Equifax, Inc. · NYSE:EFX
Equifax — Fall Forecast: Navigating I-9 and E-Verify for the New Fiscal Year webinar (October 2023)
30 slides from Equifax's conference presentation, Oct 5, 2023
Slide 1: Fall Forecast: Navigating I-9 and E-Verify for the New Fiscal Year
Fall Forecast: Navigating I-9 and E-Verify for the New Fiscal Year October 5, 2023 PROPRIETARY | 1
Slide 2: Thanks for joining our webinar
Thanks for joining our webinar Welcome! Questions? Recording Thank you for joining our Please enter your questions This webinar is being webinar. Stay tuned for in the chat box on your recorded. You will receive an more from Equifax screen at any point during email with a link to view the Workforce
Slide 3: To keep our lawyers happy
To keep our lawyers happy The information provided herein is intended as general guidance and is not intended to convey specific tax or legal advice. For a legal opinion, please consult your lawyer. This presentation is intended for the education and benefit of our customers and potential customers. T
Slide 4: Today's Presenters
Today’s Presenters Allison Delfino John Fay Director, Employer Services Training Director, Product Strategy Equifax Workforce Solutions Equifax Workforce Solutions PROPRIETARY | 4
Slide 5: To set the stage for today's discussion…
To set the stage for today’s discussion…
Slide 6: Today's Agenda
Today’s Agenda • New I-9 edition • “COVID I-9” cleanup • Virtual document review • Update on state E-Verify laws • E-Verify NextGen But wait, there’s more…. • Question and Answer session PROPRIETARY | 6
Slide 7: The New Form I-9
s The New Form I-9 Workforce : > >) Solutions EQuirax |
Slide 8: The New Form I-9 (Edition: August 1, 2023)
The New Form I-9 (Edition: August 1, 2023) Recap: ● Sections 1 and 2 are on one page (in a condensed format) ● Supplement A: Preparer and/or translator ● Supplement B: Reverification and rehire ● Instructions and the Lists of Acceptable documents contain minor revisions ● Employers must use for new h
Slide 9: The New Form I-9: what you REALLY need to know
The New Form I-9: what you REALLY need to know New virtual checkbox N/A no longer required LOAD has more detail November 1 deadline The most significant Instructions indicate to The Lists of Acceptable Using an old (outdated) field-level change is the leave a field blank if it Documents (LOAD) now edit
Slide 10: COVID Virtual I-9 Follow-up Inspections
COVID Virtual I-9 Follow-up Inspections
Slide 11: COVID Virtual Recap
COVID Virtual Recap COVID-19 Virtual Policy Ends Employers instructed to complete any as of July 31, 2023 necessary follow-up inspections Employers taking physical proximity On May 4, 2023, Immigration and Customs precautions due to COVID-19 were Enforcement (ICE) announced that permitted to examine
Slide 12: Poll #1
Poll #1 Do you still have COVID virtual I-9s that require a follow-up inspection? Yes, we still have a sizeable amount Yes, but we only have a few remaining No, we completed all of our inspections N/A (we did not use the COVID-19 virtual process) Not sure (and afraid to look) PROPRIETARY | 12
Slide 13: Conducting follow-up inspections after the deadline
Conducting follow-up inspections after the deadline Although the August 30th deadline has passed, an uncorrected I-9 error or omission may still be treated as a “continuing violation” until it’s cured.¹ It’s not too ICE has stated they will take into consideration employers who have late to taken ti
Slide 14: Virtual I-9 Process (Alternative Procedure for Inspecting Documents)
Virtual I-9 Process (Alternative Procedure for Inspecting Documents)
Slide 15: Effective August 1, 2023, qualifying employers may use an alternative procedure
Effective August 1, 2023, qualifying employers may use an alternative procedure for examining documents remotely in lieu of a physical in-person inspection PROPRIETARY | 15 Source: https://www.dhs.gov/news/2023/07/21/dhs-provides-employers-certainty-and-new-flexible-option-employment-eligibility
Slide 16: Virtual I-9 Completion: Process & Requirements
Virtual I-9 Completion: Process & Requirements 1 2 3 4 E-Verify Non-Discrimination Training Document Upload Employers must be enrolled Employers must use consistently Users must complete fraud Employee sends in E-Verify and remain in at participating hiring sites awareness and document copies to goo
Slide 17: May a qualified employer offer the alternative procedure to only some employees?
May a qualified employer offer the alternative procedure to only some employees? Employers must offer the new virtual process consistently for all employees at an E-Verify hiring site. However, qualifying employers may choose to offer for remote hires only and continue physical in-person inspections for
Slide 18: How do we access the fraud awareness training?
How do we access the fraud awareness training? Direct (web) users of E-Verify may access the training through the E-Verify tutorial. The training is now also available through the following public website: https://www.e-verify.gov/fraudulent-documents-awareness PROPRIETARY | 18 PROPRIETARY | 18
Slide 19: Do we need to record the live video interaction?
Do we need to record the live video No, DHS rules do not require that employers interaction? record the live video interaction. Recording the interactions may also raise other issues for employers relating to data privacy and security, which ultimately increase the burden on HR departments choosing
Slide 20: What if an employee objects to the use of the new virtual process?
What if an employee objects to the use of the new virtual process? Qualified employers must allow employees who are unable or unwilling to submit documentation using the alternative procedure to submit documentation for physical examination. Source: Optional Alternative 1 to the Physical Document Exa
Slide 21: What does E-Verify consider to be "in good standing"?
“In good standing” defined: What does E-Verify ● Enrolled in E-Verify with respect to all hiring sites consider to be “in in the US that use the alternative procedure good standing”? ● In compliance with all requirements of the E-Verify program, including but not limited to verifying the employment e
Slide 22: Can we use the new virtual process for our COVID-19 I-9 cleanups?
Can we use the new Yes, but only if all 4 conditions are met: virtual process for our (1) Performed the initial remote examination COVID-19 I-9 between March 20, 2020 and July 31, 2023 cleanups? (2) Enrolled in E-Verify at the time the I-9 was initially completed (3) Created a case in E-Verify for t
Slide 23: Poll #2
Poll #2 What is your intention regarding this new virtual option? (can select more than one) We intend to use this option for all our hiring We intend to use this option for remote hiring only We intend to use this option at one or more hiring sites We’re considering it but need to evaluate the pote
Slide 24: New E-Verify Florida Provisions in Effect as of July 1, 2023
New E-Verify Florida Provisions in Effect as of July 1, 2023 Private employers with 25 or Must retain a copy of ALL I-9 If E-Verify is down, must retain more employees performing documents and official screenshot or other proof of services in the state must verification results for 3 years unavailabilit
Slide 25: Sneak Peek: Proposed E-Verify NextGen
Sneak Peek: Proposed E-Verify NextGen What it could entail: Who benefits? Small employers currently using a paper-based • New E-Verify platform which integrates I-9 process that involves manual entry into the the I-9 and E-Verify process E-Verify website • Employees use myE-Verify portal to provide i
Slide 26: How We Can Help
I-9 MANAGEMENT: I-9 ANYWHERE® How We Can Help Local network to support employees with completion of Section 2 and 3 We support a more frictionless process: Help improve accuracy Broad and highly Helps remove roadblocks with a solution built to trained provider through a more employee- minimize error
Slide 27: How It Works For Your Employees
I-9 MANAGEMENT: I-9 ANYWHERE® How It Works For Your Employees I-9 Anywhere is as easy as 1,2,3… 1 Complete Section 1 from any device 2 Schedule a convenient time to complete Section 2 or 3 3 Meet the completer PROPRIETARY | 27
Slide 28: E-Verify and Equifax Workforce Solutions
I-9 MANAGEMENT E-Verify and Equifax Workforce Solutions Equifax Workforce Solutions has an integration with E-Verify that processes millions of E-Verify transactions each year on behalf of our employer customers. Automating through this What to know if E-Verify is down: integration helps you: Captur
Slide 29: Q&A
Workforce Solutions PROPRIETARY | 29
Slide 30: Next Steps: Survey, Contact, Connect
Next Steps 1 SURVEY 2 CONTACT 3 CONNECT Complete the survey Want to talk to someone Subscribe to Let’s Talk HR for updates: through the webinar about your I-9s or onboarding workforce.equifax.com/insights console processes? Click on the “Want to Get In Touch” button on your webinar console or contac