VerifyNow! Compliance Report QRG
Contents
1. VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 1 VerifyNow Compliance Report Table of Contents Please click on any of the titles below to go directly to that section Introduction Running the VerifyNow Compliance Report Using the Report to Resolve Cases in the Assignment Starts with Missing Unresolved Form I 9s Section No Electronic l 9 E Verification No Electronic l 9 E Verification 6 Months Non Authorized Results Non Verified E Verify Candidates Reverification Using the Report to Resolve Cases in the Open Cases to be Closed Section Frequently Asked Questions Roth University Helping U Grow VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 2 Introduction VerifyNow is our Roth Staffing proprietary software product that does two things 1 it is an electronic Form l 9 PLUS 2 it automatically runs an E Verify We must use VerifyNow on every new hire that we make To help us remain compliant we have the VerifyNow Compliance Report that lists the Ambassadors who are currently on assignment but whose Form I 9s have not been correctly processed or whose E Verify has not been successfully completed and or whose case has not been closed This report is auto scheduled to send to you every Tuesday and the branch much correct the Form l 9s or E Verify for all of the Ambassadors who2. Verify created through VerifyNow Please DO NOT fill out paper Form l 9s Contact everify rothstaffing com if you are ever in a situation where you may have to fill out a paper Form l 9 The second and more common reason that this status occurs is that a case was created in VerifyNow for the Ambassador but the social security number SSN does not match the SSN input in StaffSuite Because we match Ambassadors SSNs in VerifyNow to those in StaffSuite to determine whether a case in VerifyNow was created for them mismatched SSNs will make it appear as though a VerifyNow case was never created for the Ambassador This is also serious as the SSNs must be correct in both databases for tax purposes Next Steps 1 Make sure that the Ambassador has a Form 9 E Verify in VerifyNow For instructions on how to perform a search in VerifyNow please refer to pages 4 5 of the VerifyNow User Manual located in Roth U 2 Ifno Form I 9 E Verify exists for the Ambassador you must create one immediately through VerifyNow Refer to pages 8 32 of the VerifyNow User Manual for directions on how to complete this process If one does exist compare the SSN inputted on the Form l 9 in Roth University Helping U Grow VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 7 VerifyNow to the SSN in StaffSuite For security reasons the first half of the SSN is hidden from view and only the la
3. appear on the report We will also run this report for all branches on a regular basis and will follow up with those who do not resolve their VerifyNow issues in a timely manner or who consistently process VerifyNow incorrectly Please use the instructions below for running the report and following up on the various results Please note that this report reflects your updates in VerifyNow as you complete them so if you update the outstanding Form I 9s or E Verify issues on your initial report you can run the report again to confirm that the changes have been made and that your branch is compliant Running the VerifyNow Compliance Report 1 Log into Crystal Enterprise Reporting by going to http vcgreports crystal enterprise10 ePortfolio en logonform csp 2 Enter your network username and password and click Log On Log On to Crystal Enterprise Existing User System vcgreports User Name abernstein Authentication Windows AD Roth University Helping U Grow Gal am VerifyNow Compliance Report May 2015 wu Roth Staffing Companies L P Company Confidential Page 3 3 Click StaffSuite52 Production crystal i Corporate Logo femma m Go fit Home g Favorites Folders Type All Sort By Sg StaffSuite52 Productian eg StafSurteS2 Training 4 Click Custom crystal Corporate Logo EEE n t Home B Favorites Folders Type Al H Sort Bv The _ 7 E invoice 5 Clic
4. in the VerifyNow TNC Procedures Close the case in VerifyNow once a final case result is issued Roth University Helping U Grow VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 8 Final Nonconfirmation This case result means the Ambassador is not authorized to work in the United States It is illegal for us to continue to employ an Ambassador that is not employment authorized You will need to terminate the employee and note the reason for their termination in StaffSuite Case Incomplete This case result means you clicked Close Case while on the Check Information screen the step that asks you to confirm an individual s information before the case was properly submitted through to the E Verify system This is serious as the Ambassador is working without a completed E Verify case You must start the Form l 9 and E Verify process from the beginning For instructions on how to complete the process please refer to pages 8 32 of the VerifyNow User Manual I9Form Details Everify Details First Name Elaine Case Number 2014009061701RN Current Case Status Case Incomplete Last Name Goodell Last User Action Initial Verify Current Employment Status Verification Incomplete SSN XXX XX 6798 Date Of Birth 6 9 1977 Street Address Test The Social Security number entered in E Verify was not valid according to SSA records Apt Number pre ear Check Information Zip Code 1
5. 1111 Employee Hire Date 1 9 2014 The information below MUST match the employee s Form l 9 Please check and make sure the Employee ID information is correct If the information is Correct click Continue NOT correct update the appropriate field s and click Continue If you created this case in error or no longer need to continue this verification click Close Case First Name Elaine Last Name Goodell Middle Initial Maiden Name SSN 123456798 BirthDate 06 e 09 z 1977 e Back Close Case Continue Non Verified E Verify Candidates This status occurs when Section 1 of a Form l 9 was completed for an Ambassador but Section 2 was never submitted Next Steps 1 Look up the Ambassador s Form l 9 in VerifyNow on the Active I9Forms tab For instructions on how to perform a search in VerifyNow please refer to pages 4 5 of the VerifyNow User Manual 2 If itis still within three days of when the Ambassador completed Section 1 of the Form l 9 have the Ambassador return to the branch with his her original l 9 document s click Verify and complete the VerifyNow process For instructions on how to complete the process please refer to pages 8 32 in the VerifyNow User Manual If three days has passed you will need to Hide the original Form l 9 case and have the Ambassador complete Section 1 again For instructions on how to Hide a form l 9 in VerifyNow please refer t
6. a Include _ No lower bound End of range Date 2013 5 2 ma Include L No upper bound Add Range Current value No current value has been set 8 The dates that you selected will appear under Current Value Confirm that the dates are correct and click Schedule Crystal Enterprise Schedule Google Chrome 4 vegreports crystal enterprisel0 eP ortfolio en rptschedule csp Schedule VerifyNow Compliance Report By Branch Customize your options Parameters A Assignment Start Date Start of range OoOo pen Include _ No lower bound End of range pen Include L No upper bound Add Range Current value Date 2013 1 1 Date 2013 5 2 Roth University Helping U Grow VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 5 9 You will see the status Running while the report is created Click Refresh for an updated status Crystal Enterprise History Google Chrome 4 vegreports crystal enterprisel0 eP ortfolic en rpthistory csp page 1 amp id 5200321 VerifyNow Compliance Report By Branch Instance Time Run By Parameters Format Status Selected 5 2 2013 5 21 55 AM abernstein Date 2013 1 1 Date 2013 5 2 Crystal Report Running 10 When the status says Success click on the Instance Time to view the report Crystal Enterprise History Google Chrome vegreports crystal enterprisel0 ePortfolio en rpthist
7. e Form l 9 entered into VerifyNow The Form I 9s may have different statuses because they were entered at different times and are at different stages in the verification process You need Roth University Helping U Grow VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 10 to close the duplicate cases in VerifyNow keeping just the original VerifyNow case If one of the results is a Final Nonconfirmation the Ambassador needs to be terminated Q Why are some cases highlighted in red on the report A A case which receives a Non Authorized Result such as a Tentative Nonconfirmation Final Nonconfirmation Case Incomplete and so on will be highlighted in red and urgently need to be resolved as soon as possible Q know I ve already completed an E Verify case in VerifyNow for an Ambassador Why is their name still showing up on the report A It could be because the SSN entered in StaffSuite does not match the SSN on the Ambassador s Form l 9 See the No Electronic 9 E Verification section page 6 above for more details on how to resolve this issue For questions regarding the VerifyNow Compliance Report send your question via email to everify rothstaffing com Roth University Helping U Grow
8. k Branch Compliance crystal Search i CEE Go fa Home ag Favorites All Sort By Tte r Folders Type E AR Reports No objects Assignment Branch Compliance Branch Listing sq Company ROTH Roth University Helping U Grow VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 4 6 Click VerifyNow Compliance Report by Branch and select Schedule crystal Search i ES py tf Home a Favorites gg StaffSuite52 Production gt G Custom gt Branch Compliance Folders Type All x Sort By Title gt No folders Activity Counts VerifyNow Complid h Ambassador Program Compliance Report VideoSelect Candice port Ambassador Record Archive Report Birthdate Audit Report Branch Compliance Field 7 Use the Schedule window to select the date range Because we want this report to represent the year to date compliance select January 1 of the current year as the Start of range and today s date as the End of range When those dates have been entered click Add Range Crystal Enterprise Schedule Google Chrome vegreports crystal enterprisel0 eP ortfolio en rptschedule csp objld 5200321 amp WCSID 136749637 5485 28867 30305 6401 amp id 5200321 amp windowP rc Schedule VerifyNow Compliance Report By Branch Customize your options Parameters Assignment Start Date Start of range pste 2013 1 1 e
9. o be Closed At the bottom of the report the Open Cases to be Closed section lists all cases that must be closed in VerifyNow Remember that the verification process is not complete until the case is closed in VerifyNow All created cases in VerifyNow must be closed if the case receives a final case result is a duplicate or is invalid due to incorrect information Next Steps 1 Look up the Ambassador s Form l 9 in VerifyNow For instructions on how to perform a search in VerifyNow please refer to pages 4 5 of the VerityNow User Manual 2 Click Action Required in the Action column 3 Select Close Case 4 Select whether the Ambassador is currently working and the reason for closing the case For more information on the Close Case options please refer to page 32 of the VerifyNow User Manual Frequently Asked Questions Q Can I use a paper Form l 9 for an Ambassador A There is no situation that requires an Ambassador to fill out a paper Form I 9 while at the branch If you are working at a hiring event outside of the branch contact the IT Department as they should be able to equip you with computers for the event If this is a remote hire situation email everify rothstaffing com for information on the proper process Q Why is one Ambassador showing up on the report multiple times and sometimes with a different case category A An Ambassador will only appear on the report more than once if there has been more than on
10. o pages 7 8 of the VerifyNow User Manual Please note that it is against the law for you to fill out Section 1 for an Ambassador even if they have filled it out before The Ambassador must return to Roth University Helping U Grow VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 9 the branch to complete it Review the original document s presented by the Ambassador to fill out Section 2 of the Form l 9 3 In some rare cases you may have completed Section 2 but on the wrong Form l 9 Be sure to close the incorrect Form l 9 case immediately selecting the reason as The case is invalid because the data entered is incorrect You will then need to start a new Form l 9 for the Ambassador 4 For more details regarding the Three Day Rule you can email Everify rothstaffing com Reverification This status occurs when the Ambassador s work eligibility documentation has expired and updated information needs to be entered into VerifyNow for reverification Next Steps 1 Look up the Ambassador s Form l 9 in VerifyNow For instructions on how to perform a search in VerifyNow please refer to pages 4 5 of the VerifyNow User Manual 2 Click Reverify in the Action column 3 Enter the Ambassador s updated work documentation information in Section 3 and click ReVerify Refer to pages 33 34 of the VerifyNow User Manual for instructions on reverifying a case Open Cases t
11. ory csp History VerifyNow Compliance Report By Branch Run By Parameters Format Status Selected abernstein Date 2013 1 1 Date 2013 5 2 Crystal Report Success 11 Once in the report use the buttons at the top of the screen to either a export the report b print the report or c move from page to page or to the end of the report Crystal Reports Viewer Google Chrome 4 vegreports crystal enterp ris l0 ePortfolio en viewreport csptinit connect amp ud 6 740282 o fet LA 7 5 meer I a bb S A estal Roth Staffing Companies L P VerifyNow Compliance Report By Branch Assignment Starts with Missing Unresolved Form I 9s The first section of the report is the Assignment Starts with Missing Unresolved Form l 9s which lists those Ambassadors who have been put on an assignment but whose Form I 9s have either not yet been created in VerifyNow or an E Verify case has been created but further action is required in order to complete the E verification process Roth University Helping U Grow VerifyNow Compliance Report May 2015 Roth Staffing Companies L P Company Confidential Page 6 Assigning Branch vs l 9 Branch The Ambassadors listed in your report are directly tied to the Assigning Branch the branch that placed the Ambassador on assignment The l 9 Branch column displays the branch that the Ambassador selected when filling out Section 1 of the Form l 9 which may differ f
12. rom the Assigning Branch location This column cannot display any information for those cases with a Case Status of No Electronic l 9 E Verification Days Open The of Days Open column displays the number of days elapsed that a Form I 9 Everify has not yet been completed since the Ambassador started on assignment This column will not have any value for those cases with a Case Status of Reverification or for assignments entered with a future start date in StaffSuite Note Unless there is a valid unavoidable reason we must have the Ambassador s Form l 9 and E Verify completed within three 3 business days from when the employee started work for pay For more details regarding the Three Day Rule you can email Everify rothstaffing com Case Status Depending on the statuses of the incomplete VerifyNow cases they will fall into one of five categories e No Electronic l 9 E Verification e No Electronic l 9 E Verification 6 Months e Non Authorized Results e Non Verified E Verify Candidates e Reverification No Electronic l 9 E Verification This status occurs when an Ambassador is on assignment but does not have a Form l 9 E Verify inputted in VerifyNow There are two reasons why this occurs the first is that a VerifyNow Form l 9 and E Verify was never created for an Ambassador before they went on assignment or that a paper Form l 9 was filled out This is very serious as every Ambassador must have a Form l 9 E
13. st 4 digits will be visible Please work with your Branch Manager to review the SSN entered as only management is authorized to view the full SSN 3 If they do not match update StaffSuite with the correct SSN number If you have any trouble validating the SSN or need further assistance send an email to Everify rothstaffing com 4 Once the numbers match the Ambassador will no longer appear on the report No Electronic l 9 E Verification 6 Months This status occurs when there has been a 6 month gap between the Ambassador s last assignment and the assignment that they are currently on Company policy requires that every Ambassador who has a 6 month or longer gap between assignments be re hired with all new hire paperwork filled out including filling out and processing a new Form l 9 through VerifyNow Next Steps 1 Create a new case for the Ambassador by having them complete Section 1 of the Form l 9 and processing it through VerifyNow Refer to pages 8 32 of the VerifyNow User Manual for directions on how to complete this process 2 Keep the Ambassador on the assignment or terminate them based on the final case result Non Authorized Results This status occurs when an Ambassador receives any case result other than Employment Authorized These results will be highlighted in red as it is imperative that all Ambassadors receive an Employment Authorized case result to begin or continue on assignment All other case re
14. sults must be resolved according to the definitions outlined below To determine the Ambassador s current case result look at the Verification Result column Assigning Branch Case Status Name Emp ID Case Interviewer 19 Branch Start Date Verification Date Verification Result 150 CEC OP Non Authorized Results Smith John 7462563 150891726 Wood Jodie 02 23 2015 04 01 2015 SSA Tentative Nonconfirmation TNC Veritication Require 0 013 Woodland Hills U No Electronic l 9 E Verification Jones Jane 9192573 Acuna Lilliana 03 30 2015 42 Next Steps The next steps depend on the case result displayed in this column Photo Matching Required This case result means you exited VerifyNow before completing the final step of verification which is matching the photo on the Ambassador s ID to the person You will need to open the Ambassador s case in VerifyNow to complete this step For instructions on how to complete this step please refer to pages 19 20 of the VerifyNow User Manual SSA Tentative Nonconfirmation and DHS Tentative Nonconfirmation TNC This case result means the information entered on the Form I 9 did not match records available to the Department of Homeland Security DHS or the Social Security Administration SSA Review the data entered with the Ambassador If data was incorrectly entered on the Form I 9 you may close the case and have the employee resubmit Section 1 in VerifyNow Otherwise follow the steps outlined
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