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I-9 FAQ

FAQ: Frequently Asked Questions on Form I-9/E-Verify from clients

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Report: Cannot login/ Need user credentials

• • Cause: User may have never received credentials from their admin or received incorrect credentials
  • Solution: Inform user to contact their internal system admin responsible for issuing user credentials

Report: Cannot login Section-1 of Form I-9

• • Cause:听Users credentials are one-time use and may have been used, or expired after 30 days of non-use. Also, users may have had more than one invitation created for them, which would override and void any prior user credentials.听
  • Solution:听Refer user to their employer for assistance with new remote invitation for a Form I-9

Report:听E-Verify case is in 鈥淰erification In Progress鈥�

• • Cause:听Indicates that the government needs additional time to generate the case result听
  • Solution:听User must check back later as they cannot do anything until the case result is generated

Report:听E-Verify case is in 鈥淧hoto Match鈥� case result

• • Cause:听Government needs employer to confirm on-screen photo in order to proceed with case result (this is routine)
  • Solution:听User must compare photo from E-Verify to photos from documents and follow on screen prompts to proceed

Report:听What documents can I use/document number to enter?

• • Cause:听Indicates that the user needs non-software assistance with legal advice on completing the Form I-9
  • Solution:听User must refer to uscis.gov/i-9-central or their own internal counsel for questions relating to completing the Form I-9. Additionally, the software application contains an 鈥淚nstructions鈥� button at the top of the Form I-9, as well as a 鈥淟ist of Acceptable Documents鈥� button at the bottom. Nearly every field has a question mark icon to press for more info.听

Report:听The software will not accept my document or has no option for it

• • Cause:听Either the document is not acceptable or the legal status selected by the employee in Section-1 is incorrect
  • Solution:听The software is programmed to only accept documents that appear on the federal governments List of Acceptable Documents (uscis.gov/i-9-central or bottom of the Form I-9 for link). Additionally, the software is programmed to only allow employers to choose document options that relate to the legal status indicated in Section-1. For example, if a US Citizen Passport is presented by the employee but does not appear in the List A or B&C, this indicates the employee chose the wrong legal status in Section-1.听

Report:听E-Verify case is in 鈥淰erification In Progress鈥�

• • Cause:听Indicates that the government needs additional time to generate the case result (which is usually instant)
  • Solution:听User must check back later as E-Verify must first comply cannot do anything until the case result is generated

Report:听E-Verify is asking why the submission is late听

• • Cause:听Employers cannot submit Form I-9 data to E-Verify late except in limited circumstances; including technical difficulties (in cases where the E-Verify system is down) or the new hire had not yet received their Social Security Number. These are acceptable reasons for late submissions.听
  • Solution:听User must choose from the list of acceptable late reasons and then proceed with their E-Verify submission

Report:听E-Verify case is indicating that a case already exists for this individual based off the Social Security Number

• • Cause:听Employers cannot submit more than one case to E-Verify for the same individual, unless the original case has been closed out - such as due to an error in the original data entered. This prompt alerts the user that they may not need to proceed with a new case.
  • Solution:听User must determine whether the employee already has a fully completed E-Verify case, or if the original case was incorrectly concluded and a new case must still be submitted anyway.听

Report:听The employee/new hire made a mistake in Section-1 of the Form I-9

• • Cause:听Human error is common with typos, transposed first/last names, legal status (citizen, lawful permanent resident, etc)
  • Solution:听All errors can be corrected except for legal-status errors. If the employee incorrectly selected that they are a US Citizen, a new Form I-9 must be created (start over). However, other errors may be corrected remotely by click on the 鈥淪ec-1 Edit Invite鈥� button at the bottom of the Form I-9, which will allow the user (employer) to send the employee a remote email invitation with temporary access to the fields requiring edits/corrections.听

Report:听E-Verify case is in 鈥淭entative Non Confirmation (TNC)鈥� but user insists that employee is valid for work

• • Cause:听E-Verify is stating that additional steps are required before a final case result can be issued.听
  • Solution:听First check that the case data was correct. If data is incorrect, simply close the case, return to the Form I-9, edit and make the correction before pressing the 鈥淩esubmit E-Verify鈥� button. However, if the data is correct, the user must follow the steps on screen and proceed with the actions needed by E-Verify before they can issue a final case result.听

Report:听What is the difference with the buttons at the bottom of the Form I-9: 鈥淐ancel鈥� 鈥淒elete鈥� 鈥淭erminate鈥澨�

• • Cause: User may need to delete a record or indicate the record belongs to a former employee
  • Solution:听Cancel button permanently (cannot be undone) archives the record and locks all fields from further edits. It is moved from 鈥減ending鈥� status and sorted into 鈥渁rchived鈥� despite being incomplete. Delete button is self-explanatory in that it will delete the Form I-9 record (to be used when a record is initiated by accident, such as in cases where an employee already has a completed Form I-9 record). Terminate button is to indicate that the Form I-9 record belongs to a now-former-employee who is no longer with the company. The system will then save this record until it is no longer required to be maintained by the employer.听

Report:听Form I-9 cannot be finished because the new hire has quit shortly after starting work

• • Cause:听Indicates the user now has a pending record which they are unable to complete as the employee is no longer available听
  • Solution:听Incomplete records are better than no records at all, if the employee left the company, then you cannot finish the Form I-9. Simply use the 鈥淯C/NS鈥� button to force the record into 鈥淎rchived鈥� status, then terminate the record with the term date.

Report:听The 鈥淪ubmit E-Verify鈥� button does not appear at the bottom of the Form I-9

• • Cause:听Indicates that either the client account is not approved/activated for E-Verify, or that the Form I-9 does not qualify for E-Verify submission, which is almost always due to incorrect hire-date in Section-2 or a receipt document being used.听听
  • Solution:听User must check the hire date in Section-2 for any errors as E-Verify cannot be used on employees who were hired prior to the company being activated for E-Verify usage. Additionally, if a receipt document was used, then the employer must wait up to 90 days for the original document before they can submit the Form I-9 data to E-Verify.