Equifax, Inc. · NYSE:EFX
Equifax — WFS Webinar: Keeping Up with Form I-9 (November 2024)
30 slides from Equifax's conference presentation, Nov 21, 2024
Slide 1: Keeping Up with Form I-9
Keeping Up with Form I-9 Managing Modernization and Reducing Your Risk November 21, 2024
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 John Fay Jen Gaeng Director, Product Strategy Solution Engineer Equifax Workforce Solutions Equifax Workforce Solutions PROPRIETARY | 4
Slide 5: Agenda
Agenda Topics ● Virtual I-9 Verification Tips ● Managing Reverifications ● Document Review Challenges ● Staying More Audit Ready ● E-Verify in Illinois Update But wait, there’s more…. ● Live Q&A ● Polling questions ● How Equifax can help PROPRIETARY | 5
Slide 6: Poll #1
Poll #1 What are your biggest I-9 challenges heading into 2025? Improving accuracy and timeliness Becoming more efficient (saving time) Keeping up with new laws and requirements Figuring out how (or if) to use the new virtual option Preparing for a potential government audit PROPRIETARY |
Slide 7: Virtual Verification Tips
Virtual Verification Tips Workforce : > >) Solutions EQuirax |
Slide 8: Recap: the "Virtual" I-9 option
Recap: the “Virtual” I-9 option Effective August 1, 2023, qualifying employers may use an alternative procedure for examining Form I-9 documents virtually in lieu of a physical in-person inspection Virtual Key Requirements Must use E-Verify at participating hiring sites and comply with all Tip: Visit
Slide 9: What We're Seeing - Employer Use
What We’re Seeing - Employer Use Who is using Virtual? “DHS understands that some employees are fully remote and live long distances from their Employers across all industries, regardless of home office, some employers do not have a remote employee population physical workspace at all, and some employ
Slide 10: What We're Seeing - Virtual I-9 Completions
What We’re Seeing - Virtual I-9 Completions Documentation Video Call Issues Issues New hire documentation is… New hire… ● Insufficient ● Doesn’t have document(s) with them ● More than is required ● Presents copies instead of originals ● Blurry or illegible ● Shows the document on their phone ● Incorre
Slide 11: Virtual Verification Tips
Consider: Virtual ● Methods for receiving document(s), Verification scheduling the live interaction, and conducting the video meeting Tips ● Communication and instructions to employees and verifiers ● Internal auditing processes and procedures ● Outsourcing the process to trained professionals PROPRIE
Slide 12: Poll #2
Poll #2 If currently using virtual completion in house, what are your biggest challenges? Keeping my teams updated on the latest training and guidance Document upload and storage requirements Lots of rescheduling, late appointments, incorrect documents, etc. Technical mishaps with uploading of docum
Slide 13: Managing Reverifications
Managing Reverifications Workforce : > >) Solutions EQuirax |
Slide 14: Completing Supplement B for Reverifications
Completing Supplement B for Reverifications Ground Rules ● Employees with expiring work authorization must be reverified in Supplement B no later than the date employment authorization expires ● Never reverify a US citizen, a non-citizen national, a lawful permanent resident who presented a green card
Slide 15: I-9 Reverification FAQs
I-9 Reverification FAQs ● My H-1B employee presented an I-94 for reverification. How do I record this in Supplement B? ● Can I accept a receipt for a lost, stolen, or damaged document in Supplement B? ● My employee’s EAD expired and now they want to show me a social security card. Can I accept this? P
Slide 16: Document Review Challenges and Helping Avoid Discrimination
Document Review Challenges and Helping Avoid Discrimination “Is this Acceptable?”
Slide 17: Is this acceptable for I-9 purposes?
Is this acceptable for I-9 purposes? Name on employee's documentation differs from name provided on the Form I-9 For more information: https://www.justice.gov/crt/iers-frequently-asked-questions-faqs#unfairpr PROPRIETARY | 17
Slide 18: Is this acceptable for I-9 purposes?
Is this acceptable for I-9 purposes? Employee presents an EAD with a future validity date Valid From shows future date PROPRIETARY | 18
Slide 19: Is this acceptable for I-9 purposes?
Is this acceptable for I-9 purposes? Employee presents a valid digital ID issued by a state agency Source: https://mycolorado.gov/colorado-digital-id PROPRIETARY | 19
Slide 20: Is this acceptable for I-9 purposes?
Is this acceptable for I-9 purposes? No expiration date Employee presents a state ID with no expiration date PROPRIETARY | 20
Slide 21: Is this acceptable for I-9 purposes?
Is this acceptable for I-9 purposes? Employee presents ID with photo but appears visibly different PROPRIETARY | 21
Slide 22: Staying More Audit Ready
Staying More Audit Ready ● I-9 Inspections of Virtually Completed I-9s ● New E-Verify Law in Illinois
Slide 23: Inspections involving Virtual I-9s
Inspections involving Virtual I-9s Potential Audit inquiries Potential I-9 Review ● Is the employer “in good standing” with E-Verify? ● When was the I-9 or reverification completed (checking to ensure it’s after effective date)? ● Are they using the process consistently? ● Did the employer retain copi
Slide 24: New E-Verify Requirements in Illinois
New E-Verify Requirements in Illinois Key Changes in Effect as of January 1, 2025 (amending the Illinois Right to Privacy in the Workplace Act) Notice of discrepancies in Notice when agencies Notice of Form I-9 verification information flag issues inspections Employer must provide Employer must provide
Slide 25: How Equifax Can Help
How Equifax Can Help Workforce : > >) Solutions EQuirax |
Slide 26: Outsource to Trained Professionals
Outsource to Trained Professionals Use an authorized Save valuable Create a more representative for internal resources to streamlined your Section 2 and focus on other employee experience Supplement B activities verifications PROPRIETARY | 26
Slide 27: I-9 Anywhere Employer Features
I-9 Anywhere Employer Features I-9 Anywhere® helps you: Simplify workflows Engage local and/or virtual completers More safely capture documents Standardize your Form I-9 completion process PROPRIETARY | 27
Slide 28: How It Works For Your Employees
How It Works For Your Employees Virtual I-9 completion with I-9 Anywhere is as easy as 1,2,3… 1 Complete Section 1 from any device 2 Easily upload verification documents 3 Join video call with virtual completer *Screenshots are for illustrative purposes only. PROPRIETARY | 28
Slide 29: Workforce Solutions
Workforce : > >) Solutions EQuirax |
Slide 30: Next Steps: Survey, Contact, Connect
Next Steps 1 SURVEY 2 CONTACT 3 CONNECT Complete the survey Want to talk to someone about Subscribe to Let’s Talk HR for updates: through the webinar your onboarding or I-9 workforce.equifax.com/insights console processes? Click on the “Want to Get In Touch” button on your webinar console or contact
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