Transcription
ADP eI-9New Hire’s Guide for the Classic User Interface
About ADPADP Talent Acquisition Solutions is a suite of integrated talent life cycle management tools. The suite includes ADP RecruitingManagement, eI-9, and ADP Screening and Selection Services. For more information about ADP Talent Acquisition Solutions, ADP TrademarksADP and the ADP Logo are registered trademarks of ADP of North America, LLC. In the business of your successSM is a servicemark of ADP, LLC.Third-Party TrademarksAdobe , Acrobat , and Adobe Reader are registered trademarks of Adobe Systems Incorporated in the United States andother countries.Safari is a registered trademark of Apple, Inc. in the United States and other countries.Chrome is a trademark of Google, Inc.Microsoft , Excel , Internet Explorer , Outlook , and Windows are registered trademarks of Microsoft Corporation in the UnitedStates and other countries.Firefox is a registered trademark of Mozilla Corporation.All other trademarks or registered trademarks are the property of their respective owners in the United States and other countries.DisclaimerADP provides this publication “as is” without warranty of any kind, either express or implied, including, but not limited to, theimplied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuraciesor typographical errors which may be contained in this publication. Changes are periodically made to the information herein,and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes inthe product and/or the programs described in this publication at any time without notice.The content herein provides practical information concerning the subject matter covered and is provided with the understandingthat ADP is not rendering legal advice or other professional services. ADP does not provide legal advice as part of its offerings,which includes access to this informational material. This material is made available for informational purposes only to assist innavigating the ADP electronic Form I-9 services and is not a substitute for legal advice or your professional judgment. You shouldreview applicable laws in your jurisdiction and consult experienced counsel for legal advice when determining laws applicable toyour business.eI-917.5IMRCopyright 2011–2017 ADP, LLC ADP Proprietary and Confidential - All Rights Reserved. These materials may not bereproduced in any format without the express written permission of ADP, LLC.
eI-9 : New Hire’s Guide for the Classic User InterfaceTABLE OF CONTENTS1. About This Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Document Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Document Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32. Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Understanding the Form I-9 Submission Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Navigating in the eI-9 Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Getting Help in the eI-9 Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Printing Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113. eI-9 Section 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Completing Section 1 of the Form I-9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14A. Field Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Table of Contents1
eI-9 : New Hire’s Guide for the Classic User Interface2Table of Contents
eI-9 : New Hire’s Guide for the Classic User InterfaceLIST OF FIGURES1. About This Document2. Getting StartedFigure 1. eI-9 Submission Process Flow Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63. eI-9 Section 1Figure 2. Introduction page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Figure 3. Special Consideration page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Figure 4. Employee Information and Attestation page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Figure 5. Duplicate Form I-9 warning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Figure 6. Electronic Signature page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Figure 7. Confirmation page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23List of Figures1
eI-9 : New Hire’s Guide for the Classic User InterfaceList of Figures2
eI-9 : New Hire’s Guide for the Classic User InterfaceCHAPTER 1 ::About This DocumentIn This Section Document Organization Document ConventionsOverviewWelcome to ADP’s eI-9 service—a web-based software program that uses information technology toassist companies in establishing a person's identity and eligibility to work in the United States (U.S.). TheU.S. Immigration Reform and Control Act (IRCA) legally mandates that all U.S. employers verify theemployment eligibility status of newly-hired employees.To verify a person's identity and work eligibility, the Department of Homeland Security (DHS) U.S.Citizenship and Immigration Services requires that all new employees complete a Form I-9 (EmploymentEligibility Verification form). For companies subscribing to the optional E-Verify program, ADP’s eI-9service works hand-in-hand with the DHS and Social Security Administration (SSA) to electronicallyverify a person's employment eligibility and to help companies avoid hiring unauthorized workers.Purpose of This DocumentThe purpose of the New Hire’s Guide for the Classic User Interface is to provide step-by-step instructionsfor electronically completing Section 1 of the Form I-9 and submitting it to ADP. The goal of the documentis to enable you to become self-sufficient in submitting Form I-9 information electronically.Who Should Use This DocumentThe New Hire’s Guide for the Classic User Interface is intended for newly hired employees who needinstructions about how to use the ADP eI-9 service to electronically submit Form I-9 information to ADPfor processing by the DHS and for hiring managers who must respond to questions from newly hiredemployees regarding the eI-9 service.The New Hire’s Guide for the Classic User Interface supports the classic Form I-9 Section 1 userinterface. In December 2014, the Section 1 user interface was redesigned with Help text embedded inthe product. For help with the redesigned user interface, see the embedded Help text.1
eI-9 : New Hire’s Guide for the Classic User InterfaceDocument OrganizationIntroductionThis section describes how this document is organized.In This DocumentThe New Hire’s Guide for the Classic User Interface contains the following chapters.Table 1.Chapter DescriptionsChapter TitleDescription2Getting StartedIntroduction to the eI-9 service.3eI-9 Section 1Instructions for completing Section 1 of the Form I-9.AField DescriptionsAlphabetical list of data stored in the eI-9 Administrator’s Portal.—GlossaryDefinitions of terms used in this document.—IndexAlphabetical list of subject matter contained in this document.Product Documentation SetThe New Hire’s Guide for the Classic User Interface is part of a set that includes the following eI-9documents.Table 2.eI-9 Documentation SetTitleDescriptioneI-9 Client Administrator’s GuideStep-by-step instructions for configuring and Client administrators and practitionersmaintaining the Form I-9 for a company.who need to configure and maintainADP’s eI-9 service for their company.eI-9 Inbound Data MappingReferenceInformation about the file format used tosubmit information from a third-partypayroll system to the eI-9 database.eI-9 Manager’s Guide for the Classic Step-by-step instructions for completingUser InterfaceSections 2 and 3 of the Form I-9 as well asviewing and managing both in process andcompleted Form I-9 records.2Chapter 1 :: About This DocumentAudienceClient administrators and databaseadministrators who need informationabout the inbound file formatspecifications of the ADP eI-9 database.Client users and hiring managers whouse the eI-9 service to performonboarding activities for newly hiredemployees.
eI-9 : New Hire’s Guide for the Classic User InterfaceDocument ConventionsIntroductionThis section describes the standard document conventions used throughout the document.Symbols Used in This DocumentThe New Hire’s Guide for the Classic User Interface uses the following symbol conventions.Table 3.SymbolDocument SymbolsNameUsageExample angle bracketsPlaceholder for a value. file name {}bracesSet of mutually exclusive arguments.{Yes No}, :comma, space, orcolonSeparator between arguments in a command line.dir /l /p ellipsisArguments or elements omitted in a series or sentence, If you want to or text that continues in the next cell or line.—em dashNo information is applicable.—.periodSeparator between a file name and the file type orbetween a table and field name.setup.exe pipeSeparator between two mutually exclusive arguments. {Yes No}#pound signKeyword in a file.#variable list“”quotation marksReference to other sections of the document.See “DocumentOrganization.”/*slash; starComment line that contains information related to acommand./* Additionalinformation aboutthe command */[]square bracketsOptional argument or value.help [command]xxVariable number or numbers, such as in a softwareversion.10.xDocument Conventions3
eI-9 : New Hire’s Guide for the Classic User InterfaceText Formatting Used in This DocumentThe New Hire’s Guide for the Classic User Interface uses the following text formatting conventions.Table 4.Text FormattingStyleUsageExampleArial BoldDevice (such as a box, list, button, icon, menu, orcommand) that you click or select.Click Save.BlueHypertext to navigate through an electronic document.www.adp.comCourierInformation that is displayed on a page.The following message isdisplayed:File is saved.Courier BoldText that you type in a window.Type the following command,and press ENTER:setupItalicsReference to a document; also indicates emphasis oncertain words.Do not delete this fileSMALL CAPSKey that you press on a keyboard.To advance to the next field,press TAB.UnderlineText label.Example:Text RemarksLabels indicate specific types of text remarks as defined in the following table.Table 5.Text RemarksLabelDescriptionWarning:Warns that a specified action could result in serious harm to the hardware or software.Caution:Cautions that a specified action could result in loss of data.Best Practice:Suggests a standard operating procedure or implementation method.Important:Indicates information essential to completing a task.Tip:Helps you apply techniques and procedures described in the text.Note:Provides information that supplements the main text.Information:Identifies additional sources of information.Website:Provides the World Wide Web address of a company or organization.Estimated Time: Provides the approximate time required to carry out a procedure.ADP Help Desk:4Suggests that you call the ADP Help Desk for assistance.Chapter 1 :: About This Document
eI-9 : New Hire’s Guide for the Classic User InterfaceCHAPTER 2 ::Getting StartedIn This Section Understanding the Form I-9 Submission Process Navigating in the eI-9 Service Getting Help in the eI-9 Service Printing InformationOverviewThis chapter contains software requirements for running the eI-9 service and general information aboutnavigating in the eI-9 service.Features and BenefitsFeatures and benefits of ADP’s eI-9 service include:Table 6.Features and Benefits of ADP’s eI-9 serviceFeaturesBenefits Guides you step-by-step and page-by-pagethrough the form submission process Prompts you for information, and verifies data at each step of the processMinimizes data entry errorsEnsures data consistency5
eI-9 : New Hire’s Guide for the Classic User InterfaceUnderstanding the Form I-9 Submission ProcessIntroductionThis section illustrates and explains the sequence of the procedures involved in the process of submittingan electronic Form I-9 through ADP’s eI-9 service to the DHS.Illustration of the Form I-9 Submission ProcessThe sequence of the procedures in electronically submitting the Form I-9 are shown in the followingillustration.Figure 1.6eI-9 Submission Process Flow ChartChapter 2 :: Getting Started
eI-9 : New Hire’s Guide for the Classic User InterfaceStages of the Form I-9 Submission ProcessThe following table describes the order of the procedures involved in processing the Form I-9.Table 7.Stages of the Form I-9 Submission ProcessStage Who/What DescriptionWhenSee1.Candidate Accepts a position.After employer offers a position.——2.Employer/ Sends a notification message After the employee has accepted the —Hiringto the employee to complete job.Manager Form I-9, Section 1.—3.New Hire/EmployeeAt the earliest, when the employee“Completing Section 1 of thehas accepted the job, but no later than Form I-9”his or her first day of work for pay.144.Employer/ Completes Form I-9,HiringSection 2.ManagerAfter the employee has completedeI-9 Manager’s Guide forSection 1 of the Form I-9, and within the Classic User Interfacethree business days of the first dayof work for pay.—5.ADP eI-9ServiceAfter the employer/hiring manager—has completed Section 2 of the FormI-9, and three business days of thefirst day of work for pay.—After the ADP eI-9 service hassubmitted the Form I-9.——eI-9 Manager’s Guide forthe Classic User Interface—Completes Form I-9,Section 1.Receives and stores theForm I-9.Does the companyparticipate in the DHSE-Verify program? If yes, submits the FormI-9 to the DHS E-Verifyprogram. If no, this process iscomplete.PageDHS E-Verify Participating Companies Only6.7.DHSE-VerifyADP eI-9Service Receives the Form I-9. Checks the DHS andSSA databases, andverifies whether theemployee is a U.S.citizen. Verifies employmenteligibility. Sends employmenteligibility status to theADP eI-9 service.Receives employmentWithin three Federal Governmenteligibility status from the DHS workdays.E-Verify program.Understanding the Form I-9 Submission Process7
eI-9 : New Hire’s Guide for the Classic User InterfaceTable 7.Stages of the Form I-9 Submission ProcessStage Who/What Description8.8WhenEmployer/ Takes action on theAfter employment eligibility status isHiringemployment eligibility status. received from DHS E-Verify.ManagerChapter 2 :: Getting StartedSeeeI-9 Manager’s Guide forthe Classic User InterfacePage—
eI-9 : New Hire’s Guide for the Classic User InterfaceNavigating in the eI-9 ServiceIntroductionWhile you are using the eI-9 service, several user interface components and functions are consistentlyavailable to you. This section explains the primary components of the user interface as well as thefunctions that are available throughout the eI-9 service.Navigational ToolsThroughout the eI-9 service, the following navigational tools are available.Table 8.ToolBlue TextCaution:Navigational Tools in eI-9 serviceNameDescriptionCloseCloses the active windowHelpDisplays online helpHyperlinkNavigates to the specified componentLogoutExits the eI-9 serviceNextMoves to the next page of information.NotesOpens the notes related to a recordPreviousMoves to the previous page of information.PrintPrints the active recordDo not use your browser’s Back or Forward buttonsotherwise, you could lose data.to navigate through the eI-9 service;Special FieldsThroughout the eI-9 service, the following symbols indicate special fields.Component NameDescriptionArrowMoves list items in the indicated directionCalendarDisplays an electronic calendar for selecting a dateListLists a single value for a fieldLockedData cannot be modifiedRequiredIndicates that data in the field is mandatoryNavigating in the eI-9 Service9
eI-9 : New Hire’s Guide for the Classic User InterfaceGetting Help in the eI-9 ServiceIntroductionThroughout the eI-9 service, online help is available to assist you. This section explains how to use thehelp.Before You BeginBefore you can use online help, you must access the eI-9 service. For more information, see “CompletingSection 1 of the Form I-9” on page 14.Getting Help in the eI-9 ServiceTo get help in the eI-9 service:1. On any page in the eI-9 Service, click Help.A Help window is displayed with the eI-9 New Hire’s Guide.2. When you are through viewing the information, click CloseThe Help window is closed.10Chapter 2 :: Getting Started.
eI-9 : New Hire’s Guide for the Classic User InterfacePrinting InformationIntroductionWhile you are in the eI-9 service, you can print information for future reference. This section explains howto print information stored in the eI-9 service.Note:Product-specific print instructions are explained in the appropriate chapter.Before You BeginBefore you can print information stored in the eI-9 service, make sure the that printer is online andconnected to your computer. For more information about setting up your printer, see the printerdocumentation. In addition, thePrint button must be displayed.Printing InformationTo print information:1. On any page where the Printbutton is displayed, click Print.2. Select the printer, print range, and page handling.3. Click OK.Printing Information11
eI-9 : New Hire’s Guide for the Classic User Interface12Chapter 2 :: Getting Started
eI-9 : New Hire’s Guide for the Classic User InterfaceCHAPTER 3 ::eI-9 Section 1In This Section Completing Section 1 of the Form I-9OverviewAfter you accept a position at a company, you must complete the Form I-9 (Employment EligibilityVerification form). The Form I-9 verifies your identity and eligibility to work in the United States (U.S.).The Department of Homeland Security (DHS) U.S. Citizenship and Immigration Services requires thatall persons complete a Form I-9 after accepting employment. This chapter explains how you use ADP’seI-9 service to complete Section 1 of the Form I-9.13
eI-9 : New Hire’s Guide for the Classic User InterfaceCompleting Section 1 of the Form I-9IntroductionAfter you accept an offer of employment, you must complete a Form I-9 (Employment EligibilityVerification form). This section explains how to complete Section 1 of the Form I-9.When to Complete Section 1 of the Form I-9After you have accepted a job, but no later than your first day of work for pay.Before You BeginBefore you can electronically complete Section 1 of the Form I-9, you will receive either an emailmessage or other notification requesting that you complete the Form I-9. Access the ADP eI-9 service,Section 1 in one of the following ways: In the notification message that you received, click the following link to the ADP eI-9 service, Section1:Click here to complete eI-9 formOr In the Address box of your web browser, type the address of the ADP eI-9 service, Section 1, andpress ENTER.Or Log in to the
Welcome to ADP’s eI-9 service—a web-based software program that uses information technology to assist companies in establishing a person's identity and eligibility to work in the United States (U.S.). The U.S. Immigration Reform and Control Act (
