TALX Paperless I-9 Form Management Solution with Integrated E-Verify and Compliance Reporting.

1. I-9 Management
Service Description

2. Revised October 2, 2008
This document is a service description outlining the major components and features of the TALX
I-9 management service and is confidential to TALX Corporation. This document or any part
thereof may not be reproduced or transmitted in any form by any means for any purpose without
the written permission of TALX Corporation.
TALX, the TALX logo, The Work Number, and The Work Number logo are registered trademarks, and I-9 eXpress and the
I-9 eXpress logo are service marks of TALX Corporation. The information contained herein is subject to change without
notice.
Copyright © 2008 TALX Corporation. All rights reserved.
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3. Table of Contents
MISSION STATEMENT............................................................................................................................4
OVERVIEW.................................................................................................................................................4
FEATURES..................................................................................................................................................5
WEB SITES .......................................................................................................................................................6
Employee (Captcha) Site......................................................................................................................6
Employer Site.......................................................................................................................................6
COMPLETION.....................................................................................................................................................7
RETRIEVAL.......................................................................................................................................................8
CONVERSION.....................................................................................................................................................9
NOTIFICATION...................................................................................................................................................9
REPORTS........................................................................................................................................................10
ADVANTAGES.........................................................................................................................................11
SECURITY.................................................................................................................................................12
INDEPENDENT AUDITS......................................................................................................................................12
EMPLOYER CODE.............................................................................................................................................12
EMPLOYEE ID.................................................................................................................................................12
PASSWORD......................................................................................................................................................12
Default Password Scheme..................................................................................................................12
Password Management......................................................................................................................13
Call Center Support...........................................................................................................................13
SINGLE SIGN-ON.............................................................................................................................................13
PORTAL INTEGRATION......................................................................................................................................13
SECURITY AUDITS...........................................................................................................................................13
CONTACT US...........................................................................................................................................14
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4. Mission Statement
With the electronic I-9 management service, TALX is committed to:
Helping employers maintain compliance with federal and state immigration laws
Provide employers with opportunities to minimize or eliminate liability
Giving employers a paperless way to complete, maintain, retrieve, and report on I-9s
Protecting the data of our clients and their employees
Enabling quick, accurate, and secure completion of electronic I-9s
Providing complementary services for electronic pay stubs, W-2s, electronic time
reporting, employee assessments, onboarding, and automated employment verification
that allow employers to deliver end-to-end paperless employment processes
“
“TALX is listening to our clients and expanding our suite of solutions
by offering new value-added services such as I-9 eXpress, fulfilling
”
our mission of using automation to replace paper processes for HR
and payroll professionals.”
– William W. Canfield, President, TALX Corporation
TALX Paperless Services
Automated employee notifications via phone
Electronic time entry
Electronic pay stubs, direct deposit, and W-4s
Electronic onboarding
Compliance service for electronic I-9s
Automated verifications for employment,
income, social services, and other purposes
Electronic original W-2s, reprints, and
corrections
Electronic employee tests and assessments
Overview
Federal Immigration Laws make it mandatory for employers to verify the employment eligibility
of all employees hired after November 6, 1986. This requirement is fulfilled through the
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5. completion and storage of an I-9 Employment Eligibility Verification form. Completed I-9 forms
must be maintained by the employer for three years after the date of hire or one year after
employment ends, whichever is later. An individual may not begin employment unless the I-9
form is completed. Failure to comply with the Immigration Reform and Control Act of 1986 as
amended will subject employers to civil or criminal penalties including fines.
On October 30, 2004, the president signed public law 108-390, formerly H.R. 4306. This legislation
went into effect April 29, 2005. The U.S. Department of Homeland Security (DHS), Immigration
and Customs Enforcement (ICE) published the rule governing electronic I-9s on June 15, 2006 in
the federal register. This interim rule is effective until a final rule is issued. Rules are not
retroactive and take effect on a go-forward basis when published in the federal register.
The law allows I-9s to be completed with electronic signatures and stored electronically. As a
result, the I-9 can now be paperless with the TALX I-9 management service.
Employer responsibilities:
Examine work authorization documents presented by the employee

Complete, sign, and date an I-9 for each covered employee

 Utilize E-Verify to confirm employment eligibility and comply with state and federal
mandates
Retain all completed I-9s per statutory data retention requirements

 Reverify an expiring work authorization and update the I-9 prior to expiration
 Produce I-9s for audits and inspections
The service helps employers maintain compliance and minimize or eliminate liability. The service
also allows employers to eliminate paper and associated manual processes. The complete service
includes:
Securely complete accurate I-9s online with electronic signatures
•
• Verify work authorization for eligible employees with E-Verify
Convert new and existing paper I-9s to electronic format (optional conversion service)
•
Maintain I-9s electronically eliminating physical storage of paper I-9s
•
• Leverage The Work Number data to measure compliance, identify missing I-9s, and
remove old I-9s for terminated employees after data retention is satisfied
Retrieve, view, and print I-9s online
•
• Notification of expiring work authorization via e-mail and online reports
• Reports available online to authorized administrators
Print copies of I-9s for internal and external audits and inspections
•
• Remote I-9s completed online at participating partner offices
Features
The following is an overview of the features of the I-9 service. These features allow you to
complete new I-9s electronically and convert new and existing paper I-9s to electronic format.
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6. During the implementation process, your TALX implementation team works with you to
configure the service to meet your needs. The implementation process begins with the completion
of a Configuration Checklist detailing your service options and an implementation schedule.
“ ”
“I-9 eXpress is a service requested by our Client Advisory Board and
supported by the acquisition of the Sheakley I-9 Administrator service.
Today, over 150 clients subscribe to the service.”
– David C. Fowler, Senior Director of Product Strategy, TALX Corporation
The I-9 management service was developed to take advantage of new federal immigration law
and programs, allow employers to leverage the data they already provide to The Work Number,
and respond to the needs expressed by the TALX Client Advisory Board and other clients.
Web Sites
The I-9 service provides two Web sites that can be used to configure the service to meet your
needs. The Employee Site allows new hires to complete Section 1 of their I-9 on or before their
first day of work. The Employer Site allows your authorized users to complete I-9s and perform
administrative functions.
Employee (Captcha) Site
This site is designed to satisfy the requirement
to have at least Section 1 of the I-9 completed
by the employee’s first day of work. Section 2
of the I-9 must be completed within three days
(72 hours). Utilizing this site allows the service
to track the three day requirement. It also helps
you make sure you complete I-9s in a timely
fashion and in compliance with the law. After
the employee completes Section 1, the I-9 is
stored as a pending I-9 until the employee
presents their documentation for you to
complete Section 2. The employee can print
and retain a list of acceptable documents
relating to the employee for reference and as a
reminder to present their documentation to
their employer.
Employer Site
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7. This site is available to your authorized administrators to complete pending I-9s, new I-9s,
reverify work authorization prior to document expiration, retrieve existing I-9s, access reports,
and perform administrative functions. The menu options presented to the user are determined by
the user’s role assignment. This allows you to determine who has access to the service as well as
which features a user is authorized to utilize. If
you use the optional location feature, you can
limit a user to creating and accessing I-9s in a
single location, multiple locations, or allow them
to access all I-9s in all locations. The location
feature also allows you to create groups of
locations and assign access by group. This is very
helpful in managing territories with multiple
locations. In addition, you can assign access to a
combination of groups and individual locations.
The role settings can also be used to control
access to other features such as the administration functions.
The Quick Search box on the main menu page provides real-time statistics about the important
types of I-9s. You can drill down into the details by clicking on the links provided. This allows
you to see the individual I-9s of each type as well as which I-9s require immediate action for you
to maintain compliance. Other features of the Employer Site are detailed below.
Completion
Your authorized users can complete I-9s online. To access the application, the user logs in. The
user’s login is the same one they use to access other TALX services. This single sign-on capability
eliminates the need for users to remember multiple logins. If the user is authorized, they are
allowed to access the Employer Site.
Electronic I-9s provide several compliance
benefits such as:
Built-in editing features to detect input
•
errors help ensure I-9s are completed
correctly
I-9s cannot be completed until all errors
•
are corrected and all required fields
entered
Signing I-9s with electronic signatures
•
Monitoring expiration dates with notices
•
for timely reverification of work
authorization
Verifying work authorization via E-
•
Verify can eliminate liability and help
employers comply with state and federal
mandates
Once the I-9 passes the edits, it is ready to be
reviewed and signed with electronic signatures.
The service includes the optional capability to automatically verify work authorization for all new
hires with E-Verify. E-Verify, operated by the verification division of the U.S. Department of
Homeland Security, U.S. Citizenship and Immigration Services (USCIS), confirms an eligible
employee’s work authorization by comparing the information on their I-9 with databases at the
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8. Social Security Administration (SSA) and DHS. E-Verify returns a status as well as a case number.
This process provides several benefits such as:
Eliminating SSN mismatch letters from the SSA
•
Crediting withholding to the proper retirement account
•
Removing the guesswork when reviewing employee documents
•
Reducing identity theft
•
Protecting the country and the employer by only hiring authorized workers
•
Eliminating or minimizing employer liability for compliance with immigration law
•
While E-Verify is a voluntary program at the federal level, there are now state laws and a
Presidential Executive Order that mandate employers participate in the program. E-Verify can
minimize or eliminate employer liability, especially those involved in key national security
industries such as technology, energy, communications, and transportation. If E-Verify returns a
status indicating that an employee is work authorized when the employee is not actually
authorized to work, your liability for the employee is eliminated because you verified the
employee’s work authorization through E-Verify. If the status indicates the employee is not work
authorized, the service helps you refer the employee to the appropriate federal government
agency to resolve the issue.
The I-9 regulations allow you to optionally make copies of the employee’s documents and store
them with the I-9. This option is not recommended for the reasons listed below. Moving to
electronic I-9s provides the employer an opportunity to reevaluate and possibly change the
practice of retaining copies of employee documents.
Copies are not required for I-9 compliance
•
It can be considered discriminatory if documents are not copied for every employee
•
Copying documents introduces paper and manual processes into an electronic process
•
Copies can prove that you knew or should have known documents were fraudulent
•
• Copying documents can increase the risk of identity theft
The preferred solution is to use E-Verify to verify the work authorization of new hires instead of
retaining copies of employee documents. With E-Verify, you get all the benefits of a totally
paperless electronic solution as well as the assurance from the government that the employee is
authorized to work in the United States. In addition, you are released from liability if an
authorized employee is later determined to not be authorized to work in the United States.
Retrieval
An authorized user can retrieve I-9s using the online application. This allows a user to view and
print an I-9 for review, audit, or reverification purposes. I-9s are stored in Adobe’s PDF and TIFF
formats so printed copies are legible, readable, and look like the original.
A user can search for a specific I-9 or obtain a
listing. The search feature has several user
configurations. A user can have access to the
complete search feature or the user can be
prevented from using the feature at all. A user
can be allowed to use the search feature in a
limited way such as only looking for employees
who need to be reverified. With the optional
location feature, user access can be limited to
authorized locations. A user with proper
authorization can access all locations as well as target a search to a specific location. Users can
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9. also export search results in a format compatible with Microsoft Excel or other similar products.
This way you can manipulate the information to create your own reports.
Conversion
The service provides several options for converting your new and existing paper I-9s to electronic
format. Your best opportunity to standardize, eliminate paper, and achieve 100% compliance is to
convert existing paper I-9s to electronic format. With all your I-9s retained electronically, your
compliance reports, which are only available to a client of The Work Number, cover your entire
organization and include every eligible employee. As a client of The Work Number employment
verification service, you will be able to see if you are missing an I-9 for any of your current
employees. Your reverification notices and reports will include every eligible non-citizen
employee in the automated reverification process. This will allow you to eliminate the costs of
manually monitoring work authorization expiration dates and utilize a standard the process
across your entire organization.
The conversion process involves entering the indexing information on the I-9, scanning the signed
document, and then attaching it to the indexing information. The electronic I-9s are stored in
Adobe’s PDF or TIFF formats so printed copies are legible, readable, and look like the original.
The service provides conversion services allowing you to send your paper I-9s to the TALX
conversion facility where they are indexed, scanned, and entered into the service.
Once your paper I-9s are converted to electronic format they can be returned to you or securely
shredded to avoid the storage and maintenance costs associated with manually managing paper
documents. In addition to providing a complete compliance and reverification service, converting
your paper I-9s to electronic format also eliminates the cost, maintenance, and risk of storing
paper. Plus, electronic documents are not susceptible to damage and loss due to fire, water, heat,
humidity, and other factors that adversely affect paper documents.
If you have already converted your paper I-9s to electronic format, TALX can bulk load them into
the I-9 service. This option requires the electronic images to be supplied as PDF or TIFF images
along with the associated indexing information in the standard TALX format.
Notification
One of the most difficult problems you may face with I-9 compliance is timely reverification of an
employee’s work authorization. If an employee’s work authorization is expiring, the law requires
you to examine the employee’s documentation proving they are still authorized to work in the
United States. You must record the document title, document number, and any expiration date in
Section 2 of the I-9, and sign the form. The expiration date is captured when the I-9 is completed
online or a paper I-9s is converted to electronic storage.
There are two ways you can be notified to reverify an employee’s authorization to work.
Electronic notifications are automatically sent to designated e-mail addresses when an
•
employee’s work authorization is expiring
An authorized user can see a list of I-9s online that are due for reverification
•
E-mail notifications can be sent to up to five corporate e-mail addresses and to the employee’s
current location, when an employee’s work authorization is expiring. Your reverification window
allows sufficient time for you to reverify the employee’s work authorization prior to the
expiration date. The window can be any number of days from 30 to 400. You will determine this
and other configuration settings during the implementation process. The USCIS recommends you
use a window of at least 90 days to allow enough time for an employee’s application to be
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10. processed. When an employee’s work authorization is expiring and they enter your window, the
first e-mail notice is sent. E-mails can also be sent at other notification points.
A list of I-9s with reverifications due can be accessed online by an authorized user. The Quick
Search box on the main menu screen gives you a snap-shot view of the number of I-9s within
your window. You can then drill down to see the list of I-9s with reverifications due as well as
which ones are closest to the expiration date. Like all search results, the results of the
reverification Quick Search can be exported to Excel and serve as a work list of reverifications that
need to be completed. To maintain compliance, you may start with those I-9s closest to their
expiration date and work backward.
Reports
Reports can be obtained by request or through the search feature. The reports are used to monitor
compliance with I-9 regulations as well as to monitor activity.
To help ensure compliance, the I-9s are matched against the universe of covered employees in
The Work Number. This unique feature is only available to clients of The Work Number. In case
the existing paper I-9s have not yet been converted to electronic format, you can specify a
compliance start date or go-forward date. Using this date, the
compliance report will only report on those employees hired on or
after the go-forward date. Your employees with existing paper
I-9s will be considered compliant based on your current processes.
Reports obtained by request include:
Data export for completed electronic I-9s on file
•
• Compliance Report – compliance scores for corporate and
locations
• Missing Payroll – identifies I-9s on file without a
matching payroll record in The Work Number
• Missing I-9 – identifies eligible employees with a payroll
record in The Work Number and no matching I-9 on file
• I-9 Statistics – listing of I-9 transactions within the date
range entered
Reports obtained through the search feature in Excel format include:
• Reverification – employees with expiring work authorization documents
• E-Verify Issues – employees not yet verified and cases that require employer action
• Pending – Section 1 was completed, but Section 2 is not completed
• SSN Applied For – employees who have applied for a SSN
• Missing I-9 – identifies eligible employees with a payroll record in The Work Number
and no matching I-9 on file
Reports are available to users with appropriate roles. To request a report, the user selects the
desired report and enters parameters such as start and stop dates. When the report is completed,
an e-mail is sent to the user indicating the report is ready to be picked up. The reports are
generated based on the user’s role. If you use the location feature, a user will only receive reports
that contain information for their authorized location or locations. A user with access to all
locations will receive reports containing information from all locations.
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11. Advantages
Compliance with I-9 Regulations
•
Built-in edits and validations ensure I-9s are completed correctly
•
• Validate employee work authorization with the federal government
Verify that all covered employees have an I-9 on file
•
Identify missing I-9s with The Work Number
•
Easily access I-9s online in the event of an audit or inspection
•
Reverification notices to make sure employees are authorized to work
•
Updates made automatically to the application when regulations change
•
Eliminate Liability
•
Minimize or eliminate liability by verifying employment authorization with E-Verify
•
Demonstrate the good faith provision in the law
•
Complete missing I-9s to maintain 100% compliance
•
Removing old I-9s for terminated employees eliminates any potential liability
•
Respond quickly to audits
•
Reduce Costs
•
Eliminate the storage and maintenance of paper I-9s
•
Reallocate staff responsible for the manual maintenance of paper I-9s
•
Avoid development and maintenance costs of custom in-house systems
•
Remove the risk that paper I-9s will be damaged or destroyed
•
Minimize the risk of civil or criminal penalties and fines
•
Leverage The Work Number
•
Measure corporate and location compliance levels
•
Identify missing I-9s
•
Remove old I-9s for terminated employees that satisfy data retention requirements
•
• Single sign-on uses the same login for TALX services
Maintain Control
•
Consistent process to complete and retrieve I-9s
•
Data security is greatly improved utilizing electronic storage versus paper
•
Compliance and reverification reports
•
Web access
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12. Security
The security of employee information is a primary concern of TALX and the I-9 service. For your
protection, all access to data requires the user to be authenticated. The service will not release
information unless the user has been successfully authenticated. This protects your information
by ensuring that it is only released to authorized users for the intended purpose.
Independent Audits
TALX recognizes that we incur vital obligations when you entrust your data to us. To protect
client data, TALX is committed to secure and reliable service operations. To provide the best
security measures, TALX enlists the services of third party auditors to provide a regular
Statement on Auditing Standards 70 (SAS 70 Type II) reporting.
Employer Code
You are assigned a five-digit Employer Code. This code along with a valid employee ID and
password is required to access the service.
The Employer Code is assigned by TALX and listed on the sites along with your employer name.
The Employer Code identifies any special processing requirements such as co-branding, custom
login processes, and password change options.
A simple search function is available on the sites for your users to easily find your (company,
division, subsidiary) name and click on it to move through the login process. Using this feature,
users do not need to memorize the Employer Code.
Employee ID
The employee ID can be the employee’s SSN, e-mail address, or some other unique identifier. You
may use a badge number or other identifying number in place of the SSN. If you choose to use
something other than SSN for the employee ID, then each employee’s SSN is provided as an
additional field in the data file. If you subscribe to The Work Number or other TALX service, the
employee ID must be the same for all services.
Password
There are many options available for assigning passwords. Your client relationship manager
(CRM) will work with you to determine the one that best fits your organization. If not done
properly, issuing passwords can create real problems. We have experience with many password
schemes and we know what works. For example, passwords should be numeric since they may
be used with the telephone as well as the Web. There are two process components for managing
passwords. First, a default password scheme is used to assign an initial password to each user.
Second, the user is given the ability to select a custom password by changing their default
password to a value they can easily remember.
Default Password Scheme
There are two basic purposes for using a default password scheme.
The process of notifying users of their initial password is simplified.
•
• Should a user lose or forget their password, the user or a client service representative can
reset the password to the default value allowing the user to regain access to the service
without revealing their password.
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13. The most common default password scheme is the user’s eight-digit birthday. Another example is
using the last four digits of the SSN and their four-digit month and day of birth.
6789 (last four digits of SSN – 123-45-6789)
+ 0130 (four-digit month and day of birth – January 30, 1971)
67890130 (default Password)
Password Management
Once the employee has logged in to the service, they may create a custom password by changing
their default password to something more meaningful to them. You can require users to change
their default password when they first access the service. You can also prevent users from
changing their passwords. This is typically done if you assign specific non-default passwords to
your employees.
Call Center Support
Our client service representatives are available Monday through Friday between the hours of 7:00
a.m. and 8:00 p.m., Central time, except holidays. If a user forgets or loses their password, they
can reset it online or contact the call center to have it reset to the default. If there appears to be an
error in the data, TALX will contact you to verify the error and make the appropriate corrections.
Single Sign-on
TALX has implemented a single sign-on capability so your employees are only required to login
one time to access the The Work Number, and other services offered by TALX.
Portal Integration
TALX offers this optional feature for clients and partners to remotely authenticate users and then
send the user to the I-9 service. The user is automatically logged on the I-9 service and returned to
the calling portal when the I-9 transactions are completed.
Security Audits
TALX periodically conducts independent audits of our
security policy and procedures to ensure that our services
are secure and that your employees’ information is safe. We
also assist our clients in conducting their own security
audits and penetration tests. Contact your CRM if you are
interested in scheduling an audit.
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14. Contact Us
For additional information about TALX, electronic I-9s, and other TALX services that can benefit
your organization, please contact us.
TALX Corporation
11432 Lackland
St. Louis, MO 63146
U.S.A
Telephone: (314) 214-7000 or 800-888-8277
Fax: (314) 214-7588
E-mail: moreinfo@talx.com
Web: http://www.talx.com
http://www.theworknumber.com
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