documents are never acceptable under the receipt rule Once the replacement document has been received it must be presented to the employer within the 90 day period and the Form l 9 man esource should reflect this event WASHINGTON STATE UNIVERSITY World Class Face to Face Identifying an acceptable receir e A receipt will not indicate whether it relates to a replacement extension renewal or first time application For this reason a question must be asked to solicit information necessary for a determination about the receipt rule Ask if the receipt relates to an application filed to replace a lost stolen or destroyed document or to renew or extend an expired document e Ifthe receipt is for a replacement rather than an extension or renewal enter the document number into the document number field This inquiry is important because the receipt does not indicate whether the application was for an original or a replacement card e Ifthe receipt is for first time application for a document or extension renewal of an expired or expiring document ask the employee for other acceptable List A or C documen
20. ign box to attest that Address Steet Name and Number 123 VICTORY LANE all of the information City State F J PULLMAN WASHINGTON provided IS true and am aware that federal law provides for imprisonment and or fines for false statements or use of false documents in correct connection with the completion of this form The page at https public lookoutservices net says 22 Important Notice By checking this box you are representing and confirming that you are the individual signing Section one of the I 9 Form and y t signing on behalf erse ronic signati f parer and or Translator Certificatior fattest under penalty of perjury that i have and correct Preparers Translators Signature O Check to sign Address Street Name and Number City State ok WASHINGTON STATE amp UNIVERSITY World Class Face to Face The employee is provided with a receipt regarding their electronic signature and completion of Section 1 of the l 9 employment eligibility verification form Receipt number 50162 SSN JOOKL IK 6789 Unique I9 ID 504336 Signer Name IMA COUGAR Date Time Stamp 3 20 2008 4 00 22 PM Company Washington State University Location 139 French Administration Building Pullman WA 99164 1014 l Return to 19 i Print Receipt man esource Tvices p WASHINGTON STATE amp UNIVERSITY World Class Face to Face The Employer must never request to see or
21. oyee is missing a new I 9 should be completed for that employee immediately If an l 9 Form of an existing employee requires correction s this should be done immediately as well man esource Vices WASHINGTON STATE amp UNIVERSITY World Class Face to Face To access the online system open an internet browser i e Internet Explorer or Firefox and go to http www lookoutservices net The First Error Checking I 9 Software The I 9 Solution by Lookout Services LOOKOUT SERVICES INC Sasa boty The L9 and E Verification Soinion 2331 330 raransTroaa ompliance jency Overs The First and The Best WASHINGTON STATE amp UNIVERSITY World Class Face to Face Enter the user name Cet ted LOOKOUT and temporary Bh password given to you by Human Please supply login information Resource Services User 10 M English Espanol You will be required to change your password upon initial entry to the system im WASHINGTON STATE amp UNIVERSITY World Class Face to Face Your new password will have to abide by the following rules Password will have to be total of at least 8 characters and must contain at least one uppercase letter at least one lowercase letter one number one special character Prompts user to change password at least every 90 days User must not reuse any of their five previous passwords over a 15 month timeframe User account locks out after 5 consecu
22. ration Date iding thei Document Expiration Date Section 2 List A First Document Expiration Date List 4 first Document Expiration Date is blank or Document Expiration Date o return WASHINGTON STATE UNIVERSITY World Class Face to Face The page at https public lookoutservices net says alty of perjury that am Check one of the following national of the United States lermanent Resident Alien A Fe thorized to work a mv 2 Admission 2281124551 ity e March wil 21 2008 2 prepared by a person other than the employee Name is blanl pi to the best of my knowledge the information is true gt Title is blank loyer Examine one document from List A OR examine one y Document completed date is blank The Empl r ber and expiration date if any of the documentis who revije 2 must be the sam ing their signature her K to return to the ent Expiration Date March 31 vi 2008 vi 22811245516 r Document Expiration Date DIS WASHINGTON STATE UNIVERSITY World Class Face to Face The page at https public lookoutservices net says on 2 Employer Signature Authorized 2 Employer Name Authorize Title Authorized Rep List C Address is blank US Social Security Card iocument d date is blank The Em s the documents in S 2 must be thr Social Security Adm
23. s to the I 9 form Kid a New Individual 1 9 Document I q gt Individual I 9 Document Search and Edit Company Soc Sec Nbr 12345 6789 First Name Last Name Date Of Birth Earliest Date of Hire Latest Date of Hire Clear Choices ee Sorted by Last Name First Name Soc Sec Nbr Compa irst D Date Of ome Soc Sec Nbr Historical Company Last modified Hire Date Added UPDATES False DCA990500 3 24 2008 12 53 33 PM 3 20 2008 3 20 2008 4 00 22 PM WASHINGTON STATE amp UNIVERSITY World Class Face to Face Completing Section Updating and Re verification Updating technically refers to updates of information whereas re verification refers to proof of extended work authorization New work authorization of an employee whose Section 1 information or Section 2 or 3 documentation indicates expiring temporary work authorization that must be re verified amp must be recorded in Section 3 before the applicable expiration date If both Sections indicate different expiration dates that require re verification Section 3 must be completed before the earlier of the two dates Most Lookout Services customers require new employee attestations completion of Section 1 for each re verification man esource al WASHINGTON STATE amp UNIVERSITY World Class Face to Face Once entered into the Online l 9 System the new document s expiration date will be automatically tracked i
24. tation If other documentation cannot be provided the employee is not mane considered eligible to work Hpi WASHINGTON STATE amp UNIVERSITY World Class Face to Face Confusing Documentation The following documentation and rules are often confused For detailed information refer to the users manual page 20 or reference section of the l 9 system Refugee admission stamps Temporary I 551 stamps eAutomatic extension of work authorization for TPS 240 Day Rule The 240 day rule for extension of work authorizations is for certain employment specific aliens For more information on the 240 day rule refer to the users manual page 21 or reference section of the l 9 system Alien employees sponsored by employer Automatic extension of employment authorization A Re verification after automatic extension period Oe WASHINGTON STATE amp UNIVERSITY World Class Face to Face Make sure the complete TF information is recorded in OPE feher Sameind Section 2 for any identity and or work authorization neue documentation provided by the Document e m pl oyee 3 Expiration Date Document Expiration Date On the online Form l 9 use the drop down boxes under the List A B and C headings to find and click on the complete US Pederel Government Card Raced for US Stole Seourty Card s f A US State Government ID Card Certificate of Birth Abroad name The entire identifying Sale ce eee E
25. tive unsuccessful logon attempts To reset the user account contact Human Resource Services y WASHINGTON STATE UNIVERSITY World Class Face to Face FORGOTTEN PASSWORD Click on Go Back or Click here if you forgot your password If you click on Click here if you forgot your password your password will be emailed to you However if the bad password is entered 5 consecutive times the user will be locked out of his her account WASHINGTON STATE UNIVERSITY World Class Face to Face Main Menu Exit amp Logout Upon successful login you will see the messages screen Review the messages and notices then continue to the Main Menu Continue to Main Menu WASHINGTON STATE amp UNIVERSITY World Class Face to Face Completing Section The law allows completion of Section 1 up to the end of a new employee s first day of services and completion of Section 2 up to the end of the employee s third day of services 3 day rule Section 1 of Form l 9 should be completed in full no later than the first day of employment before services actually begin This prevents any employee identified through the l 9 process as ineligible to work from incurring an obligation to be paid for services if the services are not lawful WASHINGTON STATE g UNIVERSITY World Class Face to Face You are working with Washington State University To complete a new l 9 gt Add a New In
26. translator particularly if a company official or designee serves that role must avoid requiring or suggesting specific documents to satisfy mane Section 2 rvices WASHINGTON STATE amp UNIVERSITY World Class Face to Face Section 2 Section 2 Employee Review and Verification To be completed and signed by an employer Examine one document from List A OR examine one d i e from list C as listed on the reverse of this form and record the title number and expiration date if any of the document s Some data fields in the I 9 Form are automatically i z L gt populated based on the Shou Samola Document title login of the employer Issuing authority representative an Expiration Date Document Expiration Date v These include employer Document name title business Expaton Date a name b us i ness add ress CERTIFICATION 1I attest under penalty of perjury that I have examined the document s presented by the above named employee that the above listed document s appear to be genuine and to relate to the employee named that the employee began employment March v 20 2008 and that to the best of my knowledge the employee is and date of employer eligible to work in the United States State employment agencies may omit the date the employee began employment Signature of Employer or Authorized Representative Print Name Title representative s signature snem Business or
27. tstretion 123 45 6789 a wf z CERTIFICATION attest under penalty of perjury that have examined the document s presented by the above named employee that the above listed document s appear to be genuine and to relate to the employee named that the employee began employment March 2 v 2008 z and that to the best of my knowledge the employee is eligible to work in the United States State employment agencies may omit the date the employee began employment Signature of Employer or Authorized Representative Print Name Cle Check to sign e N Business or Organization Name Form Il 9 Rev 06 05 07 WASHINGTON STATE amp UNIVERSITY World Class Face to Face Click on the Run Checks Only button When all yellow data fields have been cleared Click on Save amp Return to Menu or the Save amp Add Another button at the bottom of the l 9 Form e The following options automatically save the l 9 Form Save l 9 amp Print Save amp Return to Menu Save amp Add Another New Associate Save amp Add Another New Historical The Cancel amp Return option does not save the l 9 Form Run Checks Only Save l 9 amp Print Save amp Return to Menu Cancel amp Return to Menu Documents Utility Save amp Add Another Save amp Add Another New Historical man esource rvices WASHINGTON STATE UNIVERSITY World Class
28. uing authority US Passport Agency Document 12345678 Expiration Date April v1 Document Expiration Date v Document Following data entry of Section 2 information click Run Checks at the bottom of the l 9 Form to highlight errors in yellow Expiration Date List A List A Show Sample Show Sample Document title Foreign Passport w 20asb amp l 94 2 Document title 1 551 Permanent Resident Card Issuing authority China Issuing authority Dept of Justice Document 619308042 Document 098886888 Expiration Date September Y 24 2011 wii Expiration Date May 9 2015 we Document N0003853802 2 Document Expiration Date December 31 v 2011 Expiration Date v Document 0220773116 Document Expiration Date DS M Expiration Date 12 WASHINGTON STATE UNIVERSITY World Class Face to Face Read Problems Found Make edits in yellow data fields Click Run Checks after editing to clear Problems Found and yellow sections The page at https public lookoutservices net says Section 2 Employee Review and Verification To be co document from List B and one from list C as listed on the reverse of ti List A Show Sample Document title 1 551 Permanent Resident Card Issuing authority Dent of Justice Document 098888888 gt ie hdr eli eae Expi
29. yment authorization Special Instructions Regarding Certain Section 2 Documents e An expired driver s license can be accepted as a List B document as long as it appears to have been issued to the employee who presented it and the photo or descriptive information on the document can be used to identify the cardholder e Metal Social Security Cards are not acceptable The Social Security Administration never issued such cards e Laminated Social Security Cards should not be accepted if the lamination obscures or obliterates the information on the card e Social Security Cards that state not valid for employment may not be accepted for Section 2 purposes The restriction Valid only with INS Authorization means that the alien to whom it was issued had only temporary work authorization The original INS rules state that this type of restricted SSA card may be accepted for l 9 purposes but only if presented together with proof of unexpired work authorization Since the evidence of unexpired work authorization is acceptable by itself man this redundant process is rarely used WASHINGTON STATE amp UNIVERSITY World Class Face to Face List B AND List C US Drivers License US Social Security Card Washington COUGH 23MA bs Social Security Administration 2 123 45 6789 April 1 2015 viz 2 N A v 2 esource rvices List A Show Sample Document title United States Passport Iss
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