Electronic signature for and electronic system and method for employment eligibility verification
A computer system and method is disclosed for paperless Form I-9 processing, and for automating employment eligibility verification. The system and method displays a series of screens with fillable fields configured to receive immigration information. After substantial completion of the fillable fields by a user, the system displays an affirmation screen with affirmation language necessary to meet a statutory requirement for a valid electronic signature and an interface element affirming such language. Only after the interface element has been actuated is a file containing the completed fillable fields marked with an indication that the file has been electronically signed. The employment eligibility verification aspects disclosed utilize a database and server architecture to receive information provided on an electronic I-9 or other electronic employment eligibility form and perform computerized employment eligibility verification queries with the Federal Government. Scanned documents such as paper I-9s may be uploaded, indexed, tracked, and otherwise processed.
1. A process for performing computerized employment authorization queries with a federal governmental entity, the process comprising:
providing a first database for storing a record for the person;
providing an electronic form having at least one variable to be entered;
storing the at least one variable in the record in the first database;
transmitting the at least one variable to a remote federal government system having a federal government database and employment eligibility information;
receiving an indication, from the remote federal government system, that the person corresponding to the at least one variable is legally eligible for employment, the indication based on:
the at least one variable sent to the remote federal government system determined to be valid by the remote federal government system; and
the at least one variable sent to the remote federal government system subsequently determined to indicate the person is authorized by the remote federal government for employment;
providing a first authorization interface for receiving the person's electronic signature, the first authorization interface comprising:
a first user interface element for obtaining the person's electronic signature; and
a second user interface element for enabling the person to withdraw a certified electronic signature previously entered by the person;
receiving data transmitted by a signature server, said data confirming verification by the signature server of the person's electronic signature;
displaying an electronic signature authentication receipt of said verification;
providing a second authorization interface for receiving a preparer's electronic signature, the second authorization interface comprising:
a first preparer interface element for obtaining the preparer's electronic signature via username and password;
a second preparer interface element for obtaining an electronic instant signature from the preparer; and
a third preparer interface element for calling an account management interface having a first account management interface element for creating an electronic signature account, and a second account management interface element for managing the electronic signature account;
providing a third authorization interface for receiving an employer's electronic signature, the third authorization interface comprising:
a first employer interface element for obtaining the employer's electronic signature via username and password;
a second employer interface element for obtaining an instant signature from the employer; and
a third employer interface element for calling the account management interface; and
determining an expiration date for legal eligibility for employment of the person based on at least some information stored in the record in the first database.
2. The process of claim 1 wherein the interface element is a button configured to cause the electronic form to be electronically signed.
3. The process of claim 1 wherein the at least one variable is an alien verification number.
4. The process of claim 1 wherein the person's electronic signature comprises an E-Sign Act and DHS interim rule for electronic signature and storage for a Form I-9 Employment Eligibility Verification compliant electronic signature.
5. The process of claim 1 further comprising transmitting a second indication that the person is legally eligible for employment based on the receipt of the indication from the system that the person corresponding to the at least one variable is legally eligible for employment.
6. The process of claim 5 further comprising a web-based interface programmed to allow a parameter to be sent as a query string or as a form post.
7. The process of claim 5 further comprising a web-based interface, wherein the second indication is transmitted via the web-based interface.
8. The process of claim 5 wherein the second indication is an automatically generated electronic mail message.
9. The process of claim 1 further comprising verifying the at least one variable of the electronic form is validly entered.
10. The process of claim 9 wherein the verifying the at least one variable of the electronic form is validly entered comprises preventing technical errors while the at least one variable of the electronic form is being entered.
11. The process of claim 9 wherein the verifying the at least one variable of the electronic form is validly entered comprises identifying technical errors while the at least one variable of the electronic form is being entered.
12. The process of claim 1 further comprising providing a web-based interface, wherein the electronic form having at least one variable to be entered is accessed via the web-based interface.
13. The process of claim 1 further comprising:
receiving payroll information for the person; and
automatically verifying and formatting the payroll information to comply with government technical specifications.
14. The process of claim 1 further comprising:
receiving an image file of a document; and
associating the image file of the document with a record for a person stored in the first database.
15. The process of claim 14 further comprising:
receiving a batch upload of multiple image files; and
associating each of the multiple image files with one or more records for persons stored in the first database.
16. The process of claim 1 further comprising:
receiving an uploaded payroll file;
auditing the electronic form;
storing results based upon the auditing of the electronic form;
generating a report for the based upon the auditing of the electronic form;
generating a recommendation based upon the auditing of the electronic form; and
transmitting the report and the recommendation.
17. A system for performing computerized employment authorization queries with a federal governmental entity, the system comprising:
an electronic form having at least one variable to be entered by a user, the electronic form configured to verify valid entry of the at least one variable by the user;
a first database for storing of a record for the person, the first database configured to store the at least one variable in the record for the person; and
a processor configured to:
transmit the at least one variable to a remote federal government system containing employment eligibility information,
receive an indication, from the remote federal government system, that the person corresponding to the at least one variable is legally eligible for employment, the indication being based on:
the at least one variable determined to be valid by the remote federal government system, and
the at least one variable subsequently being determined to indicate that the person is authorized by the remote federal government system for employment,
provide a first authorization interface for receiving the person's electronic signature, the first authorization interface comprising:
a first user interface element for obtaining the person's electronic signature; and
a second user interface element for enabling the person to withdraw a certified electronic signature previously entered by the person;
provide a second authorization interface for receiving a preparer's electronic signature, the second authorization interface comprising:
a first preparer interface element for obtaining the preparer's electronic signature via username and password;
a second preparer interface element for obtaining an electronic instant signature from the preparer; and
a third preparer interface element for calling an account management interface having a first account management interface element for creating an electronic signature account, and a second account management interface element for managing the electronic signature account;
provide a third authorization interface for receiving an employer's electronic signature, the third authorization interface comprising:
a first employer interface element for obtaining the employer's electronic signature via username and password;
a second employer interface element for obtaining an instant signature from the employer; and
a third employer interface element for calling the account management interface; and
determine an expiration date for legal eligibility for employment of the person.
18. A process for providing processing of an immigration form, comprising:
displaying a first screen having a fillable field for receiving immigration information;
displaying, after receipt of the immigration information via the first screen, a first authorization interface for receiving a person's electronic signature, the first authorization interface comprising:
a first user interface element for obtaining the person's electronic signature; and
a second user interface element for enabling the person to withdraw a certified electronic signature previously entered by the person;
displaying a second authorization interface for receiving an employer's electronic signature, the second authorization interface comprising:
a first employer interface element for obtaining the employer's electronic signature via username and password;
a second employer interface element for obtaining an electronic instant signature from the employer; and
a third employer interface element for calling an account management interface having a first account management interface element for creating an electronic signature account, and a second account management interface element for managing the electronic signature account;
marking a file as electronically signed based upon an interaction with one of the first user interface element, the first employer interface element, or the second employer interface element;
receiving a notification of whether the person is eligible for employment based upon the immigration information, the notification based on the immigration information being both valid and the immigration information determined to indicate authorization for employment of the person;
determining an expiration date for a grant of work authorization for the person; and
updating the expiration date for the grant of work authorized based upon receipt of a reverification document.
19. The process of claim 18 further comprising displaying an interface configured to allow association of an attached document with the file.
20. The process of claim 19 wherein the attached document is a scanned image.
21. The process of claim 18 wherein the first user interface element comprises a button associated with a label indicating that interaction with the button will cause an electronic immigration form to be signed.
22. The process of claim 18 further comprising storing user consent information for use in a plurality of electronic immigration forms, wherein a consent statement need not be executed each time one of the plurality of electronic immigration forms is processed.
23. The system of claim 18 wherein determining the expiration date is based on information entered by a user to the electronic form.
24. The system of claim 17 wherein the expiration date for legal eligibility for employment of the person is based on at least some information stored in the record of the first database.
25. A process for performing computerized employment authorization queries with a federal governmental entity, the process comprising:
providing a first databased for storing a record for the person;
providing an electronic form having at least one variable to be entered;
storing the at least one variable in the record in the first database;
determining the at least one variable is valid;
transmitting the at least one variable to a remote federal government system having employment eligibility information;
receiving an indication, from the remote federal government system, that the person corresponding to the at least one variable is legally eligible for employment, the indication based on the at least one variable sent to the system determined to indicate the person is authorized by the remote federal government system for employment;
providing a first authorization interface for receiving the person's electronic signature, the first authorization interface comprising:
a first user interface element for obtaining the person's electronic signature; and
a second user interface element for enabling the person to withdraw a certified electronic signature previously entered by the person;
receiving data transmitted by a signature server, said data confirming verification by the signature server of the person's electronic signature;
providing a second authorization interface for receiving a preparer's electronic signature, the second authorization interface comprising:
a first preparer interface element for obtaining the preparer's electronic signature via username and password;
a second preparer interface element for obtaining an electronic instant signature from the preparer; and
a third preparer interface element for calling an account management interface having a first account management interface element for creating an electronic signature account, and a second account management interface element for managing the electronic signature account;
providing a third authorization interface for receiving an employer's electronic signature, the third authorization interface comprising:
a first employer interface element for obtaining the employer's electronic signature via username and password;
a second employer interface element for obtaining an instant signature from the employer; and
a third employer interface element for calling the account management interface; and
determining an expiration date for legal eligibility for employment of the person based on at least some information stored in the record of the first database.