Virtual In-Processing: I-9 and SF-61 Overview

This overview details the new virtual I-9 and SF-61 in-processing process, managed by HR On-boarding staff through USA Staffing Onboarding. As of February 13, 2022, new hires complete the I-9 and SF-61 virtually before their first day, streamlining the onboarding experience. The process eliminates the need for physical signatures, ensuring speed, security, and accuracy. Supervisor and employee expectations are outlined, emphasizing the importance of preparation for the virtual meetings. HR Onboarding staff are tasked with guiding employees through the necessary steps and verifying documentation.

• Virtual In-Processing
• I-9
• SF-61
• HR Onboarding
• USA Staffing

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1. I-9 and SF-61 Virtual In- Processing Overview of the new virtual I-9 and SF-61 process, handled by the HR On-boarding staff through USA Staffing Onboarding

2. Introduction Previously, hiring managers or designated administrative staff were responsible for completing the I-9, Employment Eligibility Verification and SF-61, Oath of Office forms on a new employee s first day of work. As of February 13, 2022, HR On-boarding staff now work with new hires prior to their first day of employment to ensure all necessary information pertaining to the I-9 and SF-61 are uploaded into USA Staffing Onboarding. On the new employee's first day, HR Onboarding staff, and the new employee, complete the I-9 and SF-61s virtually, eliminating the need to download, wet sign and re-upload SF-61 and I-9 forms. This new process will allow for a more expedient, secure, and accurate onboarding experience. Onboarding: I-9 and SF-61 In-Processing 03/30/2022 Pg. 1

3. Supervisor Expectations Be aware that HR On-boarding staff will be contacting the new employee and assigning new tasks the week before the employee is due to arrive. Be aware that this meeting will take place sometime during the new employees first day of work Supervisors do not need to attend this meeting. Facilitate new employee computer access, if necessary. E.g., lend employee a computer with MS Teams or let employee use conference room as they call into the meeting on their cell phone Onboarding: I-9 and SF-61 In-Processing 03/30/2022 Pg. 2

4. Employee Expectations Before the I-9 and SF-61 Meeting Receive invitation to the First Day In- Processing: SF- 61 and I-9 Verification meeting. Notify HR Assistant of any scheduled conflicts to the meeting (i.e., PCS movers) How to contact the appropriate HR Assistant Upload acceptable ID documents to USA Staffing for the I-9. List of acceptable I-9 ID documents Have access to a laptop, tablet or cell phone with a camera and MS Teams. During the I-9 and SF-61 Meeting Mute mics unless told otherwise. When called upon, turn on camera for HR to verify your face against the uploaded ID documents. Participate in the Oath of Office Swearing in Ceremony After the I-9 and SF- 61 Meeting Wait at least 30 minutes, then access USA Staffing and sign the SF-61 form, as well as all other assigned forms. The SF-61 form will need to be completed before COB of employees first day of work 03/30/2022 Pg. 3 Onboarding: I-9 and SF-61 In-Processing

5. HR Onboarding Expectations Before Employees 1st Day of Work Send First Day In- Processing: SF-61 and I-9 Verification invitation to new employees (cc supervisors) Send notification to new employee through USA Staffing with instructions on uploading the I-9 acceptable ID documents. During the I-9 and SF- 61 Verification Meeting Verify that the uploaded I-9 ID documents match the new employees face as shown on camera. Administer the Oath of Office to new employees Share an American flag on screen, instruct employees to stand, raise their right hand, and repeat after you. Remind employees to complete all documents within USA Staffing following the meeting After the I-9 and SF-61 Verification Meeting Issue the SF-61 form to the new employee through USA Staffing. Enter the I-9 documents in USA Staffing and sign the completed I-9 document. Once employee has signed the SF-61, sign and complete before COB of employees EOD. Work with any employees unable to attend initial SF-61 and I-9 meeting. Onboarding: I-9 and SF-61 In-Processing 03/30/2022 Pg. 4

6. Thank you JAO HR Onboarding Update: New Employee In- Processing JAO HR Onboarding Contacts JAO HR On-boarding Sharepoint Site Onboarding: I-9 and SF-61 In-Processing 03/30/2022 Pg. 5