Equifax, Inc. · NYSE:EFX
Equifax — Conference Presentation (May 2023)
34 slides from Equifax's conference presentation, May 31, 2023
Slide 1: Virtual I-9 Changes Part 2: Completing the Physical Inspection
Virtual I-9 Changes Part 2: Completing the Physical Inspection May 31, 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: PROPRIETARY | 5 PROPRIETARY | 5
PROPRIETARY | 5 PROPRIETARY | 5
Slide 6: Today's Agenda
Today’s Agenda I-9 Virtual Inspection Recap Now What? Most commonly asked questions Open Q&A PROPRIETARY | 6
Slide 7: Virtual Inspection Recap
Virtual Inspection Recap Workforce >) > Solutions Equirax |
Slide 8: Virtual Policy Update
Virtual Policy Update On May 4, 2023, ICE Employers have an additional 30 announced that the COVID-19 days (until August 30, 2023) to Virtual Policy would terminate complete all necessary physical as of July 31, 2023. inspections. Check out our On-Demand webinar covering the basics of this new polic
Slide 9: Poll #1
Poll #1 Temperature check - How are you currently feeling about the August 30th timeline? (can select more than one) Completely panicked! Stressed but putting together a plan Neutral Cautiously optimistic No concerns at all! PROPRIETARY | 9
Slide 10: Getting Started
Getting Started FAQs on how to help prepare for I-9 physical inspections by Aug 30, 2023
Slide 11: Do we need to physically examine documents of all remote I-9s?
Do we need to physically examine documents of all “remote” I-9s completed during the The physical inspection requirement only pandemic? applies to I-9 documents that were inspected “virtually” through video, email, secure upload, etc. If an employer or an authorized representative already met in-per
Slide 12: What if the employee verified virtually no longer works for us?
What if the employee verified virtually no longer works for us? According to the USCIS FAQs, if the employee separates before the physical inspection can be completed, include an explanation with the I-9 and the date of the employee’s separation. PROPRIETARY | 12 Source: USCIS.gov PROPRIETARY | 12
Slide 13: What if I'm not sure which employees were verified virtually?
Best Practices Check your electronic system! Or: What if I’m not sure Check the Additional Information box for notes which employees were verified virtually? Look for when you began and stopped using the virtual inspection process, and employees hired during that time period Identify who completed Se
Slide 14: New I-9 vs. Updated I-9
New I-9 vs. Updated I-9 Choosing a path for physical inspections
Slide 15: When do I need to complete a brand new I-9 for an existing employee?
You may want to consider a brand new I-9 if: When do I need to The person who verified virtually is not going to complete a brand new verify documentation in person I-9 for an existing employee? If different documents are presented Best practice: Consider new I-9s for all of your physical inspections
Slide 16: What if we are now fully remote? How can we get new I-9s completed?
Use of an authorized representative Employers may designate an authorized representative to complete the Form I-9 on their What if we are now behalf fully remote? How can The authorized representative must physically we get new I-9s examine original documents in the employee’s completed in person? p
Slide 17: What considerations should we have when completing a new I-9?
I-9 Retention Make sure to retain the original I-9 that was completed virtually and keep together with the new I-9 completed for the physical inspection What considerations I-9 Start Date should we have in Use the same employment start date in mind when completing Section 2 when completing the new I
Slide 18: When can I simply update an existing I-9?
When can I simply update an existing I-9 You may want to consider an update to an with the physical existing I-9 if: inspection? The same person who verified virtually is also going to verify documentation in person The same documents are presented by the employee PROPRIETARY | 18 Source: ICE.gov PRO
Slide 19: How do I update the I-9 if the same individual meets the employee?
How do I update the I-9 The reviewer could simply write “COVID-19 Documents Physically Examined on mm/dd/yyyy” followed by their if the same individual initials on the original I-9 meets with the employee for the Documents expired? As long as they were unexpired at the time of remote physical inspec
Slide 20: Poll #2
Poll #2 Planning ahead: who will be conducting your physical inspections? Same individual who virtually examined the documents Different individual will meet in-person with the employee Combination of same and different, depending upon the employee We haven’t decided yet PROPRIETARY | 20
Slide 21: Dealing with Documents
Dealing with Documents FAQs on the physical inspection document review process
Slide 22: Does the employee need to provide the same documents?
Does the employee No, according to the USCIS FAQs, the need to provide the employee may choose to present same documents? different documents at the time of the physical inspection* Please note again: If different documents, a new Section 2 is recommended PROPRIETARY | 22 PROPRIETARY | 22 Source: USCI
Slide 23: What do I need to keep copies of?
What do I need to keep copies of? USCIS does not require retention of document copies during the physical inspection process but employers may wish to do so as a best practice (check with your HR and/or counsel) PROPRIETARY | 23 PROPRIETARY | 23
Slide 24: What if the employee changes immigration status?
What if the employee changes immigration If an employee presents different documents status and has new due to a change in immigration status, a new Section 2 may be completed OR the employer documentation? can update the existing I-9 with the new document information Best Practice: USCIS prefers a n
Slide 25: What if the employee refuses to provide documentation?
According to the USCIS FAQs, the employer cannot retain an employee What if the employee who does not fulfill the I-9 refuses to provide documentary requirements documentation? Best practice: always speak with your HR and/or counsel before initiating any adverse employment-related actions against an
Slide 26: I-9 Audit Preparation
I-9 Audit Preparation FAQs on preparing for an I-9 audit
Slide 27: What's my risk again?
This puts them Let’s say ABC potentially at Company has risk of up to ¹ 2,000 $5.4M What’s my risk again? virtually completed I-9s that must have a physical inspection And only 63 BUSINESS DAYS ² ¹Assuming all virtually completed I-9s are considered missing and at a maximum fine of $2,701 per violati
Slide 28: What if we incorrectly marked or annotated an I-9 as virtual?
What if we incorrectly marked or annotated an I-9 as virtual? Employers may consider adding an explanatory note to the I-9 to clarify that a physical inspection has already been completed PROPRIETARY | 28 PROPRIETARY | 28
Slide 29: We don't have a formal telework policy. How should we prepare?
We don’t have a formal telework policy. How should we prepare for an audit? Employers should consider working with HR and/or counsel to create a telework or remote onboarding policy which reflects their I-9 practices and procedures as a result of COVID-19 PROPRIETARY | 29 PROPRIETARY | 29
Slide 30: What else should we be doing for the physical inspections?
I-9 Tracking What else should we Keep track of all pending and completed physical inspections with an eye towards the be doing for the August 30, 2023 deadline physical inspections? I-9 Audit and Review Once the physical inspections have been completed, consider performing a more thorough audit and
Slide 31: 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: Software that can help Broad, exclusive Helps remove roadblocks you with your in-person and highly trained through an employee- inspections prio
Slide 32: 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 | 32
Slide 33: Q&A
Workforce Solutions PROPRIETARY | 33
Slide 34: Next Steps
Next Steps 1 SURVEY 2 CONTACT 3 CONNECT Complete the survey Want to talk to someone about Subscribe to Let’s Talk HR for through the webinar your I-9s that were virtually updates: console verified? Click on the “Want to workforce.equifax.com/insights Get In Touch” button on your webinar console or co