E-Verify FAQs

1 E-Verify faqs What is the E-Verify process ? Federal law requires every employer hiring an individual for employment in the United States to verify his or her identity and employment authorization through completion of Form I-9, or Employment Eligibility Verification. The E-Verify process electronically validates an employee s personal identification and employment verification documents ( passport, Social Security card, birth certificate, permanent resident card) against the Social Security Administration and Department of Homeland Security s databases. The entire process takes about 10 minutes to complete, with most records validated in only seconds.

2 Why is Time Warner Cable doing this now? In an ongoing effort to remain compliant with federal law, Time Warner Cable is reviewing and updating employment eligibility documentation for all employees hired between November 7, 1986 and December 16, 2009. Since December 17, 2009, all new employees to TWC have submitted their employment eligibility and verification information through an online employment verification system. Prior to that, employees completed their employment verification documents in hard copy during new hire orientation. TWC wants ALL employee records to be submitted using the online employment verification tool. This will ensure confidential employee information is maintained in a safe, secure database and will ensure TWC remains fully compliant with employment verification laws.

3 How many TWC employees does this affect? There are approximately 34,000 active TWC employees that were hired between November 7, 1986 and December 16, 2009. All of those employees will be required to log in to the employment verification system, complete a new Form I-9 and have the results validated by E-Verify . What do I have to do? You will receive two system-generated e-mails from the TWC employment verification system with a UserID, Access Codes and the system URL. Use the information in these e-mails to log in to the system and verify your personal information. Additionally, you will have to bring valid identification documents and present them to your local I-9 Administrator after verifying your personal information in the online system.

4 You will receive instructions in an e-mail from your local I-9 Administrator to complete this process . What do I do if I don t receive my OBS access code and password by e-mail? First, check your e-mail spam filter. If you don t see two e-mails there from the TWC Employment Verification System, please contact the TWC Employee Services Center at (877) 892-4372 or e-mail How do I get a replacement OBS access code and password by e-mail? Please contact the TWC Employee Services Center at (877) 892-4372 or e-mail Will I be required to provide a Social Security Number (SSN)? Yes, you will need to provide your SSN to TWC in order to complete a new Form I-9.

5 What if I don t have a Social Security Number or my card has not been updated with my name change? You will need to visit the Social Security Administration and either update your card or receive your SSN. Otherwise, your employment eligibility will not be verified and your employment will be terminated. What documents will I need to provide for E-Verify ? You must show accepted documentation to validate your identity and authorization to work in the You may bring either a List A document, or a combination of List B and List C documents to establish your identity and employment authorization. Click here to view the full list of acceptable employment eligibility documents.

6 NOTE: If you choose a document from List B, the document must contain a photo. What if I do not possess a List B document that contains a photo? You can provide an acceptable document from List A. If you do not have a document from List A or a photo ID, please contact your local I-9 Administrator immediately. Are there changes to the list of acceptable documents provided for employment eligibility? Yes, the biggest impact for TWC is that we can no longer accept expired documents and that List B documents must contain a photo. What if I don t have acceptable documentation to establish my identity or authorization to work in the Every employee is required to establish both their identity and authorization to work in the If you do not have current, unexpired versions of accepted documents, you will need to get copies as soon as practical.

7 How will I know if I am authorized to work in the United States? The employment documents you provide to your local I-9 Administrator will be entered into the E-Verify system and will be checked against records found in the Social Security Administration (SSA) and Department of Homeland Security (DHS) databases. Results should be instantaneous and if the information entered matches the information in the SSA and DHS databases, your result will be: Employment Authorized: which means you are authorized to work in the If the results do not match information in the databases, your results will be one of the following: SSA Tentative Non-Confirmation (SSA TNC): which means your Social Security Number could not be verified.

8 Therefore, you will be referred to SSA if you would like to contest your results of a SSA TNC. DHS Tentative Non-Confirmation (DHS TNC): which means the DHS was unable to verify your employment eligibility. Therefore, you will be referred to the DHS if you would like to contest a DHS TNC. DHS Verification in process : This response is returned when a non-citizen s information matches the information contained in SSA records, but does not match DHS records. This case is automatically referred to DHS for further verification, and you do not need to take action at this point. Who notifies me about a Tentative Non-Confirmation? It is TWC s responsibility to contact you as soon as possible to provide you with the opportunity to contest the TNC and resolve the discrepancy in your record.

9 The I-9 Administrator will notify you of the TNC by e-mail so that you may return to the OBS website. The e-mail will contain a link to access OBS and allow you to Contest or Not Contest the TNC. If you choose to contest a SSA or DHS TNC, you will be provided with a copy of the SSA or DHS Referral Letter generated by OBS. It is important to verify your accurate e-mail address to ensure you will receive the notification. Where do I find a SSA or DHS Referral Letter? The letter is generated out of OBS and e-mailed to you. If I contest a TNC, how long do I have to resolve the issue with the SSA or DHS? You will have eight government work days from the date you are notified of the TNC to identify whether you plan to Contest or Not Contest the TNC and visit/contact the SSA or DHS office.

10 SSA or DHS should update the final status within two government working days after the eight government work day time frame. What happens if I choose to Not Contest the TNC? A Not Contest is treated the same as a Final Non-Confirmation, and your employment is terminated immediately. When do I need to complete my Form I-9 and E-Verify ? Your local I-9 Administrator will set specific directions for your work location including the dates and times you can bring your document for verification. Please note, a list of employees that do not complete the required tasks according to their local plan will be provided to Operations Senior Leadership on a bi-weekly basis, until all exceptions are addressed.