HUMAN RESOURCES DEPARTMENT – COMPLIANCE CENTER & I-9 MANAGEMENT

HIRE XPRESS USER’S TRAINING

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The Compliance Center (also known as Hire Xpress) user’s training is required to obtain proper security access for you

to initiate a new employee’s hiring packet and complete I-9 verification for your department. For more in-depth

information, click on hyperlink for the NAU E-Verify instruction manual. For an easy to follow hiring process diagram,

click here. If at any time you need assistance during this training, please contact HR by calling 928.523.2223 or

emailing HR.Contact@nau.edu.

Through the NAU automated hiring packet, the employee will receive the welcome message via email, complete the

hiring packet with ease, make corrections and all of the notifications are sent electronically. The employee’s hiring

packet is submitted/uploaded electronically and stored in a top-rated secured system. Refer all Foreign National

Employees to the HR office for processing and remote employees must complete hard copy hire packet. Do not initiate

an electronic hire packet.

Steps to successfully establish an employee in PeopleSoft:

A. Initiate the hiring packet (PeopleSoft).

B. New Employee completes his/her hiring packet (NAU Employment Center).

C. Employee presents their employment identity and authorization documentation (Form I-9).

D. DHS Tentative NonConfirmation or SSA Tentative NonConfirmation review.

E. Requesting for your security access role using ePASS.

A. Initiate the hiring packet (PeopleSoft) - READ ONLY FOR TRAINING.

1. Log onto PeopleSoft (LOUIE) using your NAU credentials and navigate to Main MenuWorkforce

AdministrationPersonal InformationAdministrator HireXpressCreate Employee Hire Packet.

2. The most common errors are entering the employee’s SSN by transposing numbers or using the employee’s

telephone number. If this is the case, ask the employee to correct their SSN in their hire packet and the correct

SSN will upload into PeopleSoft.

3. The Anticipated Start Date must be as accurate as possible, within six months of the hire packet creation date.

This date will be reflected on the Form I-9 Start Date and it will drive as to when the Form I-9 Section 1 and

Section 2 must be completed.

4. Collect and enter the employee’s information:

a. First Name

b. Last Name

c. Social Security Number

d. Date of Birth

e. Department Number

f. Anticipated Start Date

g. Employee’s email address. .

5. If the employee is working out of state (outside Arizona), pre-approval procedures need to be followed and

there may be fee applicable.

6. To determine if the position is Safety/Security Sensitive, use the Safety/Security Sensitive Position

Identification Tool. Check mark the box to indicate if the position is Safety/Security Sensitive Position.

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7. You may use the former employee’s or student’s EMPL ID (seven digit student/employee identification

number) to conduct the search as well along with the Department Number, Anticipated Start Date and New

Employee’s Email Address:

8. Once the search criteria are completed, click the Search button (located at the bottom of the page).

a. No rows found - If the employee does not have a record in PeopleSoft, the message “No rows found” will

display. Click on the “Add New” button and PeopleSoft will add the new employee and generate his/her

EMPL ID number.

b. Single or Multiple Result(s) – If the employee has an existing record in PeopleSoft, the message will

display a single or multiple matches. To make the proper match, please ensure that the following

information matches: Social Security Number and Date of Birth. Click the Create Packet button.

9. Get assistance from HR if the SSN results in 999-99-9999 to prevent creating a duplicate EMPL ID.

10. When is a hiring packet required?

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a. Employee has not had an active NAU job in the past six (6) months.

b. PeopleSoft determines that a hiring packet is required upon clicking the Create Packet button.

11. Hire packet is not required if the pop-up message indicates it:

a. Employee has had an active NAU job in the past six (6) months.

b. A hiring packet has already been initiated (created) and it is pending to be completed by the employee.

c. Employee has a current active NAU job.

d. The SSN exists with another name. Check the employee’s name. Have they had a name change? If

necessary, get assistance from HR to prevent duplicate EMPL ID.

12. If message indicates a packet is not needed, generate an ePAR in PeopleSoft and background check (if

required). No other action is required at this time. For ePAR training, click here.

B. New Employee completes his/her hiring packet (NAU Employment Center)

1. Once the hiring packet is created for the new employee, PeopleSoft sends the information to the Compliance

Center. The “Welcome to NAU” email is auto-generated and sent to the employee which contains:

a. A link to the NAU Employment Center.

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b. User Name: The first two characters of employee’s first name and the first six characters of the

employee’s last name. The characters should all be lowercase and no spaces in between.

c. User Password Configuration: The last four digits of the employee’s Social Security Number and @NAU

(1234@NAU). NAU is all uppercase.

2. If the employee encounters technical difficulties, you may resend the “Welcome to NAU” email by logging into

the Compliance Center. Be sure to ask the employee to check their junk mail box as well. Refer to instruction

for I-9 below.

3. To reset your’ s or employee’s password, please contact HR at HR.Contact@nau.edu or call 928.523.2223 for

assistance.

4. The new employee will log into the NAU Employment Center and complete his/her hiring packet forms, then

click the Log in button. Once logged in, the employee will need to reset his/her password.

5. To prevent delays in the hiring process, the employee must complete all 16 pages of the hiring packet at

his/her earliest convenience. The employee can make changes or corrections to the hiring forms until the

Form I-9 is completed.

6. Once the Form I-9 is processed, the employee’s hire packet is completed and it will load into PeopleSoft during

the next data file upload. So it is important to enter all information as accurately as possible.

7. As required by USCIS, Form I-9 Section 1 should be completed by the employee no later than the first day of

employment start date and Form I-9 Section 2 must be complete by the department or HR no later than the

third business day of the employee’s start date.

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8. As part of the hiring packet’s Final Instructions, the employee is instructed to physically present their

unexpired original employment identity and authorization documentation to their hiring department or HR

office. You may provide a list to the employee of the acceptable documentation and you cannot ask them to

bring specific document(s).

9. Once the hiring packet is completed by the employee, the staff who initiated the hiring packet will receive an

email notification.

10. At this point, initiate the background check if the employee is in a Safety/Security Sensitive Positon or he/she

has disclosed a conviction.

11. You will be able to view all employees with new hiring packets under your department in the Compliance

Center so that you can track their completion progress.

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C. Employee presents their unexpired original employment identity and authorization documentation to complete

Form I-9 Section 2.

STOP – if you are hiring a foreign national employee, please sent them to HR for processing.

Completing the Form I-9 Section 2 is an important responsibility and you play an important role in verifying the

new employee’s identity and the right to work in the United States. To avoid delays or adverse action on the

employment process, ensure completeness and accuracy of the employee’s information. Form I-9 Section 2 must

be completed by the department or HR no later than they third business of the employee’s anticipated start date.

For example, the employee’s start date is Monday, then the Form I-9 Section 2 must be completed on or before

Thursday.

The Federal Law requires that all employees need to establish identity and employment eligibility by completing

Form I-9 Employment Eligibility Verification. This process verifies the new employee’s name, Social Security

Number, date of birth and work status (for foreign national employees) with the Social Security Administration

and Department of Homeland Security. For more information about the law, please visit http://www.uscis.gov.

By the State of Arizona provision, all Arizona employers must participate in E-VERIFY.

Employees have the right to present any acceptable documentation to complete Form I-9. Employers may not

require an employee to present a specific document. Employers must accept the documents the new employee

chooses to present as long as they appear to be genuine and relate to the person presenting them. Otherwise,

employers may violate federal law prohibiting discrimination in the verification process.

1. Log onto the Compliance Center using your Compliance Center user credentials. Add the webpage to your

favorites for quick access.

a. Enter NAU Employer Code – 13881 and click the Continue button.

b. Enter User ID (seven digit EMPL ID) and PIN. All Hire Xpress User’s first login password is the default

password which is the last four digits of your SSN number and your four digit year (12341965) and you will

be required to change your password on first login. For password assistance, contact

HR.Contact@nau.edu.

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2. Once you are logged into the Compliance Center:

a. Use the left menu and select “Lookup” to search/locate your employee.

b. Enter the employee’s first name and last name and/or enter the last four digits of the SSN, then click

“View”. When the correct employee appears, click on the employee’s name that is a hyperlink to open

the Summary page.

c. The employee must be physically present at your office when he/she is presenting their unexpired original

documentation. Do not accept any photocopy, faxed, emailed or photo on smartphones as acceptable

documentation.

d. Familiarizing yourself with the acceptable documentation is a good business practice. If you question

whether the documentation is acceptable or authentic, immediately contact HR for assistance at

928.523.2223.

e. On the Summary page, there are three actions that you can perform.

1) You can Resend Invitation to the employee to complete his/her hiring packet.

2) You can print the ACA letter if the employee selected to get a paper copy.

3) You can complete the Form I-9.

f. Notice that the Workflow Status is “New Hire Documents Complete” and the I-9 status is “Pending”. In

the Created by row, your name will appear.

g. **Note: The Start Date is populated from the Anticipated Start Date you entered for the new employee

on their hire packet in PeopleSoft. Again, Section 2 must be completed no later than the third business

day of the employee’s anticipated start date. The Creation Date is the day you created the Hire Packet.

h. Click the Complete I-9 button, see image below in the next page:

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6. The Section 2 – Employer Review and Verification page will display.

a. The employee’s name will auto-populate along with the Anticipated Start Date, which is the Start Date you

entered on the new employee’s hire packet. You may change the date if necessary, but it must be within 6

months or else the system will not allow you to move forward to complete the Form I-9.

b. Visa Type – do not use, unless for Permanent Resident Cards. This option will not be active if Permanent

Resident was not selected as Citizenship status on Form I-9 Section 1. If the employee has a Permanent

Resident Card, select that from the drop down menu. Refer all foreign national employees to HR office

for processing.

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c. List A – will be covered later in the training. This is for photo matching document such as

Passports/Passport Cards or Permanent Resident Cards.

d. List B and List C – the most common used documents are driver’s licenses and unrestricted social security

cards. From the drop down menu, select the applicable documents. Click on this hyper link for acceptable

documentation for employment authorization. You can accept a receipt for the application for

replacement of a lost, stolen or damaged employment authorization document.

If an employee presents a restricted Social Security card upon reverification (a card that includes one

of the following restrictions on its face: Not valid for employment, Valid for work only with INS work

authorization, Valid for work only with DHS authorization, you must reject the restricted Social Security

card, since it is not an acceptable Form I-9 document, and ask the employee to choose different

documentation from List A or List C of Form I-9.

DO NOT USE!!

e. If a receipt is used, please mark the Receipt box and inform the employee he/she has 90 days to present

their original copy to HR. If the employee presents a receipt for driver’s licenses, it must bear a photo

because NAU is an E-VERIFY participant. You cannot accept receipts if employment will last less than 3

days.

This receipt is valid for 90 days from the date of hire (meaning, first day of work for pay) or in the case

of reverification, 90 days from the date employment authorization expired. Within 90- days, the

employee must show you the replacement document for which the receipt was given.

f. You can select Employee terminated before completing I-9, if your employee has opted not to seek

employment with NAU.

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7. Once all options are completed and selected, click “Continue”.

8. Section 2 – Employer Review and Verification continues:

a. Enter the issuing authority.

b. Enter the document number.

c. Enter the expiration date.

d. Double check the social security card number against the original document and check mark the box. See

the Warning! And Click Continue.

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9. As soon as you record the employee’s information in Form I-9 section 2, the Compliance Center will

automatically perform an E-VERIFY verification.

10. If the employee’s social security number does not match, cancel the process and have the employee make any

necessary corrections in the NAU Employment Center if the I-9 has not been processed yet or use the

“Review/Change Section 1 Information” link to update any information.

11. Within each window you navigate, there are blue hyperlinks for a sample copy of the document you are using

and you can click on them to ensure accuracy. Always read the warnings the pages display.

12. The system will return a summary. Check to be sure the information is all correct, especially the employee’s

legal name, social security number, date of birth or passport/passport card information. To change any

information in Section 1, click on the blue hyperlink, Change Information.

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13. Employer Electronic Signature:

a. Read the information, check the certification statement box, enter your password and click Continue.

14. On the Employee Detail page, the two messages will indicate that I-9 has been added successfully and

Employment Authorized.

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15. The E-VERIFY process is completed. Notice the Current Status is Employment Authorized. The message

indicates that you can now close the case. Be sure to click the Close Case button. If the case is not closed,

your employee’s Form I-9 will end up in the E-VERIFY Issue folder.

a. Employment Authorized – means that the employee has the right to work in the United States. No further

action is required by the employee.

b. You can also view the employee’s Original I-9 by clicking on the blue hyperlink in the I-9 History box at the

bottom. This option will cease after three business days of the I-9 completion. c. Click Close Case button.

16. The Select Case Closure Option will display – Make your selection for “Is the employee currently employed?”

a. Yes the employee continues to work after receiving Employment Authorization.

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17. Click the Back button for review:

18. Form I-9 Processing using List B and List C is completed.

19. E-Verify's photo matching is an important part of the employment eligibility verification process. It requires

the employer to verify that the photo displayed in E-VERIFY is identical to the photo on the document that the employee presented for section 2 of Form I-9. Other documents with photos (such as driver’s license) will not activate photo matching. Photo matching is activated automatically if an employee has presented his or her Form I-9 a:

a. I-551, (Permanent Resident Card) b. U.S. passport or passport card

20. If no photo is available, the case will either automatically skip photo matching or “No Photo on this

Document” may display in place of a photo. A photo displayed in E-VERIFY should be compared with the photo

in the document that the employee has presented and not with the face of the employee. If an employee

presents a Permanent Resident Card or U.S. passport or passport card as the verification document, the

employer must retain a copy of that document and keep it on file with Form I-9. HR will fulfill this part of the

process.

21. If the photo displayed on the E-VERIFY screen does not match the photo on the employee’s document, the

employee will receive a “DHS Tentative Nonconfirmation” (TNC) and must be given the opportunity to correct

the problem. If the employee chooses to contest the TNC, the employer must either attach and submit

electronically a copy of the employee’s photo document or mail a copy of the employee’s document to DHS

via express mail at the employer’s expense.

22. Employees have the right to present any acceptable documentation to complete Form I-9. Employers may not

require an employee to present a specific document. Employers must accept the documents the new

employee chooses to present as long as they appear to be genuine and relate to the person presenting them.

Otherwise, employers may violate federal law prohibiting discrimination in the verification process.

23. For tutorial video on photo matching document processing click here.

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24. LIST A – Passport/Passport Card processing or Permanent Resident Card: Never use a receipt.

25. Enter the Passport/Passport Card number and Expiration Date and click Continue.

26. Read the instructions, check mark the certification statement box, enter your password and click Continue.

27. With LIST A document sometimes you will receive this Initial Verification not processed message, please click

on the Refresh button for a result

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28. E-VERIFY Photo Matching processing - Click the Photo Matching button to process the passport/passport

card photo e-verification.

29. Ensure that the passport/passport card photo matches the photo in the system. Mark the radio button “Yes”

and click Continue. If photo does not match, mark the radio button “No” and immediately contact HR at

928.523.2223. Please disregard the instruction on retaining, scanning and attaching. This message is system

generated and it does not align with HR instructions.

30. The employee’s status is “Photo matched” and “Employment Authorized”, but this does not mean the case is

ready to be closed. Notice that the “Close Case” button is not activated. Click “Back” to review the I-9. Please

disregard the instructions on retaining, scanning and attaching the document. This message is system

generated and it does not align with HR instructions.

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31. If you receive a DHS Tentative NonConfirmation or SSA Tentative NonConfirmation results, please contact HR

for immediate assistance. Do not close the case. Both the employer and employee have responsibilities

when E-Verify returns an "SSA TNC" or “DHS TNC” result.

32. Email a photocopy of the employee’s passport/passport card (or Permanent Residence Card) directly to

HRI9.Passport@nau.edu from your encrypted scanner/printer. HR will attach/upload the document and close

the case.

33. The employee’s completed hiring packet will be uploaded into PeopleSoft (LOUIE) during the scheduled data

file uploads to Equifax.

34. You can submit the ePAR for the employee so that the HR Payroll Team can process the employee.

35. For more information please visit the Automated Hiring Packet webpage or contact HR.Contact@nau.edu.

D. DHS Tentative NonConfirmation or SSA Tentative NonConfirmation – contact HR immediately for assistance.

1. SSA Case Incomplete – this means that the SSN that the employee provided is incorrect and it does not match

the Social Security Administration’s records, but the used another form of acceptable documentation to

complete their I-9. You can have the employee present their original SS card to Review/Edit and correct the

SSN before the employee leaves.

2. SSA Tentative NonConfirmation – An "SSA Tentative Nonconfirmation (TNC)" results when the information entered in E-VERIFY does not initially match Social Security Administration (SSA) records. An "SSA TNC" does not necessarily mean that the employee is not authorized to work in the United States. An "SSA TNC" case result may occur because the employee's: Citizenship or immigration status was not updated with SSA Name change was not reported to SSA Name, Social Security number or date of birth is incorrect in SSA records SSA record contains another type of mismatch Information was not entered correctly by the employer

The employer must notify the employee of the SSA TNC and the employee must decide whether to contest or

not contest the result. If they chose not to contest, they must be terminated immediately. If they contest, the

employer refers the case to Social Security Administration and the employee must visit the SSA local office or

call them. The employer will received an update electronically of the updated result and employer closes the

case. Or simply, the employee can present the original SS card to resolve this issue.

3. DHS Tentative NonConfirmation – A "DHS Tentative Nonconfirmation (TNC)" results when the information entered in E-VERIFY does not initially match U.S. Department of Homeland Security (DHS) records. A "DHS TNC" does not necessarily mean that the employee is not authorized to work in the United States. A "DHS TNC" case result may occur because the employee's:

Name, A-number, I-94 number and/or foreign passport number were recorded incorrectly in DHS records.

U.S. Passport, Passport Card, driver’s license or state ID card information could not be verified.

Information was not updated in the employee's DHS records.

Citizenship or immigration status changed.

Record contains another type of error.

Information was not entered correctly by the employer

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The employer must notify the employee of the DHS TNC and the employee must decide whether to contest or

not contest the result. If they chose not to contest, they must be terminated immediately. If they contest, the

employer refers the case to Social Security Administration and the employee must visit the SSA local office or

call them. The employer will received an update electronically of the updated result and employer closes the

case. The second type is caused by a photographic mismatch, meaning the employer indicated that the

photograph displayed by E-Verify did not match the photograph on the employee's document. If the employee

contests this type of TNC, the employer must either scan and upload an image of the document or send a copy

of the document via express mail at the employer's expense.

4. DHS Case Incomplete – this means that the List A document such as Passport number or Permanent Resident

Card number (or Expiration date is incorrect) that the employee provided does not match the Department of

Homeland Security’s records when matched against their Name, SSN or Date of Birth.

5. DHS Verification in Process – The case is referred to DHS for further verification. No action is required by

employer at this time. DHS will respond to most of these cases within 24 hours, although some responses may

take up to three federal government work days.

6. DHS or SSA Case in Continuance – the employee has visited an SSA field office or contacted DHS, but more

time is needed to determine a final case result.

7. DHS or SSA Final NonConfirmation – E-VERIFY cannot verify an employee’s employment eligibility after the

employee has visited SSA or contacted DHS. The employee must be terminated immediately.

8. DHS No Show – the employee did not contact DHS within the required eight federal government workdays.

The employee must be terminated immediately.

9. Error: Close Case and Resubmit – the case cannot continue because the expiration date entered for the

employee’s passport, passport card or drivers license is incorrect. This case must be resubmitted in E-VERIFY.

E. Requesting for your security access role with ePASS.

10. Complete the Compliance Center User Training Completion Form. Signature are required by you and your

supervisor before attaching to the ePASS.

11. Gaining Access to PeopleSoft (LOUIE) and Compliance Center:

a. Log onto ePASS home page in PeopleSoftMain MenuSelf ServiceePASS Home Page.

b. Enter the Business Need - To initiate new employee’s hiring packet for my department and complete the

employee’s Form I-9.

c. Enter the requested security role name, NAU_HR TALX Dept Manager.

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d. Read the message for the training requirement. Attaching your Compliance Center User Training

Completion Form is required.

e. Form messages – read and check mark both boxes and from the drop down menu description, select

Security Documentation, then click Upload.

f. Click Choose Filelocate your saved Compliance Center User Training Completion Form and click upload.

g. Under the Attachment Id you will see your document attached. Click the View button to view your

document.

h. Click Submit button. Done.

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i. Depending on the ePASS processing time, you will be able access both LOUIE and Compliance Center

within a few days. You will receive an email notifications along the process.

j. Log into the Compliance Center and change your password before initiating a hiring packet. The

Compliance Center must recognize you as a user before it will accept hiring packets from you.

3. Congratulations, you have successfully completed the Compliance Center training.