Login/Passwords

I forgot my password for TALX I-9 Management. How do I get it reset?

Please contact one of our Human Resources TALX I-9 Management SuperUsers: Connie Nolan, Rebecca Semm, or Elaine Reff. Payroll and OIT cannot reset your password.

Paper I-9 Forms

What happens to the paper I-9s I have sent to Human Resources? Have they been converted to the electronic form?

No. Existing paper I-9s will not be converted into the TALX I-9 Management. If you need to complete an I-9 for a rehire or reverification then you will need to use TALX I-9 Management. Human Resources stopped accepting paper I-9s with new employees hired on or after 5/1/2011.

Timeline for Completing I-9s

How soon after employment begins do we need to have the I-9 finished?

I-9s must be completed within three business days after the employee begins working for pay. For example, if the employee began working on Monday, then the I-9 must be completed by Thursday.

Our department just hired an employee whose first day will not be for several months. Can they complete an I-9 prior to their first day of paid employment?

Yes. If your department has a signed offer letter from the employee then the employee can complete section 1 and your department can complete section 2 of the I-9. The “Employment Start Date” will be the future hire date. The I-9 must be fully completed within three days of their first day of paid employment. Do not start Section 2 of the I-9, unless you have all the employee’s documents required to fully complete the I-9.

Can we complete an I-9 before the appointment transaction is complete through the HRMS Web Contracts system?

Yes.

What if the employee completes Section 1 of an I-9 and the employee never shows up for work?

Find the employee in the Pending list, and utilized the “Employee Terminated before completing I-9” radio button at the bottom of the Employee Review and Verification page.

How long is the I-9 kept in I-9 Management?

I-9s are active employees are always on file. For terminated employees the I-9 remains on file either one year after the termination date or three years after the hire date, whichever is greater. I-9s for active employees are always on file.

Applying for SSN?

How does an employee complete an I-9 if they are a nonresident and have only a temporary SSN that starts with 000 or 999?

Do not use temporary SSNs in I-9 Management. Instead, click the “SSN Applied For” radio button in Section 1 and proceed with Section 2. Once the employee has a valid SSN then use the I-9 Management Quick Search box to find the SSN Applied For I-9s, choose the employee’s I-9, and click the Section 3 button. Add the SSN and click Continue. If you accidentally use a temporary or incorrect SSN then use the Search for Employee menu option to find the I-9. Click Section 3, then Mark SSN as Bad. Click Continue. Repeat this process only now click Edit SSN and fill in the correct social security number and continue.

Using I-9 Express

Do I need to complete an I-9 for someone who is currently working?

No. An I-9 should NOT be completed for anyone who has been continuously employed since before 11/6/1986.

We hired a new employee who has been a UNLV employee in other departments. Do we need to complete a new I-9?

If there has been no break in service, then no new I-9 is needed. No I-9 should be completed for anyone who has been continuously employed since before 11/6/1986.

Can we complete Section 1 of the I-9 for an employee?

No. The employee must complete Section 1 of the I-9.

What do the links in the Quick Search box mean?
  • Pending: Uncompleted I-9s. Pending I-9s are purged after 180 days.
  • Reverification Due: Email notification is sent 120 days prior to the expiration of work authorization.
  • SSN Applied For: Employees must provide their SSN within 90 days.
  • E-Verify Issues: For select employees assigned to a federal contract.
If I leave my desk and forget to log out of TALX I-9 Management, will it time out on its own?

Yes. I-9 Management will time out after 16 minutes of non-use.

Currently my Department does not use E-Verify but we were contacted by DSP that we have received a Federal Contract with the FAR Clause – how do we access E-Verify?

For a new department that will need to start e-verifying employees due to a first time federal contract with the FAR clause, the department HR rep will need to send an email to the Human Resources SuperUsers (Connie Nolan, Rebecca Semm, Elaine Reff, Erika Williams, Elora Paik with a cc to Jen Martens) indicating they have a new federal contract and need to have the department set up for e-verify processing. HR will then contact the Office of Sponsored Programs to confirm the new federal contract and then contact IMFO to have the location file changed to reflect the new requirement for that department.

How do I receive training on the new TALX I-9 Management application?

Human Resources has developed a set of Power Point presentations and FAQs to train employees who are required to complete I-9s.

Reverifications/Rehires

What do I need to do with a rehire situation?

If an I-9 resides in TALX I-9 Management, then use Section 3 to update the hire date. If the I-9 is not online, then a new I-9 is required and should be completed in I-9eXpress.

How do I reverify an employee for whom a paper I-9 was completed?

The employee will have to complete a new I-9 using TALX I-9 Management. Once an electronic I-9 exists then you can use Section 3 for reverifications.

How do I reverify an employee when I used a version of the I-9 form that is now expired?

You can still use the Section 3 button for reverifications. TALX I-9 Management will update the form automatically to the current version.

What if an employee’s name changes?

You do not need to complete a new I-9 or reverify an existing I-9 due to a name change. However, if you are an E-Verify department then the name on the I-9 must match SSA or DHS records. If you have a rehire and the employee changed his/her name then complete a new I-9 with the current name.

Documents

Can I scan employment eligibility documents and attach them to the electronic I-9?

No. TALX I-9 Management does not accept attachments. Attaching documents creates liability for UNLV and is not required for compliance. It can also create extra cost to the University of Nevada, Las Vegas for document storage.

I have an employee who did not have his/her social security card but instead showed me a receipt letter from the Social Security Administration. Can I use this?

Yes. Receipt letters for social security card replacements can be used in TALX I-9 Management under List C. This gives the employee 90 days to present the official document to you. When the employee presents the social security card then use the Search for Employees link to find the I-9, then click Section 3. Choose the Social Security Account Number Card Authorized for Employment to update List C.

I was presented with a birth certificate with no document number. How do I fill in the Document # field?

Type “No document number” or something similar. The I-9 can still be completed without it.

Reverification and Evidence of Status for Certain Categories Lawful Permanent Residents

Employees who attest to being a lawful permanent resident in Section 1 of Form I-9 may choose to present a valid Form I-551, Permanent Resident Card, for Section 2 (or Section 3, if applicable).A lawful permanent resident is not required to do so, however, and instead may choose to present a List B and List C document combination, e.g., state-issued driver’s license and unrestricted Social Security card.

Questions?

Send an email to:
connie.nolan@unlv.edu
rebecca.semm@unlv.edu
elaine.reff@unlv.edu