Collect and Process Worker Hire Package

Required Forms

1. Employee Agreement
2. Employee Information Sheet
3. Federal Form W-4 and Instructions (F/EA prefers to receive this completed form, but if form is not submitted, F/EA will withhold Federal Income Tax at the highest rate of Single with 0 Allowances)
4. USCIS Form I-9

1. Check for the "Date Received" stamp.
2. Find the Worker Hire Package Forms Checklist

• Compare each form received against the boxes checked as completed and submitted by the participant.
  
• At the bottom of the Quality Check form write in:
• -the participant #
• -F/EA staff name and date, and
• -applicable information regarding each form

3. Continue with verification process.
4. Review the first form

• Ensure that the following information is complete:

<<Insert requirements for quality check here>>

6. Review Form W-4
7. Ensure that the following information is complete:

•  Box 1, First Name, Last Name (of Worker) and address
•  Box 2, Social Security Number
•  Marital Status
•  Last name different to name on the social security Card
•  Number # of Allowances
•  Additional (deduction) amount requested
•  Exemptions claimed
•  Employee’s signature “certifying that the information is true, correct and complete” and the date
•  Employer’s Name
• If Line 3 and 5 are not completed the IRS guidelines states that the workers should be taxed as “single, 0”.
• If line 3 is not completed and line 5 has a number, the employer will be taxed as “single, and the # of allowances”.
• If line 3 is completed as “married” and line 5 is left blank. The workers will be taxed as “married, 0”.
• Check the appropriate box on the Worker Hire package Forms Checklist; if the form was completed correctly. If information is missing, note briefly next to the form name, the missing information.

8.  Review Form I-9

• Section 1- Worker Last, First Name and Middle Initial
• Worker Address
• Worker Date of Birth
• Worker City
• Worker State
• Worker Zip Code
• Worker Social Security #
• Worker MUST complete one of the three check boxes under “I attest, under penalty of perjury, that I am (check one of the following).   If either of the bottom two check boxes are checked, dates and Alien or Admission #s must be complete
• Section 2 must be complete
•  Per I-9 instructions, all applicable information from documents must be completed in Section 2.
• - For example, if a drivers’ license is shown under ‘List B’ the drivers’ license number, expiration date and name of licensed driver MUST be shown on the lines
• -If any of the above are missing, Section 2 is incomplete
• Verify that appropriate documents from each list are shown
• Compare the provided documents to the list of acceptable documents on Page 2 of Form I-9
• -If a List A document is provided, only one document is required
• -If List B or C documents are provided, the workers must show one document from each list for a total of two documents
• ‘Certification’ section must be complete 
• Employer must enter the month/day/year that they reviewed and certified the workers’s documents
• The Employer must Sign, Print their Name and Date the Certification section
• The Employer must enter their address
• The ‘Title’ field is not required to be completed by the employer
• Section 3 is only required if the employer is updating or recertifying the workers’s work authorization status 
• It is the duty of the employer to track when a workers must be recertified
• F/EA does not track workers work authorization status
• -Neither the workers nor employer should submit copies of identification documents to F/EA:
• It is the employer’s responsibility to review documents and record them on Form I-9
• F/EA will appropriately destroy any identification documents which are received with copies of Form I-9

10.  Review the Authorization Agreement for Direct Deposits.

• This form is not required unless the workers elects to have their payment directly deposited to their bank account

11. If the workers has completed this form, ensure the following fields are complete:

• Bank Name
• Bank Address
• Depositor Account No.
• Type of Account
• Transit Routing Number
• Account Number Information
• Worker Name
• Date
• Worker Signature
• Employer Name
• A voided check (not a deposit slip) must be submitted with this completed form

• Print or Type Full Name (Worker Name)
• Social Security Number (Worker SSN)
• Line 1 Check Box (Yes or No)
• Line 2 Check Box (Yes or No)
• Line 3 Check Box (Yes or No)
• Signature (Worker Signature)
• Date

• Tell the consumer the forms with problems and explain what is incomplete or inaccurate about completion of the form
• Notify the participant that they can complete only the form(s) with problems and fax it to F/EA
• Notify participant that F/EA will hold the packet for 2 business days awaiting their faxed, corrected form(s) 
• Notify participant that if the corrected form(s) are not received by F/EA within 2 business days, the entire Worker Package will be returned to the participant.
• F/EA cannot enroll the participant’s workers until a fully complete Worker Hire Package is received.
• If the participant prefers, F/EA can return the entire package to the participant immediately and the participant and workers can correct forms with issues and return the entire package to F/EA
• Log all communication with the participant, including the deadline provided to the participant to fax a corrected form, in the Customer Service Module of the F/EA system
• <<Staff Title>> or <<Staff Title>> (or assigned staff member) puts Worker Hire Package in a sorter for packages requiring follow up
• Sort the package under the participant’s last name
• Any Worker Hire Forms (as separate from a complete Worker Hire Package) that are received by F/EA are date stamped and then compared to packages in the sorter.
• Any forms for consumers with packages in the sorter are added to those packages and quality checked
• Customer Service Module of F/EA system is updated stating that the form (s) has/have been received, when forms are received
• Every two business days, the <<Staff Title>> goes through the sorter.

• Identify any packages remaining in the sorter that have not had updated forms received for them
• For each participant with a package in the sorter, <Staff Title>> opens the Consumer's log in the Customer Service Module of the F/EA System
• <<Staff Title>> checks to see the date in the Customer Service Log file by which any additional faxed forms would be accepted by F/EA (the deadline for faxing in corrected forms as provided to the participant)
• If the deadline provided to the participant is today or before today, <<Staff Title>> contacts participant

•  <<Staff Title>> notifies participant that because a completed form has not been received by F/EA by the deadline, F/EA is returning the package to the participant
•  <<Staff Title>> urges participant to utilize sample documents in the back of the Worker Hire Package for assistance completing forms
• <<Staff Title>> notifies participant to contact F/EA or Counselors for additional assistance completing forms
•  <<Staff Title>> logs contact with participant in Customer Service Log for participant
• <<Insert process for how F/EA resolves missing forms situation for workers and participant>>

• When a complete Worker Hire Package is received, re-start process at Quality Check the Worker Hire Package

1. <<Insert process for entering workers and tax information into payroll system, including any workers FICA tax exemptions.  Insert process for connecting workers to participant in systems.  Insert process for recording workers mailing address>>