I-9 Process eBriefing

2Human Resources

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3Human Resources

Objectives

• Describe what the I-9 process is.

• Know the responsibilities of employees and data stewards.

• Understand how data stewards manage various I-9 scenarios through PeopleSoft.

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What is the I-9 Process?

• The employer must verify that each new employee is authorized to work in the U.S.

• At Corning, the Form I-9 is an online form that must be completed for the following employees:– All new hires

– Current employees whose employment authorization will expire (non-immigrant visa holders)

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Who Ensures that Employees Complete the I-9?

• At Corning, the people who on-board employees are the ones who are tasked with completing I-9s.

– In the Corning Valley: Generally done by either CCFL and Recruiting (salaried) or Central Employment (hourly).

– Outside the Corning Valley: Done at the office/plant level by data stewards. Consult your supervising HRM to determine if this is your responsibility.

– Entities that participate in E-Verify: Complete the I-9 electronically. Then print the I-9 and follow the normal E-Verify and filing protocol.

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Responsibilities

• Employees must:– Complete Employee

Information and Verification screen (Section 1).

– Provide original, unexpired documents to prove identity and employment authorization.

• Data Stewards must:– Verify employee documents.

– Complete Employer Review and Verification screen (Section 2).

– Re-verify temporary work authorizations that are due to expire by completing the Updating and Reverification screen (Section 3) or requesting that the employee complete a new I-9.

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Employee’s MyInfo Login

https://myinfo.corning.com

• User ID = Employee number

• Password = – First initial of last name (in caps)– First initial of first name (in caps)– Day of birth (two numerical characters)– Year of birth (two numerical characters)

• EXAMPLE: – Joe Smith was born on July 2, 1984. His password is SJ0284.

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Employee Completes Information and Verification

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Data Steward Accesses Employer Review and Verification

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Data Steward Reviews Employee Data

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Data Steward Verifies Employee Documentation

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List A Documents

1. U.S. Passport or U.S. Passport Card;

2. Permanent Resident Card (I-551) or Alien Registration Receipt Card (I-551);

3. Foreign passport with either a temporary I-551 stamp or an I-551;

4. Employment Authorization Document (I-766);

5. Foreign Passport with one of the following: I-94A; I-94; I-94 and I-20; I-94A and I-20; I-94 and DS-2019; or I-94A and DS-2019;

6. Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with either I-94 or I-94A.

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List B Documents

1. U.S. Driver’s License

2. Government ID Card

3. School ID Card with Photo

4. Voter’s Registration Card

5. U.S. Military Card

6. Military Dependent’s ID Card

7. U.S. Coast Guard/Mariner Card

8. Native American Tribal Document

9. Canadian Driver’s License

For people under 18 who do not have documents 1-9:

10. School Record or Report Card

11. Clinic, Doctor, or Hospital Record

12. Day-care or Nursery School Record

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List C Documents

1. Social Security Card

2. Certification of Birth Abroad (FS-545)

3. Certification of Report of Birth (DS-1350)

4. U.S. Birth Certificate

5. Native American Tribal Document

6. U.S. Citizen ID Card (I-197)

7. ID Card for Resident Citizen in the U.S. (Form I-179)

8. Employment Authorization Document

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Example for a U.S. National

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Example for a J-1 Visa Holder (Intern/Trainee)

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Example for an H-1B Visa Holder

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Porting an H-1B Visa

1. Corning files an application to port a new hire’s H-1B visa from his previous employer.

2. Corning receives a notice that the application was filed:• New hire can start working at Corning with the notice.• Data steward completes the Employer Review and Verification. In

the second Document Number field, writes “AC-21” and the porting application date.

NOTE: This is not a receipt under the receipt rule.

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Using a Receipt

1. If an employee presents a receipt for a mutilated, lost, or stolen document and has filed for a new document:– Select the Receipt check box.– Type the receipt’s number in the Receipt Doc Nbr box.

NOTE: Receipts for expired documents are not acceptable.

2. The employee must present the new document in 90 days. The expiration date is 90 days from the current date.

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Entering New Document Information

3. Data steward enters the new document number and expiration date.

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Re-verifying an Employee

• To re-verify an employee’s I-9 for the first time, complete the Current Employment Eligibility fields, and click [Accept].

• If an employee’s I-9 has been re-verified before, click [Select]. The employee will be notified to complete a new I-9.

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Printing I-9 Forms/Creating the Expiration Tracking Report

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Test Your Knowledge

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Only foreign nationals must complete the Form I-9 in PeopleSoft.

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A) True

B) False

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A data steward can accept a receipt for an expired U.S. passport as a List A document.

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A J-1 visa holder must present which of the following documents?

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before continuing

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C) Foreign passport, I-94 card, and AC-21

A) Certification of Birth Abroad and DS-2019

B) Foreign passport, I-94 card, and DS-2019

D) Foreign passport, Certification of Birth Abroad, and I-94 card

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Using the notice that an H-1B visa was ported to Corning is NOT the same as accepting a receipt under the receipt rule.

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