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					I-9/E-Verify User Guide
April 2008




OSU Human Resources – 106 Whitehurst, Stillwater, Oklahoma 74078 – (405) 744-5373
                                                          Contents

I-9 Form Completion and E-Verify Process New Hires / Rehires / Re-Verifications........ 2
   New Hire (to Oklahoma State University System)......................................................... 2
   Rehire/Updating the I-9 .................................................................................................. 2
   Re-Verification ............................................................................................................... 2

Acceptable Documents ....................................................................................................... 3
   Expired Documents......................................................................................................... 3
   Unexpired Foreign Passport with I-94 or I-551 Stamp................................................... 3
   Social Security Cards...................................................................................................... 3
   I-20 Certificate Eligibility (F-1)...................................................................................... 3
   DS-2019 Certificate or Eligibility (J-1) .......................................................................... 4
   I-797 Notice of Action .................................................................................................... 4

Immigration Terminology................................................................................................... 5
   Alien Number.................................................................................................................. 5
   Admission Number ......................................................................................................... 5

E-Verify Responses and Actions (After Submitting Initial Employee Information) ......... 6

State ID Number Process .................................................................................................... 7

E-Verify Exception Process................................................................................................ 8
   Process ............................................................................................................................ 8

Hiring of Student Employees............................................................................................ 10

Zero Pay Assignments ...................................................................................................... 11

Board EAs......................................................................................................................... 12

Appendix........................................................................................................................... 13




OSU Human Resources                                                                                                          April 2008
OSU Human Resources   April 2008
                  I-9 Form Completion and E-Verify Process
                     New Hires / Rehires / Re-Verifications

Pursuant to the Immigration Reform and Control Act of 1986, the US Citizenship and
Immigration Services (USCIS) requires that all new employees of Oklahoma State
University complete an Employment Eligibility Verification form (I-9) and the
employer/department must examine documents that prove the employee’s identity and work
eligibility within three days of the employment date. Effective November 1, 2007, OSU’s
participation in E-Verify, as required by the Oklahoma Taxpayer and Citizen Protection Act
of 2007, requires the employer/department to verify employment eligibility for all new hires
through an online verification service within three days of employment.
Information related to appropriate completion of the I-9 is available through online training
and has been provided to all E-Verify Users. The information below provides guidelines on
determining when an I-9 should be completed, what sections of the I-9 should be completed
and when verification through E-Verify is required. As indicated in Payroll training for
Employment Action forms, you should review HRS screen A16 to determine if the employee
has a current assignment and to locate his/her CWID. If the employee is not in HRS, the
employee is a New Hire as indicated below. If the employee is in HRS, please review
information on HRS screens A16 and 017 to determine which category he/she falls under, as
indicated below.

New Hire (to Oklahoma State University System)
   •   Definition (For Purposes of I-9 and E-Verify)
       Any employee who (a) is commencing work with the University for the first time or
       (b) has previously worked for OSU but is commencing employment with the
       University after his/her previous I-9 has expired.
           o I-9 Expiration Date: Three years from or after date shown on HRS Screen
             017 under “DATE OF RECORD” field
                      Example: DATE OF RECORD: 11/09/2004 = Expiration Date of
                      11/09/2007
   •   I-9 Requirements
           o Completion of Sections 1 and 2, as appropriate
   •   E-Verify Requirement
           o Verification through E-Verify is required within three days of hire
                      Exception process provided for employees who have applied but not
                      received their social security number or for those who are temporarily




OSU Human Resources                                                                April 2008
                      prevented from applying for the social security number. Please review
                      E-Verify Exception Form and corresponding instructions.
   •   New Hire Packet completed and forwarded to 106 Whitehurst for processing.

Rehire/Updating the I-9
   •   Definition (For Purposes of I-9 and E-Verify)
       Any employee who has previously worked for OSU and is commencing employment
       with the University within three years of his/her initial I-9 completion and is still
       eligible to be employed on the same basis as previously indicated on the initial I-9.
           o I-9 Expiration Date: Three years from or after date shown on HRS Screen
               017 under “DATE OF RECORD” field
   •   I-9 Requirements
           o Completion of Section 1 – name and social security number only
           o Completion of Section 3 – as indicated in instructions on I-9 form
           o Attach to Payroll Sign-Up Packet and forward to 106 Whitehurst for
              processing
   •   E-Verify Requirement
          o None required

Re-Verification
   •   Employers must re-verify employment eligibility on or before the expiration date of
       an employee’s employment authorization indicated in Section 1 or evidence of
       employment authorization recorded in Section 2 of the I-9. International Student and
       Scholars typically provides re-verification of employment authorization through the
       Work Permit process.
           o Work Authorization Expiration Date: As indicated on HRS screen 017 under
              “EXPIRE DATE” field
   •   I-9 Requirements
           o Completion of Section 1 – name and social security number only
           o Completion of Section 3 – as indicated in instructions on I-9 form
           o Send completed I-9 to 106 Whitehurst for processing
   •   E-Verify Requirement
          o None required
NOTE: If an employee has a current assignment and is commencing work with a second
department/unit within the OSU System, no I-9 is required nor is the E-Verification process
required. Please remember, these cases may cause overtime issues. For more information,
please contact OSU Human Resources at (405) 744-7401.




OSU Human Resources                         2                                     April 2008
                               Acceptable Documents

Expired Documents
Some expired documents are acceptable for I-9 purposes. These include an expired US
passport (List A) and all documents under List B. The document must be genuine and relate
to the individual presenting them. No other expired documents are acceptable.

Unexpired Foreign Passport with I-94 or I-551 Stamp
The unexpired passport with I-94 documentation “card” and a work authorization stamp or I-
551 stamp (temporary evidence of permanent residency) authorizes employment and together
is considered a List A document. Both the unexpired passport and the I-94 or I-551 stamp
must be recorded in List A. The I-94 card, when attached to an unexpired passport may
indicate “D/S” or “Duration of Stay” instead of an expiration date. In this case, an I-20, DS-
2019, or I-97 must accompany the I-94 card and will be recorded as a List C document.

Social Security Cards
The Social Security Administration currently issues two types of cards; restricted and
unrestricted. Unrestricted SSA cards issued to lawful permanent residents, refugees, and
asylums are undistinguishable from those issued to US citizens. Restricted SSA cards are
issued to aliens that have current employment authorization. These cards will have the
following notations listed:
       “Valid only with ICE (or DHS) Authorization” – Issued to aliens who present
       proof of temporary work authorization; these cards do NOT satisfy the I-9
       requirements. However, they can be accepted for OSU payroll purposes and
       establishing a CWID.
       “Not Valid for Employment” – Issued to aliens who have a valid non-work reason
       for needing a social security number (e.g. federal benefits, state public assistance
       benefits), but are NOT authorized to work in the US.
       NOTE: Employees who may have adjusted status to permanent resident or have
       naturalized have been known to present a restricted SSA card for payroll purposes. In
       cases like this, the employer should encourage the employee to report the change in
       status to the SSA immediately.

I-20 Certificate Eligibility (F-1)
Form I-20 (List C) identifies the participant (block 1) and the US admitting school (block 2);
provides the action issued, such as initial or continued attendance, transfer, etc. (block 3);
gives the beginning and ending dates of program (block 5); identifies the name and signature



OSU Human Resources                          3                                     April 2008
of the Designated School Official (block 10); and validates authorized student employment
on page 3.

DS-2019 Certificate or Eligibility (J-1)
Form DS-2019 (List C) identifies the participant (block 1) and the sponsor (block 2 and
block 7, which contains the name, signature and telephone number/address of the sponsor’s
responsible officer); provides a brief description of the program activity to be completed by
the participant (block 2); indicates the begin and end dates of the program (block 3); and the
program category (block 4); and provides a breakout of the total estimated financial support
to be provided to the participant during his or her program (block 5).

I-797 Notice of Action
This is a form sent to the petitioner or requestor giving notice of the action taken on an
application or petition filed with the USCIS. There are three types of this form:
       1. I-797A is an approval notice of the petition and is usually associated with the
          beneficiary (worker) already being in the US, such as a sequential or concurrent
          H1-B, change of status to H1-B, or extension with the same employer.
       2. I-797B is an approval notice of the petition and cable notification has been sent to
          the listed consulate for visa issuance in the classification sought, such as H1-B.
          Approval in itself does not grant any immigration status and does not guarantee
          that the alien will subsequently be found to be eligible foe an “entry” visa.
       3. I-797C is the receipt notice of a petitioner’s or requestor’s non-frivolous petition
          or application filing with the USCIS. In some cases, this receipt will suffice for
          employment authorization.




OSU Human Resources                           4                                      April 2008
                             Immigration Terminology

Alien Number
Alien Numbers are issued to aliens whenever an alien applies for certain immigration-related
benefits. The number may be an eight or nine digit number and is preceded by a capital “A”.
You may find these numbers on forms such as I-551, I-766, and I-797s.

Admission Number
This number is the same as the I-94 Arrival/Departure Record that is issued at a port of entry
to foreign visitors entering the US. The admitting officer attaches the I-94 to the visitor’s
passport and stamps the arrival date and records departure date when the visitor must exit the
US. The eleven-digit number is listed in the upper left-hand corner of the I-94.




OSU Human Resources                         5                                      April 2008
 E-Verify Responses and Actions (After Submitting Initial Employee Information)


        Employment         Employment is approved. Indicates data has cleared both Social Security and
        Authorization      Homeland Security data bases. Initial Response should take less than one
                           minute.


                           User must notify employee of problem with Social Security. Employee must
                           decide if he/she wishes to contest. If he/she does not wish to contest, he/she is
                           terminated. If he/she wishes to contest, the employee is given information
                           (initial referral notice) regarding who he/she needs to contact at Social Security.
                           During this process, the employee is allowed to work. The employee has 8
                           federal government work days to provide information to SSA. The employee
         SSA Tentative     should notify OSU once he/she has made contact with SSA. OSU may re-verify
        Non-Confirmation   information 24 hours after the employee has notified SSA or after 10 federal
                           government work days have lapsed from initial referral notice. Resolution on
                           system should indicate Employment Authorization (same process as above) or
                           Final Non-Confirmation. Upon receipt of Final Non-Confirmation, employment
                           is terminated. Resolution may take up to 10 federal work days.



                           Social Security information has matched but Homeland Security data is in
                           process. Most cases will be resolved within 24 hours but may take up to 3
                           federal work days. During this process, the employee is allowed to work. The
                           system should be checked daily. User checks system daily for update. After
        DHS Verification   review, Homeland Security provides either Employment Authorization or DHS
                           Tentative Non-Confirmation. In the case of Tentative Non-Confirmation, user
          In Process       notifies employee, who decides if he/she wishes to contest. If he/she does not
                           wish to contest, he/she is terminated. If he/she wishes to contest, the same
                           process used for SSA Tentative Non-Confirmation cases will apply.
                           Resolution may take up 13 federal work days




OSU Human Resources                                6                                                 April 2008
                             State ID Number Process

Employment eligibility forms (I-9) must be completed within three business days of hire for
all new employees (includes: faculty, staff, temporary workers, and student/graduate student
employees). At times, employees may be unable to fully complete Section One of the I-9
due to the absence of a social security number. In these cases, an exception may be
requested through OSU Human Resources to suspend the requirement of initiating E-Verify
within three business days of hire. Exceptions will be made only in two cases:
   1. When the employee has filed with Social Security Administration and is in process
      for appropriate documentation. Proof of application must be supplied.
   2. When the employee is delayed in filing with Social Security Administration due to
      immigration law. This may occur when the employee must have a letter of offer in
      order to file with the Social Security Administration or when the employee is required
      to file after a number of days have lapsed since their entry into the country.
In these cases, OSU Human Resources staff will assign a State ID number as provided by the
Office of State Finance. The assigned State ID number will then be used to generate the
employee’s CWID.
The E-Verify user who completed the E-Verify Exception Request is required to maintain
contact with the employee and determine his/her status in obtaining a valid social security
number on a weekly basis. The employee is required to provide a copy of the receipt
provided by the Social Security Administration to the user. This document should be
attached to the E-Verify Exception request kept in the employee’s departmental personnel
file as appropriate. If the process exceeds 30 days, the user will contact OSU Human
Resources staff with information regarding the status of the employee. OSU Human
Resources staff will share appropriate information with Payroll Services.
Once the employee provides his/her new social security number, the user will immediately
contact OSU Human Resources. OSU Human Resources will submit a copy of the
employee’s I-9 form to the user. He/she will then complete the E-Verify process for the
employee. This process should be initiated immediately upon receipt of the I-9 copy. All
appropriate documentation, including the I-9 form copy, social security card, Case Details
page and follow-up E-Verify Documentation (i.e. tentative non-confirmation notice(s),
referral forms, etc.) will be submitted by the user to the attention of OSU Human Resources.
Once this information has been received by OSU Human Resources, a new CWID will be
populated and the information will be forwarded to IRIM, HRIM, IT, ES and Payroll
Services to ensure appropriate processes are merged. Once the new CWID is populated,
OSU Human Resources staff will notify the user of the new CWID. He/she will notify the
employee of this number, in turn.



OSU Human Resources                          7                                         April 2008
                           E-Verify Exception Process

Employment eligibility forms (I-9) must be completed within three business days of hire for
all new employees. At times, employees may be unable to fully complete Section One of the
I-9 due to the absence of a social security number. In these cases, an exception may be
requested through OSU Human Resources to suspend the requirement of initiating E-Verify
within three business days of hire. Exceptions will be made only in two cases:
   1. When the employee has filed with Social Security Administration and is in process
      for appropriate documentation. Proof of application must be supplied.
   2. When the employee is delayed in filing with Social Security Administration due to
      immigration law. This may occur when the employee must have a letter of offer in
      order to file with the Social Security Administration or when the employee is required
      to file after a number of days have lapsed since their entry into the country.
If you encounter an instance that falls outside of these examples, please contact OSU Human
Resources immediately.

Process
   1. Employee and E-Verify User will complete the I-9 form with the exception of the
      Social Security Number field.
   2. The E-Verify User will complete OSU New Employee Payroll Sign-Up Check List
      with the exception of attaching a copy of the employee’s social security card,
      numident or abbreviated numident.
   3. The E-Verify User will initiate an exception request through the Key User using the
      attached template. Once completed, this document should be signed by the E-Verify
      User and Key User and attached to the I-9. The Payroll Sign-Up Packet should then
      be submitted to OSU Human Resources. Once received, the employee will be
      established on HRS, as appropriate.
   4. As indicated, it is the E-Verify User’s responsibility to follow-up with the employee
      regarding the employee’s application and receipt of a social security number. The
      employee is expected to provide documentation from the Social Security
      Administration in a timely manner. This should generally take no more than 30 days
      and, in no case, should it cross calendar years.
   5. Once the employee has provided the E-Verify User with a copy of the social security
      card or numident, the E-Verify User will initiate the E-Verify system. Upon initiation
      of E-Verify, the E-Verify User will submit a copy of the Case Details page to OSU
      Human Resources where it will be attached to the correct I-9 form. If a tentative
      nonconfirmation or “in process” message is received, the E-Verify User will follow
      normal E-Verify procedures to resolve the case.
For assistance, please contact OSU Human Resources, (405) 744-7401.


OSU Human Resources                        8                                        April 2008
                                              DATE




xxxx
xxxx
xxxx


Dear xxx,
         It gives me great pleasure to formally offer you the position of TITLE. This is a
continuous position with an annual base salary of $XX,XXX ($X,XXX mo.). The
appointment will be effective DATE, unless mutually agreed upon otherwise, subject to your
ability to furnish appropriate documentation in accordance with federal and state labor laws
and the approval of the Board of Regents.
        As a full-time continuous regular employee, you will be eligible to enroll in a full
benefits package. OSU will pay the cost of standard health care and life insurance for you.
You will pay the premiums to cover family members in these programs and any voluntary
programs, such as long term disability, dental, vision, long-term care, or supplemental life, in
which you wish to participate.
       You will be eligible for OSU contributions to either the Oklahoma Teachers
Retirement System (OTRS), a defined benefit plan, or the OSU Alternate Retirement Plan
(ARP), a defined contribution plan – TIAA-CREF. You will have 90 days from date of hire
to make an election or you will be defaulted into OTRS.
        Detailed information will be provided during your benefits enrollment meeting to
assist you with personal decisions you will need to make regarding benefit offerings and the
retirement plan which would be of most value, or is best suited, to you and your individual
circumstances. OSU reserves the right to change benefits at any time.
       XXX, I sincerely hope that you will accept this offer and join my team. I look
forward to hearing from you at your earliest convenience.

                                              Sincerely,


                                              xxxx
                                              TITLE




OSU Human Resources                          9                                          April 2008
                           Hiring of Student Employees

With the adoption of HB 1804, Oklahoma Taxpayer and Citizen Protection Act, many of
Oklahoma State University hiring practices are being reviewed to ensure compliance with
both this act and I-9 regulations. In reviewing OSU’s student hiring practices, the following
information should clarify the I-9 and E-Verify process for student employment.
   •   As currently required by I-9 regulations, Section One of the I-9 must be completed on
       or before the first day of employment. Section Two of the I-9 must be completed
       within three days of the date of hire.
   •   Once the E-Verify user has been notified of the hire, he/she must review information
       regarding the person on HRS to determine if the employee falls under the following
       categories.
           o Current Hire/Transfer
                      Current assignment within another area of OSU-System or an
                      assignment within the past six months.
                      No I-9 or E-Verify document is required.
           o Rehire
                      Past assignment within OSU-System more than six months from
                      present date.
                      E-Verify user must verify Date of Record found on HRS Screen 017.
                      If the date is less than three years old, the I-9 must be updated through
                      providing the name and social security on Section One of the I-9 and
                      appropriately completing Section Three. If the individual’s Date of
                      Record is older than three years, the individual is considered a new
                      hire.
           o New Hire
                      No assignment on HRS; Date of Record older than three years; or an
                      International employee whose work authorization status has changed
                      substantially from that listed in their previous I-9 (this process is
                      reviewed by ISS).
                      New I-9 is required.
                      E-Verify must be initiated.
If you have any questions regarding this process, please contact OSU Human Resources at
(405) 744-7401.




OSU Human Resources                         10                                          April 2008
                               Zero Pay Assignments

As previously indicated, I-9 regulations require that the I-9 form be completed within three
days of hire. The I-9 may be and, in many cases, is completed prior the employee
commencing work. In the past, this process has been used by unit staff to ensure no delay in
payment or computer access as well as to speed processes within the unit. With the adoption
of E-Verify, in compliance with HB 1804, the user is required to initiate the E-Verify process
prior to completing and forwarding the Payroll Sign-Up Packet to Human Resources for
processing. E-Verify will not allow information to be entered into the system prior to the
employee’s first day of work. Concern regarding this requirement and how it affects
departmental processes has been addressed through the following option. This option will
also ensure that faculty and administrators are provided system access prior to the
commencement of classes.
In unusual circumstances, Zero Pay/Zero FTE assignments may be assigned to all categories
of employees. These assignments should be placed on the EA form. Please note that you
will be required to provide a separation EA for individuals who do not report to work. For
faculty and staff, this Zero Pay/Zero FTE appointment date will not qualify for continuous
service dates or benefits eligibility. Please remember that the date of the zero pay
appointment will coincide with the date of hire listed on the I-9 form. This will require that
appropriate identification and work authorization documentation is provided in accordance
with I-9 regulations within three days of that date. Doing so will also allow departments to
complete corresponding payroll information and eliminate unnecessary bottlenecks in the
process.
If you require more information regarding this process, please contact OSU Human
Resources at (405) 744-7401.




OSU Human Resources                         11                                         April 2008
                                       Board EAs

Board approval is required for all employment actions affecting tenure/tenure-track faculty
and administrator positions at the level of director and above. With OSU participation in the
E-Verify System, I would like to draw your attention to this process and how some aspects
may change or remain in their current state. Specifically:
An EA is required to place an item on the Board agenda. In addition, EAs should be sent
with a completed Payroll Sign-Up packet that would include the I-9 and E-Verify
documentation as discussed in training. Also, Board EAs should include “BOARD” at the
top of the EA to ensure inclusion in the personnel listing for the Board.
All EAs and the corresponding Payroll Sign-Up packets should be sent to OSU Human
Resources in 106 Whitehurst for initial processing following review by the appropriate
dean/vice president as required in your area.
Human Resources staff will submit appropriate documentation to Payroll Services for
processing.
Payroll Services will ensure that a copy of the Board Action EA is provided to Academic
Affairs for inclusion on the personnel listing for the next Board meeting. Recall that new
hires requiring Board action may be submitted to the Board with retroactive dates, as
appropriate.




OSU Human Resources                         12                                        April 2008
                      Appendix




OSU Human Resources     13       April 2008
OSU Human Resources   14   April 2008
                   BASIC EMPLOYMENT VERIFICATION PILOT
            NOTICE TO EMPLOYEE OF TENTATIVE NONCONFIRMATION
Employee Name: ________________________________________________
SSN: ________________________________________________
Date of Tentative Nonconfirmation: ______________________
Agency Providing Tentative
Nonconfirmation: Social Security Administration
This employer is participating in a pilot project with the Social Security Administration (SSA) and the
Department of Homeland Security to verify employment eligibility information you provided when you
completed the Form I-9. When your information was compared electronically to government records, SSA
could not confirm that you are eligible to work in the United States. This tentative nonconfirmation does not
mean that you are not work authorized, or that the information you provided is incorrect. There are many
reasons why a work authorized employee could be the subject of a tentative nonconfirmation. The tentative
nonconfirmation means, however, that you must contact the SSA to resolve the situation if you wish to continue
your employment.
You have a voluntary choice. You may Contest the tentative nonconfirmation, or you may choose to Not
Contest the tentative nonconfirmation.
If you Contest this tentative nonconfirmation, you must contact the SSA. By contesting, your employer will
refer your case through the Basic Pilot system, and provide you with a referral notice that will tell you how to
contact the SSA. You will be provided 8 Federal government work days from the date of that referral notice to
resolve your situation with SSA. At the SSA office, you may have to provide additional information or
documents that will permit the SSA to notify your employer that you are work authorized. During the 8 Federal
government work days your employer may not terminate your employment or take adverse action against you
based upon your employment eligibility status or because you have chosen to contest the tentative
nonconfirmation.
If you do Not Contest the tentative nonconfirmation, you are making a choice voluntarily to give up your
opportunity to correct the tentative nonconfirmation. If you do not contest the tentative nonconfirmation, it
automatically becomes a final nonconfirmation. That means that your employer may terminate you immediately
as an unauthorized employee. If you do not contest the tentative nonconfirmation, a legal presumption is created
that your employer is in violation of the law if it continues your employment.
If you have questions or concerns about immigration-related unfair employment practices, you may call the
Office of Special Counsel for Immigration-Related Unfair Employment Practices toll free at 1-800-255-7688 or
1-800-237-2515 (TDD) for the hearing impaired.
I choose to (check one):
_____ Contest the tentative nonconfirmation. I understand that I must contact the Social Security
Administration within 8 Federal Government work days from the date shown on the referral notice which is to
be provided by my employer.
_____ Not Contest the tentative nonconfirmation. I choose voluntarily to give up my opportunity to correct the
tentative nonconfirmation. I understand that my voluntary choice not to contest the tentative nonconfirmation
authorizes my employer to terminate my employment immediately.




Signature of Employee: __________________________________ Date: _______________________________




OSU Human Resources                                 15                                                 April 2008
                          How to Resolve Open Cases

In E-Verify
    •   Go to View Cases, along left side, under Case Administration.
    •   Search by Cases Requiring Action.
    •   Click on case file (it will be a blue hyperlink) under the column Case Verification
        Number.
    •   Click on the Resolve Case button.
    •   Select your resolve option:
    •   Resolved Authorized
    •   Self Terminated
    •   Invalid Query
    •   Click Submit Resolve Case.
    •   Click Close.

*Resolve Authorized vs. Invalid Query
        Select Invalid Query when a duplicate query exists or when you want to back out of
        a query to re-enter data.




OSU Human Resources                        16                                         April 2008
OSU Human Resources   17   April 2008
OSU Human Resources   18   April 2008
OSU Human Resources   19   April 2008
OSU Human Resources   20   April 2008
OSU Human Resources   21   April 2008
OSU Human Resources   22   April 2008
                           E-Verify Exception Process

Employment eligibility forms (I-9) must be completed within three business days of hire for
all new employees. At times, employees may be unable to fully complete Section One of the
I-9 due to the absence of a social security number. In these cases, an exception may be
requested through OSU Human Resources to suspend the requirement of initiating E-Verify
within three business days of hire. Exceptions will be made only in two cases:
   1. When the employee has filed with Social Security Administration and is in process
      for appropriate documentation. Proof of application must be supplied.
   2. When the employee is delayed in filing with Social Security Administration due to
      immigration law. This may occur when the employee must have a letter of offer in
      order to file with the Social Security Administration or when the employee is required
      to file after a number of days have lapsed since their entry into the country.
If you encounter an instance that falls outside of these examples, please contact OSU Human
Resources immediately.

Process
   1. Employee and E-Verify User will complete the I-9 form with the exception of the
      Social Security Number field.
   2. The E-Verify User will complete OSU New Employee Payroll Sign-Up Check List
      with the exception of attaching a copy of the employee’s social security card,
      numident or abbreviated numident.
   3. The E-Verify User will initiate an exception request through the Key User using the
      attached template. Once completed, this document should be signed by the E-Verify
      User and Key User and attached to the I-9. The Payroll Sign-Up Packet should then
      be submitted to OSU Human Resources. Once received, the employee will be
      established on HRS, as appropriate.
   4. As indicated, it is the E-Verify User’s responsibility to follow-up with the employee
      regarding the employee’s application and receipt of a social security number. The
      employee is expected to provide documentation from the Social Security
      Administration in a timely manner. This should generally take no more than 30 days
      and, in no case, should it cross calendar years.
   5. Once the employee has provided the E-Verify User with a copy of the social security
      card or numident, the E-Verify User will initiate the E-Verify system. Upon initiation
      of E-Verify, the E-Verify User will submit a copy of the Case Details page to OSU
      Human Resources where it will be attached to the correct I-9 form. If a tentative
      nonconfirmation or “in process” message is received, the E-Verify User will follow
      normal E-Verify procedures to resolve the case.
For assistance, please contact OSU Human Resources, (405) 744-7401.




OSU Human Resources                        23                                       April 2008
                                      E-VERIFY EXCEPTION REQUEST

E-Verify User and/or Key User complete following document and attach to employee’s I-9 form as part of the Payroll Sign-Up
 Packet. Payroll Sign-Up Packet is submitted to OSU Human Resources at 106 Whitehurst for appropriate processing. For
                          assistance, please contact OSU Human Resources at 405.744.7401.


EMPLOYEE INFORMATION (Please Print)
Name ________________________________________                  Position/Position # ______________________________

Department ____________________________________                Campus Address _______________________________

  REASON FOR EXCEPTION REQUEST
   ______________________________________________________________________________________________

    ______________________________________________________________________________________________

  DATE EMPLOYEE IS EXPECTED TO RETURN APPROPRIATE DOCUMENTATION:
     DATE:____________

       If unknown, please specify when the employee applied for documentation:____________


E-VERIFY EXCEPTION AGREEMENT
E-Verify requires that all new hires be verified through the on-line system within three days of hire. This verification uses
information contained within the I-9 form. This process has temporarily been suspended due to the above-mentioned
employee’s lack of a social security number. ______________________________________ (name) has been verbally
notified of the requirement that he/she supply a valid social security number for payroll reporting purposes. The employee
has been notified of that it is his/her responsibility to supply this information in a timely basis. The employee understands
that if he/she fails to provide such documentation, termination of employment may result.
I agree to follow-up with the employee on a weekly basis to ascertain his/her status. Once this documentation is provided, I
will initiate the verification process on E-Verify. I will forward a copy of the Case Details to the attention of OSU Human
Resources where it will be attached to the appropriate I-9. If the employee is unable to furnish appropriate documentation
within 30 days from _________________ (date of notice), I will immediately contact OSU Human Resources for further
information.
I have read and understand the statement above and agree to comply with the procedures contained in this agreement. I
have read and agree with the E-Verify Memorandum of Understanding. I understand failure to comply can result in
disciplinary action, including termination.

___________________________________________/_____/______
        Signature of E-Verify User                   Date

E-Mail Address _________________________________               Telephone Number ______________________________

Campus Wide ID ________________________________                Fax Number ___________________________________

I have reviewed the above exception request and have determined that it meets the exception requirements as indicated in
the attached procedures. I assume responsibility to ensure timely submission of appropriate documentation to OSU Human
Resources.

___________________________________________/_____/______
        Signature of Key User                        Date

State ID: ____________________________ (HR Use Only)
OSU Human Resources                                            24                                                   April 2008
                            DHS Verification in Process

Social Security information has matched but Homeland Security data is in process. Most
cases will be resolved within 24 hours but may take up to 3 federal work days. During this
process, the employee is allowed to work. The system should be checked daily. User
checks system daily for update. After review, Homeland Security provides either
Employment Authorization or DHS Tentative Non-Confirmation. In the case of Tentative
Non-Confirmation, user notifies employee, who decides if he/she wishes to contest. If he/she
does not wish to contest, he/she is terminated. If he/she wishes to contest, the same process
used for SSA Tentative Non-Confirmation cases will apply. Resolution may take up 13
federal work days.
The response “DHS Tentative Non-Confirmation” means that employment eligibility could
not be verified, so the employee must be notified immediately of the response and referred
to DHS if he or she wishes to contest. Review the notice (attached and available through E-
Verify) with the employee and explain the right to contest or risk being terminated. From the
day you issue the notice, the employee has 8 Federal Government workdays to resolve the
case. You and the employee must both sign the notice.
In E-Verify, to refer an employee to DHS, perform the following steps:
   1. Select Initiate DHS Referral. The Confirm Employee Notification page will
      appear with the question: “Has the employee been notified of the Tentative Non-
      Confirmation Notice?” Two buttons also appear: Notified and Not Notified.
   2. If the employee has been notified of the referral, select Notified. The DHS referral
      letter will appear.
   3. Print the referral letter using your browser’s tool bar.
   4. Select Close to close the referral letter.
   5. The employee and the employer (you) should sign and date the letter.
   6. Provide the referral letter to the employee.
           a. The referral letter instructs the employee on how to contact DHS.
   7. Check the E-Verify system daily for a response.




OSU Human Resources                          25                                       April 2008

				
DOCUMENT INFO
Description: State of Oklahoma Employees Needing to Change Address document sample