1030 am 1145 am Milton Hall Room 185 Welcome amp Introductions I9 Verification of Eligibility to Work in the United States Presented by Kathy Agnew Director Employment amp Comp Services ID: 745495
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Slide1
Welcome to HR Presents
February 17, 2016
10:30 am – 11:45 amMilton Hall | Room 185Slide2
Welcome & IntroductionsSlide3
I9 – Verification of Eligibility to Work in the United States
Presented by: Kathy Agnew
Director, Employment & Comp ServicesSlide4
I9 – Verification of Eligibility to Work in the United States
I9
Non-ComplianceRisk FactorsHow Do We Become CompliantSlide5
I9 – Verification of Eligibility to Work in the United StatesSlide6
I9 – Verification of Eligibility to Work in the
United States
Document Abuse - Document abuse can be broadly categorized into four types of conduct:Improperly requesting that employees produce more documents than are required by Form I-9 to establish the employee’s identity and employment authorization;
Improperly
requesting employees present a particular document, such as a “green card,” to establish identity and/or employment authorization
;
Improperly
rejecting documents that reasonably appear to be genuine and belong to the employee presenting them; and
,
Improperly
treating groups of applicants differently when completing Form I-9, such as requiring certain groups of employees who look or sound “foreign” to produce particular documents the employer does not require other employees to produce.
Document Fraud -
It is unlawful for any person or entity
knowingly:
T
o forge, counterfeit, alter, or falsely make any document for the purpose of satisfying a requirement of this chapter or to obtain a benefit under this chapter,Slide7
I9 – Verification of Eligibility to Work in the United States
Culture of submitting the hiring action after the start date. This likely resulted from “lag” payroll, which, even when action is submitted after the hire date, allows the employee to be paid “on-time”.
Delays notifications of missing I9s.Slide8
I9 – Verification of Eligibility to Work in the United States
Audit –
NMSU has been cautioned by immigration attorneys that it is not a matter of if we will be audited but when!Audit would consist all NMSU employment types, and depending on date of hire, will go back to as far as 1987!We have a significantly hire percentage of non-compliant completed I9 formsPrimary Risk Factors – Backdating hiring actions – our evaluation indicates that due to the large numbers of hiring actions submitted after the job start date are resulting in non-compliant I9
Allowing employees to continue to work past the 3 day requirement for verification of eligibility to work in the United StatesSlide9
I9 – Verification of Eligibility to Work in the United States
How can we become more compliant –
Change the culture of allowing late hiring actions.Institute a mandatory Form I9 Training for those individual’s assigned to certify.CLPD has implemented an on-line I9 Training courseUSCIS has same/similar training available at https://www.uscis.gov/i-9-central/complete-and-correct-form-i-9.
The instructions to properly complete the I9 are included with the form itself.
Employment and Compensation Services HR Specialist Danielle Cadena can provide you information and assistance by calling her at (575) 646-8000 or emailing
teamhrs@nmsu.edu
.Slide10
I9 – Verification of Eligibility to Work in the United States
What are the most important things to remember about I9 –
The employee must complete Section 1 of the I9 no later than the start date of employment.This date is based on the hiring action you submit and the start date entered into banner and not the first date that the employee actually works.You can ask the employee to complete prior to the start date only if you have made an official offer of employment and that offer has been accepted.The employer must complete Section 2 of the I9 no later than 3 business days of the employee’s first day of employment (start date in banner).
The individual who verifies the documents, must be the person to complete the certification.
You must examine the actual documents in person. You cannot certify copies of documents sent to you.Slide11
Healthcare reform update
Presented by: René Yoder
Director, Benefit ServicesSlide12
Healthcare Reform
Mandatory reporting – health coverage
NMSU is required to provide notice (1095-B/1095-C) to individuals who meet certain criteria to show proof of enrollment on health coverage or offer of health coverage, depending on circumstances.An E-mail was sent to all regular employees on February 12th regarding this notice.Slide13
Healthcare Reform
Cadillac Tax
Postponed to 2020 (originally to be implemented in 2018)Auto EnrollmentPostponed until further noticeSlide14
Fmla
training update
Presented by: René Yoder Director, Benefit ServicesSlide15
FMLA Training
Supervisors
ExistingCompleted for 2015Need to complete refreshers in 2016, 2017 and 2018NewMust be completed within 6 months of job start dateNeed to complete refreshers in 2016, 2017 and 2018Slide16
FMLA Training
Process reminder
DepartmentSend employee name and Aggie ID whenever the supervisor has knowledge of possible FMLA evenMust send for every event, no matter how many occur in the yearContinue to refer employee to HR for assistance, even if leave is not being requested at the timeHR will provide information as to what PAFs are needed; however the supervisor needs to determine when LWOP should begin and submit appropriate PAFSlide17
FMLA Training
Process reminder (continued)
9 month facultySend employee name and Aggie ID whenever the supervisor has knowledge of possible FMLA evenMust send for every event, no matter how many occur in the yearContinue to refer employee to HR for assistance, even if leave is not being requested at the timeHR will provide complete all necessary PAFs but must coordinate dates of leave with supervisor/faculty member to ensure accuracyFaculty care leave hours will be used first, then the faculty member will be placed on leave without pay when necessarySlide18
FMLA Information/Contact
http://benefits.nmsu.edu/leave-holidays/fmla
/fmla@nmsu.eduToni Lavor 575-646-1546Jacalyn Epperson 575-646-3637Slide19
Employee Performance Evaluations
Presented by: Brandon Masters
HR Specialist InterSlide20
CLOSING REMARKS & ADJOURNMENT