Home

E-Verify User Manual for Employers

1. SSA has 10 federal government workdays to update the case result in E Verify You should check E Verify periodically for an update in case result A case referred to SSA is updated with one the following results e EMPLOYMENT AUTHORIZED Section 2 4 SSA FINAL NONCONFIRMATION Section 4 1 e SSA CASE IN CONTINUANCE Section 3 4 e DHS VERIFICATION IN PROCESS Section 2 5 e REVIEW AND UPDATE EMPLOYEE DATA Section 3 2 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual REFER EMPLOYEE TO SSA SUMMARY EMPLOYER ACTION e f employee chooses to contest the SSA TNC refer case e Ensure that the information on the SSA referral letter is correct e Print review sign and date SSA referral letter Have employee sign and date SSA referral letter e Keep original signed SSA referral letter on file with Form l 9 Provide copy of signed SSA referral letter in English to the employee e Check E Verify for case result updates and follow steps based on case result provided Page 33 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify EMPLOYEE ACTION e Sign and date SSA referral letter e Visit an SSA field office within eight federal government workdays and present the SSA referral letter 3 2 REVIEW AND UPDATE EMPLOYEE DATA In some instances a case result of Review and Update Employee Data occ
2. The employee was terminated by the employer for receiving a No Show result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the tentative nonconfirmation TNC but did not take action to resolve it The employer terminated the employee because of the no show result gt The employee was terminated by the employer for choosing not to contest a Tentative Nonconfirmation E Verify cannot verify that this employee is authorized to work in the United States The employee chose not to contest the tentative nonconfirmation TNC The employer terminated the employee because the employee chose not to contest the TNC gt The employee voluntarily quit working for the employer The employee chose to stop working for the employer Page 49 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify The employee was terminated by the employer for reasons other than E Verify The employer terminated the employee for reasons unrelated to E Verify gt The case is invalid because another case with the same data already exists An E Verify case with the same data was already created for this employee This is a duplicate case NOTE If a case is closed as invalid it does not void the case or change the case result A case closed as invalid will still display the last case result even though it has been closed The case is invalid because the da
3. Passport Passport Card or driver s license is incorrect When you close the case in E Verify select the closure statement option The case is invalid because the data entered is incorrect You must submit a new case for this employee because you cannot change document information for a case that has already been submitted Therefore you must close this case and create a new case for this employee using the correct document expiration date IMPORTANT This does not mean that the employee is not authorized to work E Verify will verify the employment eligibility of this employee once you create a new case and enter the correct document expiration date gt Enter Form l 9 information gt Verification Results GE e Error Close Case and Resubmit The document expiration date you entered for the employee s U S Passport or Passport Card is incorrect You must close this case and create a new case in E Verify with the correct document expiration date To close this case click Close Case ERROR CLOSE CASE AND RESUBMIT SUMMARY EMPLOYER ACTION e Receive Error Close Case and Resubmit case result e Close case using closure statement option The case is invalid because the data entered is incorrect e Resubmit case using the correct document expiration date for the U S Passport Passport Card or driver s license EMPLOYEE ACTION e f necessary provide employer with unexpired U S Passport Passport Card o
4. Request Termination Click Request Termination gt A message will appear informing you that E Verify will be notified of your request to terminate participation in the program REMINDER If your company has more than one E Verify employer account and the entire company is requesting termination your company must close each employer account If you submitted a termination request by mistake contact E Verify Customer Support at 888 464 4218 for assistance Page 77 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 8 0 RESOURCE AND CONTACT INFORMATION The E Verify public website is the primary resource for all E Verify information but do not hesitate to contact us via phone or e mail For easy access to online resources we suggest that you bookmark or save the websites as favorites so you ll have easy access to them in the future E VERIFY RESOURCES E Verify Public Website www dhs gov E Verify General information about E Verify Program information and statistics Frequently asked questions E Verify user manuals E Verify quick reference guides Information about employee rights and employer obligations E Verify Enrollment Application https e verify uscis gov enroll e Website for initial company enrollment E Verify Access for Employers and https e verify uscis gov emp Corporate Administrators e User access to E Verify E Verify Access for E Verify https
5. SSA FINAL NONCONFIRMATION Section 4 1 e REVIEW AND UPDATE EMPLOYEE DATA Section 3 2 e DHS VERIFICATION IN PROCESS Section 2 5 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual NOTE If a case has a SSA or DHS Case in Continuance result for more than 60 federal government workdays contact E Verify Customer Support at 888 464 4218 or E Verify dhs gov CASE IN CONTINUANCE SUMMARY EMPLOYER ACTION e Check E Verify for case result updates and follow steps based on case result provided EMPLOYEE ACTION e NONE Page 43 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 4 0 FINAL CASE RESOLUTION To complete the E Verify process every case must receive a final case result and then be closed Closing a case is easy E Verify guides you through the process after you receive a final case result 4 1 FINAL CASE RESULTS Final case results are displayed in the Final Case Results Overview FINAL CASE RESULTS OVERVIEW The employee s information matched SSADHS and or DOS records It s that easy See section 2 4 Employment Authorized E Verify cannot verify an employee s employment SSA or DHS Final Nonconfirmation eligibility after the employee has visited SSA or contacted DHS The employee did not contact DHS within the required eight federal government workdays
6. User Manual For Employers September 2012 Mese U S Citizenship REJ and Immigration AmO Services 44 Ss on U M 775 E Verify User Manual for Employers SEC AR M d y Me AD Cy 4 Dee e A y 2 Sf SW x Mat IDEA Is MS SOND Ge 7 AN Vista E Verif TABLE OF CONTENTS HO INTRODUCTION MC 4 1 1 Background and Cverview eene nnns 4 1 2 Basic Website Navigaton mmm menn nnne 5 EE EE 6 1 3 E Verify Participation Enrollment vs Hegtstraton eese 7 1 4 Overview Of User Felen et ass tet kom rtr e nea Sage a gioca gege EA leu pn Age 9 1 5 User Rules and Heepoonsaibiltes esee 10 1 6 Privacy and Security Statement nennen nnns 11 2 0 INITIAL VERIFICATION eeseseeeeeeeennnnn nnne nenne nemen eene 13 2 1 Form l 9 and E veby e aknan AAE AEAEE EEEE EPEAL EEE narren 13 Kee CN 14 Fe UI SNR EE ene 14 2 2 Credle RE 15 PIS DAO TErrH 15 Check Intormaton m emen e nemen nens 18 Error Unexpired Document Heoured ccc eee eee eee teat eee eneeeae eee eneeeaes 19 E Verify Photo Matching ccc cece ccc e cece eee e eee e eee II me me menn 20 2 3 Initial Case Hesulls erret er ta t rtr reri n eme x bn poni le tte wes 22 2 4 Employment Autborzed esses me me me menn 22 Request Name Heview ee ese seen seen nnns 24 Tentative Nonconfirmation INC e eee eee seat eee eeeeeaeeaeeeaeeaes 25 25 DHS Verification in Process 26 3 0 INTERIM CASE RESULTS enne ennt tnnt 21 3
7. e verify uscis gov esp Employer Agents e User access to E Verify E VERIFY CONTACT INFORMATION E Verify Customer Support E Verify Customer Support is available to assist you with using E Verify password resets cases and technical support We can also answer your questions about E Verify policies and procedures Form l 9 and employment eligibility We are available Monday through Friday from 8 a m Eastern Time to 5 p m Pacific Time except on federal holidays For Employers 888 464 4218 877 875 6028 TTY E Verify dhs gov Page 78 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify For Employees 888 897 7781 877 875 6028 TTY E Verify dhs gov Our normal response time for e mail inquiries is two federal government workdays If we need more time to respond to your inquiry we ll contact you within two federal government workdays to explain why we need additional time and provide you with an estimated response time Office of Special Counsel for Immigration Related Unfair Employment Practices OSC OSC is available to answer your questions about immigration related employment discrimination including discrimination based on citizenship status immigration status or national origin in the Form l 9 and E Verify processes Employer Hotline 800 255 8155 800 362 2735 TTY Employee Hotline 800 255 7688 800 237 2515 TTY Website www justice gov crt osc Page 79 of 88 M 775
8. Delete User Close In both instances the User Deletion Information page will open displaying the information for the user whom you want to delete Click Delete User to delete the user s account After you click Delete User changes will be permanent Page 68 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 7 3 EDIT COMPANY PROFILE To update company information in E Verify complete the steps in the Edit Company Profile Process Overview Users may also view the memorandum of understanding MOU between E Verify and the employer Once a program administrator has updated the company s profile he or she will be subject to the rules and requirements associated with the profile and have access to all online resources specific to the profile EDIT COMPANY PROFILE PROCESS OVERVIEW gt From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account gt To modify any section of the Company Information page click View Edit in the section you want to modify e g company name and physical location points of contact North American Industry Classification System NAICS code total hiring sites and total points of contact Page 69 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Company Information Company Name Sample Design
9. Existing Users allows you to view search and maintain the general users and program administrators assigned to your company as demonstrated in the View Existing Users Process Overview VIEW EXISTING USERS PROCESS OVERVIEW gt From My Company select View Existing Users My Company Edit Company Profile Add New User View Existing Users Close Company Account gt Search for a user using the criteria displayed in each field You can enter a partial name and a percent sign as a wildcard character Page 66 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Enter User Search Criteria User Role All Roles Program Administrators O General Users User Status All Locked Password Change Required User Last Name First Name Phone Number E mail Address Display User Summary List gt Click Display User Summary List gt A list of user accounts displays You can view or modify a user account by selecting the user ID User Summary List Previous Nex Last First Last Login User ID Company User Role Name Name Date Status Locked Sample DASAMPGU Designated Agent Sample General 03 16 2010 ARA o e f P t Designated User Shot Screen thay AM Current N Agent General 03 18 2010 ce e 1 d User Sample E Verify 02 55 PM Current N Previous Next RESET USER S PASSWORD To reset a user s password follow the steps ou
10. Federal government workdays are Monday through Friday except for federal holidays The eight federal government workdays begin when the case is referred to SSA in E Verify The date by which the employee must visit SSA is printed on the SSA referral letter Because the eight federal government workdays begin on the date the case is referred it is important to provide the SSA referral letter to the worker promptly You may not terminate suspend delay training withhold pay lower pay or take any other adverse action against an employee based on the employee s decision to contest an SSA TNC or while his or her case is still pending with SSA To refer an employee to visit an SSA field office follow the steps outlined in the Refer Employee to SSA Process Overview REFER EMPLOYEE TO SSA PROCESS OVERVIEW Click Refer Case Enter Form La EE i Verification Results Close Case A Employment Eligibility y SSA Tentative Nonconfirmation TNC Print Review amp Sign ep Confirm Employee ey Refer Employee Print Review amp Sign TNC Notice Decision Referral Letter Refer Employee You indicated that the employee chose to contest the SSA TNC The next step is to refer the employee to SSA To refer the employee to SSA click Refer Case When you click Refer Case it starts the 8 federal government workdays that the employee has to visit SSA If you created this case in error or no longer need to continue this verification
11. state or outlying possession E Certification of Birth Abroad Form FS CI k je f D OID card issued by a U S federal stateor 545 IC O nti nue i local government agency E i O School ID card IM PO RTANT z If you select d rive rs i Voter registration card OU S birth certificate original or certified f copy OU S military card or draft record e license or ID card E Verify will eme dependent 0 cara mer 6 w e OUSS Citizen ID Card Form I 197 i pro m pt yo u to select the docu m ent i OU S Coast Guard Merchant Mariner Card Dads glatt tege Native American tribal document United States Form I 179 i name and state Make the i O Driver s license issued by a Canadian government authority appro priate se lectio n and cl ick i O mg record or report card under age Conti n u e Cini doctor or hospital record under age 18 O Certification of Report of Birth Form DS 1350 Day care or nursery school record under age 18 Page 16 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Ared asterisk indicates a required field Using information Verify Employee from Section 1 and 2 of Form l 9 EES SSES enter all required information into each field _ IMPORTANT If you select An RI alien authorized to work you may IT also be required to indicate that you are entering eit
12. 1 SSA Tentative Nonconfirmation TN Zi Notify Employee of SSA TNC eere eene 21 Refer Employee to SSA EE 30 3 2 Review and Update Employee Data 34 3 3 DHS Tentative Nonconfirmation TN 35 Notify Employee of DHS TN 35 Refer Employee to DH 38 3 4 SSA Case in Continuance and DHS Case in Continuance 43 40 FINAL CASE RESOLUTION enne nennen tenth tenens 44 4 1 Final Cas TRO GUN crc E 44 SSA Final Nonconfirmation and DHS Final Nonceongirmmaton 44 SEA 49 Error Close Case and Resubmit eee ce ee eee ee eeeee eee ee eee eaeeeeaeneeaeeaens 46 4 2 CIOSE Case 0 cece cece nce e eee eee enn eee EEDA EEE EE EAE EE EEE E ESSE EEE EOE E EEE SESE EGE nE SEES 41 M 775 E Verify User Manual for Employers E Verif Case Closure Statements 4 3 erp m Open CasesiobeClosed me m ee me me me nennen nnns Cases with New Uodates e me ee me me nenne nennen nnns Work Authorization Documents Expiring sees 5 0 CASE REPORTS E 5 1 Corporate Overview of Pilot Usage 5 2 Quick Audit Report 5 3 User Audit Report ccc c cece e eee cc cece cece eeneeeeeeeeeeegeseeeaaeeeneganeneaaneetans 5 4 User Report MRRRMRTT H 6 0 ACCOUNT ADMINISTRATION 6 1 c 6 2 User ID and Password Creaton eee Change Your Hassword seen eene nennen nens Change Security Ouesio
13. Card Form I 551 or an Employment Authorization Document Form I 766 as his or her Form I 9 document Photo Match The photo on the employee s document matches the photo supplied by E Verify The photo transmitted by E Verify should be the same identical photo that appears on an employee s U S Department of Homeland Security DHS issued document Employers should be able to determine whether the photos match Photo Mismatch The photo on the employee s document does not match the photo supplied by E Verify The photo transmitted by E Verify should be the same identical photo that appears on an employee s U S Department of Homeland Security DHS issued document If the employer determines that it does not match a DHS Tentative Page 86 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Nonconfirmation TNC case result is issued and the employee must be given the opportunity to contest Point of Contact An individual in your company who can be contacted about E Verify issues This person may or may not be one of the two user types Prescreening The prohibited practice of creating a case in E Verify before a job offer has been accepted and Form I 9 is complete Program Administrator This user type creates user accounts at his or her site This user can view reports create cases update account information and unlock user accounts Q R Referral Letter An employee who has chosen to con
14. E VERIFY All employers are required to complete Form I 9 no later than the third business day after the employee starts work for pay and keep a record of the form on file This requirement does not change for employers enrolled in E Verify Employers enrolled in E Verify have chosen to take the additional step of verifying that the employee s Form I 9 information matches government records thereby ensuring a legal workforce To view or download Form 1 9 go to the following website http www uscis gov l 9 For more information on Form l 9 procedures refer to the View Essential Resources link on the left navigation menu you will find the Handbook for Employers 0 Instructions for Completing Form l 9 M 274 To view or download the Handbook for Employers Instructions for Completing Form l 9 M 274 go to the following website http www uscis gov files form m 274 pdf For additional assistance on Form 1 9 contact E Verify Customer Support Monday through Friday 8 a m 5 p m at 888 464 4218 Newly hired employees must complete Section 1 of Form I 9 in its entirety Providing a Social Security number on Form I 9 is usually voluntary however a Social Security number is required by employers who use E Verify Therefore all newly hired employees including seasonal temporary and rehires MUST have a Social Security number A case cannot be created in E Verify without a Social Security number If a newly hired employe
15. If you rehired an employee and completed Section 3 of Form I 9 enter the Date of Rehire from Section 3 of the employee s Form I 9 as the hire date in E Verify Hiring Site A hiring site is the location where your company s employees are hired and they complete Form I 9 If your company creates cases in E Verify at the same location it is a verification location AND a hiring site Illegal Immigration Reform and Immigrant Responsibility Act of 1996 IIRIRA Public Law 104 208 enacted on September 30 1996 required the Immigration and Naturalization Service to conduct three types of employment authorization verification pilot programs The basic pilot program was one of the three programs and is the only program still in existence The basic pilot program exists today as E Verify Immigration and Nationality Act of 1952 INA Public Law 82 414 enacted on June 27 1952 which along with other immigration laws treaties and conventions of the United States relates to the immigration temporary admission naturalization and removal of noncitizens Immigration Reform and Control Act of 1986 IRCA Public Law 99 603 enacted on November 6 1986 sought to eliminate employment opportunity as a key incentive for illegal migration to the United States IRCA mandates that all U S employers verify the employment eligibility and identify of all new hires through completion of the Form I 9 It provides remedies to employees and sanctions against
16. SSA referral letter in English to the employee the employee is required to provide the letter to an SSA field office if he or she chooses to contest File the original SSA referral letter with Form l 9 5 After these steps are complete click Continue Enter Form I 9 icons gt Verification Results Close Case pm Employment Eligibility W Employee Referred to SSA Print Review amp Sign ep Confirm Employee e Refer Employee wy Print Review amp Sign TNC Notice Decision Referral Letter Print Review amp Sign Referral Letter This employee was referred to SSA on March 15 2010 The employee must visit a SSA field office within federal government workdays To complete the referral process follow the steps below id Print the SSA Referral Letter SSA Referral Letter Choose which tanguage to print h v puit Letter 2 Review the SSA Referral Letter privately with the employee 3 Ensure that you and the employee sign and date the SSA Referral Letter 4 Give the employee the signed SSA Referral Letter The employee will need to SSA field office you complete these steps click Continue f you created this case in error or no longer need to continue this verification click Close Case o To return to this case at a later time click Save Case and Exit Ihe employee has been referred to SSA and the case status is Employee Referred to SSA The employee has eight federal government
17. User Manual for Employers September 2012 www dhs gov E Verify Additionally password policy recommends that passwords should not e Contain any dictionary word e Contain any proper noun or the name of any person pet child Or fictional character nor any employee ID number Social Security number birth date phone number or any information that could be readily guessed about the creator of the password e Contain any simple pattern of letters or numbers such as qwerty or xyz123 e Contain any word noun or name spelled backwards An example of an acceptable password is found in the Password Example PASSWORD EXAMPLE This is an acceptable password IL keH20 gt At least eight characters in length gt An uppercase letter gt A lowercase letter gt A special character gt A number Passwords expire every 90 days E Verify automatically prompts you to create a new password when the old one expires However if you think your password has been compromised change it immediately If a user attempts to log in with an incorrect password three consecutive times E Verify locks him or her out Password help contact information is listed in the information box If you are locked out of your user account first try to reset your password using the Forgot your password link If you forget your user ID you may retrieve it by using the Forgot your User ID link and providing your e
18. Verification In Process This case is referred to DHS for further verification 2 4 EMPLOYMENT AUTHORIZED An initial case result of Employment Authorized is the most common and simple case result in E Verify Employment Authorized means that the information entered into E Verify matched SSADHS and or DOS records and that E Verify verified the employment eligibility for the employee entered It s that easy However a case that is Employment Authorized is incomplete until it is closed To close a case see Section 4 2 Close Case Employment Authorized is considered both an initial case result and a final case result This means that the only additional step required is to close the case in E Verify Follow the steps outlined in the Employment Authorized Process Overview Page 22 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify EMPLOYMENT AUTHORIZED PROCESS OVERVIEW Receive case result Employment Authorized lt b gt Enter Form l 9 TUS aS gt Verification Results t gt Close Case Employment Eligibility Employment Authorized is authorized to work in the United States To complete the verification process click Close Case Last Name First Name Middle Initial Maiden Name Date of Birth Social Security Number RRR RK AHE AHE AEE Citizenship Status A noncitizen national of the United States Document Type Document N
19. and date DHS referral letter Page 42 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify e Contact DHS within eight federal government workdays e DHS instructs employee on the next steps m 3 4 SSA CASE IN CONTINUANCE AND DHS CASE IN CONTINUANCE An SSA or DHS Case in Continuance indicates that the employee has visited a SSAfield office and or contacted DHS but more time is needed to determine a final case result The reason SSA or DHS needs more time varies with each situation You Should check E Verify periodically for an update in case result You may not terminate or take adverse action against an employee while SSA or DHS is reviewing the employee s case Enter Form l 9 Information Verification Results Close Case KL SSA Case In Continuance E Verify needs additional time to verify the employment eligibility of this employee The employee should continue to work until E Verify provides a final response E Verify will alert you to an update through the case status alert feature on the E Verify home page Be sure to log in to E Verify periodically you ll need to close the case once it is updated with a final status Once SSA or DHS has updated E Verify one of the following case results shows For DHS CASE IN CONTINUANCE e EMPLOYMENT AUTHORIZED Section 2 4 e DHS FINAL NONCONFIRMATION Section 4 1 For SSA CASE IN CONTINUANCE e EMPLOYMENT AUTHORIZED Section 2 4
20. by your corporate administrator Organization The category that identifies the company as a Federal State or Designation local government organization or a federal contractor with the Federal Acquisition Rule FAR E Verify clause in their federal contract if applicable UPDATE POINTS OF CONTACT Every company must have at least one person assigned as a point of contact for E Verify issues The program administrator is automatically assigned as the point of contact unless it is changed To update the point of contact see Update Points of Contact Process Overview UPDATE POINTS OF CONTACT PROCESS OVERVIEW gt From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account gt Click View Edit in the Total Points of Contact section of the Company Information page to modify this information The Points of Contact Summary page opens Page 71 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Company Information Company Name ABC Company View Edit Company ID Number 13882 Doing Business As DBA Name DUNS Number Physical Location Mailing Address Address 1 Main Street Address 1 Address 2 Address 2 City New York City State NY State Zip Code 10001 Zip Code County NEW YORK Additional Information Employer Identification Number 0 Total Number of Emp
21. click Close Case To return to this case at a later time click Save Case and Exit 2 Complete the following steps 1 Select the SSA referral letter in either English or Spanish and confirm that the name and Social Security number listed on the top of the letter are correct Print the SSA referral letter If the employee cannot read you must read the SSA referral letter to the employee If the employee does not fully understand English you must provide the employee with a translated version of the SSA referral letter if it is available Translated versions of the SSA referral letter are available in several foreign languages in the View Essential Page 31 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Resources section of E Verify IMPORTANT Once the SSA referral letter is signed you may provide it to the employee in person by fax e mail overnight or next day delivery service as long as you take proper precautions to ensure the employee s information is protected The SSA referral letter is time sensitive therefore if you use a mail delivery service it must be one that can provide a confirmed delivery date 2 Review and explain the next steps to the employee instructions to the employer are on Page 1 of the SSA referral letter and the employee instructions are on Page 2 Ensure that you and the employee sign and date the SSA referral letter Provide a copy of the signed
22. date the DHS Referral Letter Give the employee the signed DHS Referral Letter The employee will need to have the letter when contacting DHS o After you complete these steps click Continue If you created this case in error or no longer need to continue this verification click Close Case EA To return to this case at a later time click Save Case and Exit Ihe employee has been referred to DHS and the case status is Employee Referred to DHS The employee has eight federal government workdays to contact DHS to begin resolving the TNC Check E Verify for case updates Page 41 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Enter Form La information Verification Results Close Case p p Employment Eligibility WV Employee Referred to DHS Print Review amp Sign e Confirm Employee ey Refer Employee ev Pnnt Review amp Sign ey TNC Notice Deasion Referral Letter Check for Case Status Updates This employee was referred to DHS on March 15 2010 The employee nas until March 25 2010 to contact DHS rify will update the employee s case status by March 29 2010 E Verify will alert you to an update through the case status alert feature on the E Verify home page Be sure to log In to E Verify periodically you ll need to close the case once it is updated with a final status To reprint the DHS Referral Letter select Reprint Letter DHS Referral Letter Choose which lan
23. delayed until May 21 2009 0 Ka The elodie date ofthe final rule requiring certain V Federal Co read more sNe Verify Employee 4 m Need Help Click any 2 icon for more information or contact us at 888 464 4218 or E Verify dhs gov Case Alerts You Must Take Action Cases with Work New Updates Open Cases 6 Authorization 2 Docs Expiring D n to be Closed Be View User Manual Contact Us U S Department of Homeland Security www dhs gov US Citizenship and Immigration Services ww w uscis gov Accessibilty Download Viewers Area 1 displays the E Verify logo and the telephone number for Customer Support 888 464 4218 Area 1 also includes a quick shortcut to begin the verification process By clicking the green Verify Employee button you will begin the verification process Area 2 contains E Verify News which includes important updates on E Verify information affecting employment verification best practices and current events Area 3 contains E Verify navigation options which are identified in the Area 3 Navigation Overview Selecting a navigation menu link is the first step in accessing a Page 5 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify task or function in E Verify Choosing an option displays the first active page where a user enters information Each user s menu option is based on his or her assigned user role For more information
24. employee has indicated his or her choice Indicate that the employee has been notified by selecting the check box Confirm Employee Notification Employment Eligibility W pus Tentative Nonconfirmation TNC Print Review amp Sign Confirm Employee Refer Employee Print Review amp Sign TNC Notice Decision Referral Letter Print Review amp Sign TNC Notice Review the DHS TNC with the employee Follow the steps listed below Q Print the DHS Tentative Nonconfirmation Notice Notification to Employee of Choose which language to print DHS Tentative Nonconfirmation s English v Print Notice TNC privately with the employee Have the employee ether he or she Nonconfirmation Notice Oo Ensure that you and the employee sign and date the DHS Tentative Nonconfirmation Notic that the employee has been notified by selecting the check box below Confirm Employee Notification m ve notifie e eamninvee of T I have notified this employee of the i o After these steps are complete click Continue or no longer need to continue this verification click Close Case e e click Save Case and Exit gt Keep the original signed TNC notice on file with Form l 9 gt Provide a copy of the signed TNC notice in English to employee gt Once you complete the steps above click Continue gt Next confirm employee s decision to contest or not contest the case result NOTE If your employee does not notify you of the
25. mail address when prompted However if you have more than one user ID associated with your e mail address you must contact E Verify Customer Support at 888 464 4218 for assistance Page 60 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Log In User ID Forgot your User ID mum d Forgot your password If you are unsuccessful at resetting your password with the automatic system contact your program administrator If your program administrator is not available contact E Verify Customer Support at 888 464 4218 Page 61 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify CHANGE YOUR PASSWORD If your password has been compromised change it immediately To change a password follow the steps in Change Password Process Overview CHANGE PASSWORD PROCESS OVERVIEW gt From My Profile select Change Password My Profile Edit Profile Change Password Change Security Questions gt Enter Old and New Passwords page will display gt Type current password in the Old Password field gt Type new password in the New Password field Retype new password in the Re Type New Password field The new password cannot be the same as any of the last six passwords Enter password challenge questions and answers Enter Old and New Passwords e Passwords must have the following characteristics e Atleast one upperc
26. only be able to create and manage their own cases General users and program administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted The User Role Functions Overview provides an explanation of the functions of each user role USER ROLE FUNCTIONS OVERVIEW ADD VIEW UPDATE UNLOCK VERIFY USERS CASES CASES USERS EMPLOYEES Program Administrator at least one required General User optional 6 2 USER ID AND PASSWORD CREATION Program administrator can add users in E Verify All users are assigned a user ID and initial password Upon being initially registered by the program administrator users receive an e mail with a user ID and password E Verify will prompt users to change the initial password for security purposes Do not share a password with other users Each user must have his or her user ID and password Passwords are case sensitive and must be between 8 14 characters different from the assigned user ID changed every 90 days and have the following characteristics e At least one uppercase or lowercase letter e At least one number and at least one special character special characters indude lt gt e Contain no more than two identical and consecutive characters in any position from the previous password e Contain a non numeric in the first and last positions e Not identical to the user ID Page 59 of 88 M 775 E Verify
27. s information is protected The TNC notice is time sensitive therefore if you use a mail delivery service it must be one that can provide Page 28 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify a confirmed delivery date 2 Review the TNC notice privately with the employee instructions are found on Page 1 of the TNC notice 9 Instruct the employee to indicate on the TNC notice whether he or she will contest the SSA TNC 4 Ensure that you and the employee sign and date the TNC notice after the employee has indicated his or her choice Indicate that the employee has been notified by selecting the check box Confirm Employee Notification Enter Form l 9 CENE e Verification Results Close Case y Employment Eligibility W ssa Tentative Nonconfirmation TNC Print Review amp Sign Confirm Employee Refer Employee Print Review amp Sign TNC Notice Decision Referral Letter Print Review amp Sign TNC Notice Review the SSA TNC with the employee Follow the steps listed below Q Print the SSA Tentative Nonconfirmation Notice Notification to Employee of Choose which language to print SSA Tentative Nonconfirmation um English v Print Notice o9 Review the SSA TNC privately with the employee CH Have the employee indicate whether he or she will contest the SSA TNC on the SSA Tentative Nonconfirmation Notice Ensure that you and the employee sign and date the SSA Ten
28. summary level case data about each case that matches the user entered query criteria in the Excel format The summary level case data includes the case Descriptionzverification number the date the case was initiated the social securiby number last name first name alien number l 94 number initial verification eligibility additional verification eligibility third step eligibility additional third step eligibility and employer r solution cade Initiated By l v Reporting Date From mm dd ryyy Reporting Date To mmh gt Use the drop down list to select the E Verify user for whom you want a report gt Enter the date range for which you want a report gt Click Run Report Use report as needed NOTE This report is available as a Microsoft Excel document only It is not available as a Portable Document Format PDF file 5 4 USER REPORT This report displays a detailed list of your company s users It includes each user s name user role contact telephone number and the last date he or she logged in to E Verify The report is available to corporate administrators program administrators and general users but a general user cannot view user information for other users To create a User Report see the User Report Report Overview USER REPORT REPORT OVERVIEW gt Click User Report Select a report Corporate Overview of Pilot Usage Quick Audit Report User Audit Ge Repor
29. the states where the employer has hiring sites and the number of hiring sites for each state Program administrators have the option to add hiring sites for a new state edit the number of hiring sites in a state where the employer currently has participating hiring sites or delete a state from the hiring site list To add a new state where the employer has participating hiring sites follow the Add New State Hiring Site Process Overview ADD NEW STATE HIRING SITE PROCESS OVERVIEW gt From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users gt Click View Edit in the Total Hiring Sites section of the Company Information page Page 74 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Company Information Company Name ABC Company View Edit Company ID Number 13882 Doing Business As DBA Name DUNS Number Physical Location Mailing Address Address 1 Main Street Address 1 Address 2 Address 2 City New York City State NY State Zip Code 10001 Zip Code County NEW YORK Additional Information Employer Identification Number Total Number of Employees 500 to 999 Parent Organization Administrator Organization Designation Employer Category None of these categories apply NAICS Code 922 JUSTICE PUBLIC ORDER AND SAFETY ACTIVITIES View Edit Total Hiring Sites
30. with guidance on state or local laws that require your participation in E Verify For help you should contact the appropriate state officials or you may also receive assistance through a local Chamber of Commerce Apart from any state or local law that requires participation in E Verify employers are fully responsible for complying with sections 274A which addresses the requirements of the Form I 9 process and 274B which addresses unfair immigration related employment practices of the Immigration and Nationality Act If employers fail to comply with either then they may be subject to penalties E Verify works by electronically comparing the information on an employee s Form I 9 with SSA DHS and U S Department of State DOS records to verify the identity and employment eligibility of each newly hired employee and or employee assigned to a covered federal contract At this time an employer can verify the employment eligibility of only one person at a time within E Verify All new temporary seasonal and rehired employees must be entered into E Verify individually Page 4 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify E Verify is free and the best means available to determine the employment eligibility of new hires E Verify is currently available in all 5O states the District of Columbia Puerto Rico Guam and the U S Virgin Islands NOTE E Verify Self Check referred to as Self Check is
31. work for pay If the employer learns that he or she has inadvertently failed to create a case by the third business day after the employee starts work for pay the employer should bring itself into compliance immediately by creating a case for the employee Do not create a case for an employee hired before the effective date of your memorandum of understanding MOU In some cases E Verify prompts you to check the information provided or recreate the case before it can provide a case result This section reviews each of these scenarios in detail HIRE DATE The hire date is the date the employee began or will begin work for pay Enter the Section 2 Certification date from the employee s Form I 9 circled below as the hire date in E Verify Section 2 Employer Review and Verification To be completed and signed by employer Examine one document from List A OR examine one document from List B and one from List C as listed on the reverse of this form and record the title number and expiration date if any of the document s List A OR List B AND List C Document title Issuing authority Document Expiration Date if am Document Expiration Date if any CERTIFICATION I attest under penalty of perjury that I have examined the document s presented by the above named employee that the above listed do ear to be genuine and to relate to the employee named that the employee began employment on nd that to
32. workdays to visit an SSA field office to being resolving the TNC The employee must provide the SSA referral letter to SSA when he or she visits an SSA field office Page 32 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Enter Form I 9 mW gt Verification Results Close Case p A Employment Eligibility y Employee Referred to SSA Print Review amp Sign ex Confirm Employee ey Refer Employee wy Print Review amp Sign ev TNC Notice Decision Referral Letter Check for Case Status Updates This employee was referred to SSA on March 15 2010 The employee has until March 25 2010 to visit a SSA fleid office Jy on the E Verify home page Be sure to log in to E Verify p ce It is updated with a final status E Verify will update the employee s case status by March 29 2010 E Verify will alert you to an update through t periodical iodically you ll need e SSA Referral Letter click Reprint Letter SSA Referral Letter Choose which language to print English v Reprint Letter nfty home page click E Verify Home n error or no longer need to continue this verification click Close Case case click New Case gt Check E Verify for case updates and follow steps based on next case result IMPORTANT You should ONLY close the case when E Verify provides a final case result or if you no longer need to continue to verify the employment eligibility of the employee
33. 4 View Edit Total Points of Contact 1 View Edit Click Add to add participating hiring sites for a new state Select the state from the drop down list Enter the number of hiring sites then click Update gt To edit the number of participating hiring sites in a state where the company currently has hiring sites click Edit next to the state whose number of hiring sites you wish to edit Change the number of hiring sites and then click Update gt To delete a state from the company s hiring site list click Delete next to the state you want to remove Confirm that you want to remove the state and all of its hiring sites by selecting Delete Site gt Click Next to submit modifications and return to the Company Information page VIEW MEMORANDUM OF UNDERSTANDING MOU Program administrators may view the Memorandum of Understanding MOU between E Verify and the employer To view the MOU follow the steps outlined in the View MOU Process Overview VIEW MOU PROCESS OVERVIEW gt From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account gt From the Company Information page click View MOU at the bottom of the screen Page 75 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Company Information Company Name ABC In V
34. E Verify gt Click Generate NAICS Code gt Select the appropriate sector and subsector from the drop down list As a program administrator proceeds from page to page the resulting NAICS code appears in the NAICS Code field gt Select the appropriate category for the company from each list that appears gt Click Accept NAICS Code and Continue Once you have accepted the final subsector the Company Information page appears If you know your company s 3 digit North American Industry Classification System NAICS code please enter it and click Accept NAICS Code and Continue If you do not know your NAICS code you must generate a NAICS code that is 3 digits To generate a 3 digit NAICS code click on Generate NAICS Code You must select your Sector and Subsector from the drop down lists provided If there is not a code specific to your type of business select the industry that best fits your company s type of work Once the 3 digit NAICS code is generated click Accept NAICS Code and Continue to continue with the Registration process NAICS Code Generate NAICS Code Accept NAICS Code and Continue ADD NEW HIRING SITE S Program administrators can modify the number of hiring sites that participate in E Verify in each state A participating hiring site means that your company will create a case for every newly hired employee who works at that site in E Verify The Company Hiring Sites page shows
35. E Verify User Manual for Employers September 2012 www dhs gov E Verify APPENDIX A ACRONYMS Acronym Definition DHS U S Deparment of Homeland Security O Dos usoeamemosee rap Federat Acguisiton Reouaion urira Messlimmigraton Reform and Immigrant Responsibly Act ma immigration ana Natoratiy Actof 1082 mou Memorandum ounde O Employment Practices PoF Portable DocumentFormat ssa Social Secwyaamnsraon ssn Social Securiynumber OOS Page 80 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify APPENDIX B GLOSSARY A Acceptable Documents for Verifying Identity and Employment Eligibility Documents designated for determining employment eligibility and identity under the Immigration and Nationality Act INA are listed on Form I 9 and in the Handbook for Employers Instructions for Completing Form I 9 M 274 found at http www uscis gov files form m 274 pdf Employees have the right to choose which document or combination of documents to present Any List B document presented to an employer participating in E Verify must contain a photograph Admission Number or I 94 Number An 11 digit number that is found on the Arrival Departure Record Form I 94 or Form I 94A Alien Noncitizen An individual who is not a citizen or national of the United States Alien Authorized to Work A noncitizen who is allowed to work because of his or her immigration status or a noncitizen who
36. ION e Confirm that the information on the TNC notice is correct e Decide to contest or not contest and indicate choice on signed TNC notice e Acknowledge SSA TNC case result by signing and dating TNC notice e Take next action based on decision to contest or not to contest REFER EMPLOYEE TO SSA After being notified of the SSA Tentative Nonconfirmation TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the Notice to Employee of Tentative Nonconfirmation also called a TNC notice An employee who chooses to contest an SSA TNC is referred to the Social Security Administration Page 30 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify E Verify generates a Referral to the Social Security Administration also called an SSA referral letter that you must provide to the employee The employee must provide this letter to SSA if he or she chooses to contest You must verify the information on the letter then print sign and provide the letter to the employee The SSA referral letter provides instructions to you and the employee regarding the next steps These steps are outlined in the Refer Employee to SSA Process Overview An employee who chooses to contest the SSA TNC has eight federal government workdays to visit an SSA field office to begin resolving the TNC The employee must provide this letter to SSA when he or she visits an SSA field office
37. Overview of Pilot Usage User Audit Report User Report Report Quick Audit Report The Quick Audit Report provides case data about each case that matches the user entered query criteria in Excel format The case data includes basic company and case identifiers and case resolution information The case data does not include sensitive employee information such as social security number or document number This report has been designed to satisfy the requirement of companies to report their E Verify activity to Federal State or local Government entities Click Next Page 55 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Enter Report Parameters Report Quick Audit Report The Quick Audit Report provides case dala about each case that matches the user entered query criteria in Excel format The case data includes basic company and case identifiers and case Description resolution information The case data does not include sensitive employee information such as social security number or document number This report has been designed to satisfy the requirement of companies to report thelr E Verify activity to Federal State or local Government entities Reporting Date From mnvaaiyyyy Reporting Date To mmddyy gt Enter the date range for which you want the report gt Click Run Report gt Use report as needed NOTE This report is available as a Microsoft Excel document onl
38. Review Process Overview IMPORTANT You may not use this functionality in a discriminatory manner e g based on an individual s race national origin or ethnicity REQUEST NAME REVIEW PROCESS OVERVIEW Compare the name displayed in the yellow box with the name you entered which is shown in the white box If the names match click Close Case gt If the names do not match you must request DHS review of the case by clicking Request Name Review Close Case gt Enter Form l 9 Information Y Verification Results x Employment Eligibility Employment Authorized E is authorized to work in the United States To complete the verification process click Close Case 9 If the name displayed above is different from the name you entered that is displayed below click Request Name Review to request DHS review the case SA Cen gt First Name DH HE HH Maiden Name Date of Birth Middle Initial Social Security Number E kkk RK RequestNameReview Citizenship Status A lawful permanent resident Document Type Arrival Departure Record Form 94 Hire Date March 13 2010 Submitted By 9 tHE 008 Alien Number Document Expiration Date Employer Case ID Submitted On March 15 2010 gt Enter the specific reason for the name review request into the Comments field Page 24 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Enter For
39. This case cannot continue because the expiration date entered for the employee s U S Passport Passport Card or driver s license is incorrect This case must be resubmitted in E Verify Error Close Case and Resubmit SSA FINAL NONCONFIRMATION AND DHS FINAL NONCONFIRMATION An SSA or DHS Final Nonconfirmation case result is received when E Verify cannot verify an employee s employment eligibility after an employee has visited a SSA field office or contacted DHS during the tentative nonconfirmation TNC referral process Once an SSA or DHS Final Nonconfirmation has been provided you must close the case You may terminate employment based on a case result of SSA or DHS Final Nonconfirmation with no civil or criminal liability as noted in Article IT Section C Responsibilities of the Employer 6 in the E Verify Memorandum of Understanding for Employers MOU Enter Form La Information gt Verification Results Y 4 p 4 Employment Eligibility KH View Print Case Details ssa Final Nonconfirmation SSA could not confirm that George Washington is authorized to work in the United States To complete the verification process click Close Case Page 44 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Enter Form l 9 TEE gt D gt Verification Results convene Employment Eligibility DHS Final Nonconfirmation DHS could not confirm that Ali Jones
40. View All gt Federal contractor rule delayed until May 21 2009 Ze The effective date of the final rule requiring certain p ewer I Federal Co read more gt Verify Employee For help with E Verify call 888 464 4218 or e mail us at E Verify dhs gov You Have No Case Alerts at this Time Work Authorization Docs Expiring Open Cases gm Cases with to be Closed New Updates gt E Verify user home page display with case alerts gt Click on the alert requiring your attention to access your case alert s Welcome to E Verify E Verify News ween Updated Form 1 9 Handbook M 274 Now Available We ve published a new version ofthe Handbook for p y EN ed Employers read more gt E Verify Maintenance Scheduled for Two Upcoming Saturdays 01 The Social Security Administration will perform routine Verify Employee system ma read more For help with E Verify call 888 464 4218 or e mail us at E Verify dhs gov Case Alerts You Must Take Action Open Cases 1 y Cases with 7 oan 1 Authorization E Docs Expiring am on ote to be Closed i New Updates Case alerts can also be accessed gt From My Cases select Search Cases Click any for help Home 4 eu Cas B My Cases New Case View Cases View Cases Search Cases search Cases gt Determine your search criteria and click Search Page 51 of 88 M 775 E Verify User Manual for Employe
41. a free fast secure and voluntary online service that allows individuals to perform employment eligibility checks on themselves Employers may not ask current or prospective employees to use Self Check to prove employment eligibility The service is designed to provide visibility into government records and if necessary guidance on how to correct those records Self Check is separate from the E Verify user interface For more information and specific rules visit www uscis gov E Verifyselfcheck Self Check does not satisfy or supersede the requirements of federal contractors subject to the Federal Acquisition Regulation FAR E Verify clause or any other employers to use E Verify 1 2 BASIC WEBSITE NAVIGATION All E Verify users need to be familiar with the website navigation links The figure below provides a screen shot of the employer user Web page The navigation links within each area vary depending upon the type of user E Verify Employment Eligibility Verification e Le Last Login 01 28 PM 03 TX 0 Welcome User ID E Verify Demonstrat SAMPLE01 102 2011 Log Out Click any for hel Home New Case View Cases Search Cases Edit Profile Change Password Change Security Questions Edit Company Profile Add New User View Existing Users Close Company Account My Reports View Reports View Essential Resources Take Tutorial Welcome to E Verify E Verify News View All Federal contractor rule
42. and select which report format Portable Document Format PDF or Microsoft Excel you would like to view Page 54 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Enter Report Parameters Report Corporate Overview of Pilot Usage This report displays the number of cases initiated by your company within a fiscal year If your company has not initiated amy queries during the fiscal year they will still appear on the report with zero totals This report is available to Corporate Administrators and Program Administrators Report Format PDF C Excel Description Fiscal Year 2010 gt Use the drop down list to select the fiscal year for which you want a report Click Run Report Use report as needed 5 2 QUICK AUDIT REPORT This report provides case data about each case that matches the user entered search criteria in Excel format The case data includes basic company and case identifiers and case resolution information The case data does not include sensitive employee information such as Social Security numbers or document numbers This report has been designed to satisfy the requirement of companies to report their E Verify activity to Federal State or local government entities To create a Quick Audit Report see the Quick Audit Report Report Overview QUICK AUDIT REPORT REPORT OVERVIEW gt Select Quick Audit Report Select a report Corporate
43. ase or lowercase letter e Atleast one number e Atleast one special character Special characters include lt gt e Contain no more than two identical consecutive characters in any position from the previous password e Contain a non numeric in the first and last positions e Not be identical to the User ID Additionally as a policy it is recommended that passwords should not e Contain any dictionary word e Contain any proper noun or the name of any person pet child or fictional character nor any employee serial number Social Security Number birth date phone number or any information that could be readily guessed about the creator of the password e Contain any simple pattern of letters or numbers such as qwerty or xyz 123 e Be any word noun or name spelled backwards Old Password New Password Re type New Password Submit Password Change gt Click Submit Password Change CHANGE SECURITY QUESTIONS Each user can set security questions to allow them to reset his or her password When you log into your E Verify account for the first time E Verify will automatically prompt you to complete these questions If you need to change your security questions follow the steps in Change Security Questions Process Overview Page 62 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify CHANGE SECURITY QUESTIONS PROCESS OVERVIEW gt From My Profi
44. ated Agent Company ID Number 13859 Doing Business As DBA Name DUNS Number Physical Location Mailing Address Address 1 Green Street Address 1 Address 2 Address 2 City New York City State NY State Zip Code 10001 Zip Code County Additional Information Employer Identification Number 0 Total Number of Employees Perform verifications for your company s employees Parent Organization Administrator Organization Designation Employer Category None of these categones apply NAICS Code Total Hiring Sites Total Points of Contact 2 gt Make the required changes and click Submit gt Click View MOU to view the MOU between E Verify and the employer If you have trouble viewing your MOU make sure you have disabled any pop up blockers and are using the latest version of your Portable Document Format PDF viewer software IMPORTANT After clicking Submit the program administrator cannot undo any changes that have been entered without manually re entering the original information The E Verify company ID number is located at top of the Company Information page COMPANY INFORMATION FIELDS There are many fields that can be updated in the Company Information page For additional information on each field see Company Information Overview NOTE Any information you update will not change your company s original electronically signed memorandum of understan
45. ates A DHS TNC case result occurs because the employee s e Name Alien number and or I 94 number are incorrect in DHS records e U S Passport Passport Card driver s license or state ID card information could not be verified e Information was not updated in the employee s DHS records e Citizenship or immigration status changed e Record contains another type of error e Information was not entered correctly by the employer The employee is notified of this result by following the steps in Notify Employee of DHS TNC Process Overview NOTIFY EMPLOYEE OF DHS TNC You must promptly notify the employee of the DHS Tentative Nonconfirmation TNC case result When notified of the DHS TNC the employee chooses to contest or not contest the DHS TNC case result and indicates his or her decision on the Notice to Employee of Tentative Nonconfirmation also called a TNC notice When an employee chooses to contest a DHS TNC the employee is responsible for contacting DHS within eight federal government workdays If the employee chooses not to contest the DHS TNC he or she acknowledges that you may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the memorandum of understanding MOU Page 35 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify If the employee chooses not to contest the DHS TNC the case aut
46. ator access is used only for managing multiple employer accounts and doesn t allow corporate administrator users to create and manage E Verify cases For more information visit www dhs gov E Verify Web Services My company plans to develop its own software to access E Verify Access for The Web services access method requires a company to develop Employers software that interfaces with E Verify to verify the employment eligibility or of newly hired employees and or employees assigned to a covered federal contract The company s software will extract data from its Web Services existing system or an electronic Form l 9 and transmit the information to Access for E Verify If a company chooses this option it is sent the Web services E Verify Employer Interface Control Document The Interface Control Document contains Agents the information used to develop and test the software interface Both employers and E Verify employer agents are eligible to use this access method Page 8 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify REMINDER 1 4 OVERVIEW OF USER ROLES Enrolled companies can provide their employee s access to E Verify by assigning them a user role Permissions and functions in E Verify granted to the user depend upon the user role There are two types of users general users and program administrators Review the permissions of each user role in the User Role Overview General us
47. authorized users do not gain access to E Verify P PROTECT and STORE individuals information properly Ensure that employees information is stored in a safe and secure location and that only authorized individuals have access to this information gt Discuss E Verify results in PRIVATE Ensure that all case results including tentative nonconfirmation TNC and final nonconfirmation results are discussed in private with the employee REMINDER Page 12 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 2 0 INITIAL VERIFICATION The E Verify verification process begins with a completed Form I 9 E Verify makes employment eligibility determinations by comparing the employee s Form I 9 information entered in E Verify with the information contained in Social Security Administration SSA U S Department of Homeland Security DHS and U S Department of State DOS records Information from Form I 9 is entered into E Verify and a case result is provided Case results ultimately determine an employee s work eligibility E Verify will determine a case result based on information in SSA DHS and DOS records Case results can be initial interim or final Every case created in E Verify receives a final case result before it is closed and every case must be closed This section outlines the steps required to create a case in E Verify and the initial case results provided by E Verify 2 1 FORM I 9 AND
48. be closed Corporate Administrator Corporate administrator access is used only for managing multiple employer accounts and doesn t allow corporate administrator users to create and manage E Verify cases New corporate administrators must attend a free regularly scheduled Web based training session before their accounts can be activated D DHS No Show A response received when the employee did not contact the U S Department of Homeland Security DHS to resolve his or her case and 10 federal government workdays have passed since the date of referral The DHS No Show result is considered a final nonconfirmation DHS Verification in Process A case result of DHS Verification in Process means that the employee s information did not match U S Department of Homeland Security DHS records The case is automatically referred to DHS for further verification DHS responds to most of these cases within 24 hours but has up to three federal government workdays to respond Employers should check E Verify periodically for a response Page 82 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Document Type Type of document s presented by a newly hired employee to verify identity and employment eligibility Employment Authorized This is a case result received in E Verify when the information entered for an employee matches Social Security Administration SSA or U S Department of Homeland Security DHS r
49. ch 15 2010 gt This completes the E Verify verification process Every case created in E Verify MUST be closed To close a case select one of the case closure statements E Verify will present only those statements that are relevant to each case In some scenarios not all of the case closure statements are available NOTE CLOSE CASE When answering the question Is the employee currently employed with this company it is important to consider the following gt If you have an employee who didn t contest a tentative nonconfirmation TNC or who received a final nonconfirmation or DHS No Show decide whether you will allow the employee to continue working If you decide to e Continue the employee s employment then select Yes e Terminate the employee s employment do so then select No gt If you have an employee who has accepted a job offer but hasn t yet started work decide whether you will allow the employee to start working If you decide to Page 48 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify e Allow the employee to start work as planned then select Yes e Terminate the employee s employment offer do so then select No CASE CLOSURE STATEMENTS The employee continues to work for the employer after receiving an Employment Authorized result E Verify has verified that the employee is eligible to work in the United States and the employee continu
50. d situations you may accept an expired document with Form I 9 only if the U S Department of Homeland Security DHS has automatically extended the expiration date of the document via publication in the Federal Register When such a document is presented for Form I 9 the expiration date is the extended date that appears in the DHS guidance or Federal Register Notice In all other instances the document presented with Form I 9 must be unexpired at the time the employee is hired For information on this exception visit www uscis gov tps ERROR UNEXPIRED DOCUMENT REQUIRED PROCESS OVERVIEW gt E Verify prompts an Error Unexpired Document Required case result e3 Error Unexpired Document Required The information you entered indicates that the employee s U S Passport or Passport Card was expired when the employee was hired You must obtain an unexpired document for Form LO and re enter the case in E Verify To return to the E Verify home page click E Verify Home To begin a new case click New Case Last Name First Name Middle Initial kkkkk wk kk Maiden Name Date of Birth Social Security Number xk KRR GO kkkkk Citizenship Status A citizen of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or EERE January 20 2009 U S Passport Card Hire Date Employer Case ID June 30 2010 Submitted By Submitted On tes aM July 01 2010 gt Obtain an unexpired document from t
51. delivery service as long as you take proper precautions to ensure the employee s information is protected The DHS referral letter is time sensitive therefore if you use a mail delivery service it must be one that can provide a confirmed delivery date Page 40 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Heview the DHS referral letter and explain the next steps to the employee Instructions to the employer are on Page 1 of the DHS referral letter and the employee instructions are on Page 2 Ensure you and the employee sign and date the DHS referral letter Provide a copy of the signed DHS referral letter in English to the employee and file the original letter with Form l 9 After these steps are complete click Continue gt Enter Form L SES Verification Results Close Case Al 4 E Employment Eligibility W Employee Referred to DHS 9 Pont Review amp Sign e Confirm Employee ey Refer Employee e Print Review amp Sign Decision Referral Letter Print Review amp Sign Referral Letter This employee was referred to DHS on March 15 2010 The employee must contact DHS within 8 federal govemment workdays To complete the referral process follow the steps below ER Print the DHS Referral Letter DHS Referral Letter Choose which language to print English v CH Review the DHS Referral Letter privately with the employee e Ensure that you and the employee sign and
52. ding MOU Page 70 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify COMPANY INFORMATION OVERVIEW FIELD NAME DESCRIPTION Company Name Name of company enrolled in E Verify Physical Location Location where the company creates E Verify cases Mailing Address Company s mailing address If this address is different from the physical location use this field to make the necessary changes Additional Information Additional information about the size of the company and any associated corporate parent company information if applicable Employer Also known as federal tax identification number Generally most Identification Number companies are required to have an employer identification number and any company that has employees is required to have one for wage and tax reporting purposes Parent Organization An organization that owns or controls other organizations sometimes called subsidiaries For corporations a parent corporation is often defined as a corporation that owns more than 50 percent of another corporation Administrator Companies may link their employer accounts to a corporate administrator account also called an E Verify corporate account This gives your corporate administrator access to your employer or E Verify employer agent account profile user administration and reports that contain case information You should link your account only if you have been instructed to do so
53. document requirements for religious reasons call E Verify at 888 464 4218 If the employee presents a U S Passport Passport Card a Permanent Resident Card Form I 551 or an Employment Authorization Document Form I 766 you must obtain a copy of it and retain it with Form I 9 For more information on Form I 9 retention guidelines refer to the Handbook for Employers Instructions for Completing Form I 9 M 274 RECEIPTS Employers must consider whether or not they can create a case in E Verify for an employee who has presented an acceptable receipt to complete Form I 9 If the employee presents a receipt showing that he or she applied to replace a document that was lost stolen or damaged a case cannot be created in E Verify Presenting a receipt in this situation does not complete the Form I 9 process for E Verify You must wait until the employee presents the actual document for which the receipt was presented before you can create a case in E Verify for the employee Employers may create a case in E Verify for an employee who presents the following receipts e The arrival portion of Form I 94 I 94A with a temporary I 551 stamp and a photograph of the individual e The departure portion of Form I 94 I 94A with a refugee admission stamp For more information on acceptable receipts see the Handbook for Employers Instructions for Completing Form I 9 M 274 or visit www uscis gov i 9central REHIRES While employers must us
54. e E Verify to verify the employment eligibility of employees who are rehired they should never use E Verify for reverification If you rehire an employee for whom you never created an E Verify case and the employee s previous Form I 9 lists an expired identity document List B then you must complete a new Form I 9 and create a case for the employee in E Verify If you rehire an employee for whom you created an E Verify case and the employee s previous Form I 9 lists an expired identity document List B then you may either Page 14 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify e Complete Section 3 of the employee s previous Form I 9 and not create a new case for the employee in E Verify or e Complete a new Form I 9 for the employee and create a new case for the employee in E Verify REMINDER All newly hired employees need a Social Security number see exception above Do NOT specify or request which document a newly hired employee must use for Form l 9 A List B document MUST contain a photo see exception above Ifthe employee presents a U S Passport Passport Card a Permanent Resident Card Form 1 551 or an Employment Authorization Document Form 1 766 you must obtain a copy of it and retain it with Form l 9 2 2 CREATE A CASE The next step is to create a case in E Verify An E Verify case must be created no later than the third business day after the employee starts
55. e chooses to contest an SSA TNC it means that the employee will visit a SSA field office within eight federal government workdays Page 27 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify If the employee chooses not to contest the SSA TNC he or she acknowledges that you may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the memorandum of understanding MOU If the employee chooses not to contest the SSA TNC the case automatically becomes a final nonconfirmation FNC You may close the case in E Verify and terminate his or her employment For more information see Section 4 2 Close Case Your employee has ten business days after you have notified them of an SSA TNC to decide whether they wish to contest or not If after you have followed the steps below to notify your employee he or she does not notify you of his or her decision in ten business days you may consider this case a FNC You may close the case in E Verify and you may terminate employment based on this result To notify an employee of the SSA TNC case result follow the steps outlined in the Notify Employee of SSA TNC Process Overview NOTIFY EMPLOYEE OF SSA TNC PROCESS OVERVIEW gt Receive SSA TNC case result gt Click Continue Enter Form La ons Verification Results Close Case Employment Eligibility Ww SSA Tentative No
56. e eight characters and may be letters numbers or a combination of both A user ID is not case sensitive V Verification location A verification location is where your company s staff takes the information from an employee s Form I 9 and creates a case in E Verify W X Y Z Page 88 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify
57. e has applied for but has not yet received his or her Social Security number i e if he or she is a newly arrived immigrant make a note on the employee s Form I 9 and set it aside The employee should be allowed to continue to work You must create a case in E Verify using the employee s Social Security number as soon as the Social Security number is available Page 13 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify If the case was not created by the third day after the employee started work for pay you must indicate the reason for this delay in E Verify You may choose a reason from the drop down list or state a specific reason in the field provided Employers must complete Section 2 of Form I 9 in its entirety To complete Section 2 employers must examine documents that establish the identity and employment eligibility of the hired employee The employer may not specify which documents from the list of acceptable documents on Form I 9 an employee may choose to present Some documentation establishes both identity and employment eligibility List A Other documentation establishes identity only List B or employment eligibility only List C An employer may accept one document from List A or a combination of one document from List B and one document from List C Any List B document presented to an employer participating in E Verify MUST contain a photo However if an employee objects to photo
58. ecords This result indicates employment eligibility has been verified Employment Authorization Document Form I 766 A document issued to noncitizens who are authorized to work in the United States The most recent version of the Employment Authorization Document Form I 766 has been issued since January 1997 Form I 9 Employment Eligibility Verification The form employers are required to complete with an employee when they hire an employee to perform labor or services in return for wages or other remuneration This requirement applies to all employees hired after November 6 1986 For employers in the Commonwealth of the Northern Mariana Islands CNMI this requirement applies to all employees hired after Nov 27 2009 In the CNMI employers had to complete Form I 9 CNMI for every employee hired for employment in the CNMI from November 28 2009 to November 27 2011 and the standard Form I 9 for those hired on or after November 28 2011 E Verify Employer Agent An individual or company that creates E Verify cases on behalf of employers formerly referred to as a designated agent E Verify E Verify is an Internet based program in which the employment eligibility of newly hired employees and existing employees assigned to a covered federal contract will be verified after Form I 9 has been completed This involves separate verification checks if necessary of records maintained by the Social Security Administration SSA and the U S Depa
59. ection 7 1 Visit the E Verify enrollment website at https e verify uscis gov enroll Most enrolled companies have different people who use E Verify to create cases There is no limit on the number of users an enrolled company can register to create cases Companies enroll to verify employment eligibility of employees To participate in E Verify each company must enroll online via any Internet capable computer using a Web browser of Internet Explorer 5 5 Netscape 4 7 or higher with the exception of Netscape 7 0 or Mozilla Firefox 1 0 or higher Employers must read and accept the electronic E Verify Memorandum of Understanding for Employers MOU which details the responsibilities of the Social Security Administration SSA the U S Department of Homeland Security DHS and the employer The MOU is signed electronically by the employer during enrollment However all E Verify users must agree to and follow the guidelines and user responsibilities outlined in the MOU and this manual It is your company s Page 7 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify responsibility to ensure that your users are prepared and capable of using E Verify properly Misuse of E Verify may lead to legal liability for both the company and the user To enroll in E Verify employers visit the enrollment website This website guides companies through the enrollment process Additional information regardi
60. employers who knowingly hire undocumented workers or discriminate against employees based on citizenship or immigration status or based on national origin Page 84 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Initial Case Result The results displayed in E Verify once an employee s information has been submitted as part of a verification case Initial case results include Employment Authorized Tentative Nonconfirmation TNC and DHS Verification in Process Interim Case Status Certain initial E Verify results that require additional action before E Verify can provide a final case result Interim case results include SSA or DHS Tentative Nonconfirmation Review and Update Employee Data DHS Verification in Process SSA or DHS Case in Continuance J K L Lawful Permanent Resident A noncitizen who has been lawfully granted the privilege of residing and working permanently in the United States M Memorandum of Understanding MOU A legal document describing a bilateral or multilateral agreement between among parties It constitutes a legally binding contract when properly executed i e signed by all the parties Employers who participate in E Verify must sign the E Verify MOU between the employer the U S Department of Homeland Security DHS and the Social Security Administration SSA Noncitizen National of the United States Persons born in American Samoa cer
61. erent actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual REMINDER Employees always have a choice of which acceptable documents to present for Form l 9 you may NOT require workers to present documents that activate photo matching Copies must be made of all U S Passports Passport Cards Permanent Resident Cards Form 1 551 and Employment Authorization Documents Form 1 766 presented by employees and must be retained with Form l 9 The photo will display automatically in E Verify during the verification process Only compare the employee s Form l 9 photo document to the photo displayed in E Verify 2 3 INITIAL CASE RESULTS The information entered into E Verify is checked against SSA DHS and DOS records Once a case is created a result is displayed Initial case results are displayed in the Initial Case Results Overview If you make a mistake after creating a case you must close the case For more information see Section 4 2 Page 21 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify INITIAL CASE RESULTS OVERVIEW The employee s information matched SSA and or Employment ABHTONZEd DHS records It s that easy Information does not initially match SSA or DHS SSA or DHS Tentative records Additional action required Nonconfirmation TNC For more information see Section 3 0 Interim Case Results DHS
62. erify 30 days in advance of the date that the employer would like to close the account You must continue to use E Verify in accordance with the MOU during this 30 day period or until you have received an e mail confirming that the account is closed whichever is sooner All open E Verify cases still need to be closed even if you request to close your E Verify account IMPORTANT Once an account is closed all access to the account and its associated records is lost To preserve the records from an E Verify account a user audit report see Section 5 3 should be created and retained E Verify case information and Page 76 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify documentation must be retained for your employees for the same length of time as their Forms I 9 To request termination of company participation in E Verify perform the steps outlined in Close Company Account Process Overview CLOSE COMPANY ACCOUNT PROCESS OVERVIEW gt From My Company select Close Company Account My Company Edit Company Profile Add New User View Existing Users Close Company Account gt Type the reason for closing the account in the Termination Request Reason field Termination Request Information Qe you sure you want to request termination of your company s access to E Verify Company Name E Verify Termination Request Date 03 18 2010 Termination Request Reason
63. ers and program administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted For more information on the specific functions of each user role see Section 6 1 USER ROLE OVERVIEW USER ROLE PERMISSIONS Program A company must have at least one program administrator The program Administrator administrator role includes functions of a general user Permissions include at least one We required e Registering new users e Creating user accounts for other program administrators and general users e Creating and managing cases e Viewing reports e Updating profile information for other program administrators and general users e Unlocking user accounts e Closing company and user accounts General User A company can have as many general users as it desires but is not required l to have general users The general user is responsible for following all optional E Verify program rules and staying informed of changes to E Verify policies and procedures Permissions include e Creating and managing cases e Viewing reports e Updating his her own user profile Page 9 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 1 5 USER RULES AND RESPONSIBILITIES All E Verify users are bound by the guidelines set forth in the E Verify Memorandum of Understanding for Employers MOU and the rules and responsibilities outlined in this manual It
64. es to work for the employer The employee continues to work for the employer after receiving a Final Nonconfirmation result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the tentative nonconfirmation TNC but was unable to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work The employee continues to work for the employer after receiving a No Show result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the tentative nonconfirmation TNC but did not take action to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work The employee continues to work for the employer after choosing not to contest a Tentative Nonconfirmation E Verify cannot verify that this employee is authorized to work in the United States The employee chose not to contest the tentative nonconfirmation The employer chooses to exercise its legal right to allow the employee to continue to work The employee was terminated by the employer for receiving a Final Nonconfirmation result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the tentative nonconfirmation but was unable to resolve it The employer terminated the employee because of the final nonconfirmation result
65. f the employee chooses to contest the DHS TNC click Continue gt If the employee chooses to not contest click Close Case and follow the steps in Section 4 2 NOTIFY EMPLOYEE OF DHS TNC SUMMARY EMPLOYER ACTION e Privately notify employee of the DHS TNC e Print review sign and date TNC notice e Instruct employee to sign and date TNC notice e Keep original signed TNC notice on file with Form l 9 e Provide copy of signed TNC notice in English to employee e Take next action based on employee decision to contest or not contest DHS TNC EMPLOYEE ACTION e Confirm that the information on the TNC notice is correct e Decide to contest or not contest and indicate choice on signed TNC notice e Acknowledge DHS TNC case result by signing and dating TNC notice e Take next action based on decision to contest or not to contest REFER EMPLOYEE TO DHS After being notified of the DHS Tentative Nonconfirmation TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the Notice to Employee of Tentative Nonconfirmation also called a TNC notice An employee who chooses to contest a DHS TNC must be referred to the U S Department of Homeland Security DHS E Verify generates a Referral to the U S Department of Homeland Security also called a DHS referral letter that you must provide to the employee First confirm the information on the DHS referral letter is correct then prin
66. firm that the name and Social Security number listed on the top of the notice are correct Print the TNC notice If you or the employee notices that the information is incorrect you must close the case and create a new case for the employee When you close the original case select the case closure statement The case is invalid because the data entered is incorrect If the employee cannot read you must read the TNC notice to the employee If the employee does not fully understand English you must provide the employee with a translated version of the TNC notice if it is available Translated versions of the TNC notice are available in several foreign languages in the View Essential Resources section of E Verify IMPORTANT You may provide the TNC notice to the employee in person by fax e mail overnight or next day delivery service as long as you take the proper precautions to ensure the employee s information is protected The TNC notice is time sensitive therefore if you use a mail delivery service they must be one that can provide a confirmed delivery date Review the TNC notice privately with the employee instructions are found on Page 1 of the TNC notice Instruct the employee to indicate on the TNC notice whether he or she will contest the Page 36 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify DHS TNC 4 Ensure that you and the employee sign and date the TNC notice after the
67. fy To enter this information into E Verify you must first log in with your assigned user ID and password and then follow the steps outlined in How to Create a Case Process Overview Ad TO CREATE A CASE PROCESS EIE From the E Verify Welcome page find My Cases and click EVe New Case i Employment Eligibi 1 Home My Cases New Case V View w Cases From Section 1 of the employee s _ Form l 9 choose the correct option e Acitizen of the United States Verify Employee A noncitizen national of the i cmm eem United States What citizenship status did the employee choose in Section 1 of Form 197 A lawful permanent resident erect one then click Continue An alien authorized to work i O citipzen of the United States Click Continue You are then prompted to indicate the documents provided to you for Section 2 of the employee s Form 1 9 Make the appropriate selection and click Continue If you select List B and C Verify Employee documents E Verify prompts you to select the d OCU m e nts p rese nted What List B and C documents did the employee present for Section 2 of Form I 9 2 by th eem ployee fro m Secti on 2 of Select one from each column then click Continue a e i List B Documents List C Documents Form LO for both List B and List C Driver s license or ID card issued by a e Social Security Card o U S
68. guage to print English v Reprin Letter ro return to the E Verify home page click E Verify Home If you created this case in error or no longer need to continue this verification click Close Case new case click New Case IMPORTANT You should ONLY close the case when E Verify provides a final case result or if you no longer need to continue to verify the employment eligibility of this employee After 10 federal government workdays E Verify will provide one of the following case results e EMPLOYMENT AUTHORIZED Section 2 4 e DHS FINAL NONCONFIRMATION Section 4 1 e DHS CASE IN CONTINUANCE Section 3 4 DHS NO SHOW Section 4 1 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual REFER EMPLOYEE TO DHS SUMMARY EMPLOYER ACTION e f employee chooses to contest the DHS TNC refer case e Ensure that the information on the DHS referral letter is correct e Print review sign and date DHS referral letter e Have employee sign and date DHS referral letter e Keep original signed DHS referral letter on file with Form l 9 e Provide copy of signed DHS referral letter in English to employee e Attach and submit or express mail a copy of employee s photo document to DHS if the TNC is due to photo mismatch e Check E Verify for case result updates and follow steps based on case result provided EMPLOYEE ACTION e Sign
69. h tee work an the Loge Staten thers are es to protect ET E Fg ren x 60 255 w TIN Mo went you may fce ws toang Kran T x 21 D Issued by Department of Justice the Office of Provided by DHS Special Counsel for Immigration Related Unfair Employment Practices 1 6 PRIVACY AND SECURITY STATEMENT The use of E Verify requires the collection of personally identifiable information It is essential to protect the privacy of individuals who submit information to be processed through E Verify It is your responsibility to ensure that all personal information collected is safeguarded and used only for the purposes outlined in the E Verify Memorandum of Understanding for Employers MOU between E Verify and the employer user Failure to properly protect individuals information can result in identity theft or fraud and can cause considerable inconvenience harm or embarrassment to the individuals affected At a minimum take the steps outlined in the Privacy Guidelines Overview to protect personal information and comply with the appropriate regulations Page 11 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify PRIVACY GUIDELINES OVERVIEW gt Allow ONLY authorized employees to use E Verify Ensure that only the appropriate employees handle information and create cases P SECURE access to E Verify Protect the password you use to access E Verify and ensure that un
70. he employee for Form 1 9 Click New Case and enter the employee s unexpired Form l 9 document information IMPORTANT An expired document presented for Form l 9 does NOT mean that the employee is not authorized to work in the United States Obtain an unexpired document and then re enter the case in E Verify E Verify will then return a case result for this employee E VERIFY PHOTO MATCHING Photo matching is an automatic part of creating a case in E Verify that prompts you to compare an employee s photo ID with a photo displayed in E Verify This helps ensure that the document provided is valid The photo matching step happens automatically This may occur when you create a case for an employee who has presented a U S Passport Passport Card Permanent Page 19 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Resident Card Form I 551 or an Employment Authorization Document Form I 766 for his or her Form I 9 documentation When the employee presents one of these documents and the Form I 9 information entered by the employer matches DHS or DOS records the employee s photo automatically displays in E Verify You must make a copy of the employee s Form I 9 photo document and retain it with Form I 9 in order to match the photos Matching photos is easy simply compare the photo displayed by E Verify to the photo on the employee s actual document or a copy of the employee s document and determi
71. her the Alien number 022282 uessa or l 94 number from the employee s vn gt Form l 9 d Lina o T Enter employee Form L information then click Continue required first Hamne Hiidie bag Click Continue Employer Case ID is an optional field _ for users who wish to assign an _ internal tracking code to a case If an E Verify case is not created by the third business day after the employee begins work for pay the user must indicate the reason for Verify Employee the delay Select from one of the k B i Enter Form I 9 Information Verification Results Close Case _ following reasons 4 SEET 4 Select or enter the reason why this case has not been submitted within 3 business days of hire then click Continue e Awaiting Social Security number e Technical Problems e Audit Revealed that New Hire Was Not Run e Other The user may also enter a specific reason in the field provided Click Continue eo Each screen provides additional information simply by clicking any help text symbol CG REMINDER Complete Form l 9 before creating a case in E Verify Create cases for all newly hired employees no later than the third business day after the employee starts work for pay CHECK INFORMATION If the information entered does not immediately match SSA DHS or DOS records the Check Information screen appears to confirm that the information was entered c
72. ick to Enlarge QO Yes CH Ho Yes the photo on the employee s actual document or a copy matches the photo displayed by E Verify Clothing hair style facing direction and appearance on the card should be identical to the photo displayed by E Verify gt No the photo on the employee s actual document or a copy does not match the photo Page 20 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify displayed in E Verify NOTE If No Photo on this Document appears select Yes Enter Form l 9 Information Verification Results Close Case Photo Matching Does the photo below match the photo on the Unexpired U S Passport or U S Passport Card provided by the employee Select yes or no and click Continue o NOTE If No Photo on this Document appears below select yes and click Continue No Foto op this Document Click to Enlarge Q Yes ONo i gt Click Continue NOTE If you do not make a selection and click Continue the case will receive a status of Photo Matching Required To search for a case see Section 4 3 Case Alerts IMPORTANT Compare the photo displayed in E Verify with the employee s Form l 9 photo document not to the actual employee After a selection is made one of the following case results will appear e EMPLOYMENT AUTHORIZED Section 2 4 e DHS TENTATIVE NONCONFIRMATION TNC Section 3 3 Each case result requires diff
73. iew Edit Company ID Number Doing Business As DBA Name DUNS Number Physical Location Mailing Address Address 1 123 Main Street Address 1 Address 2 Address 2 City Washington City State D State Zip Code 20002 Zip Code County DISTRICT OF CC Additional Information Employer Identification Number Total Number of Employees Parent Organiza tion Administrator Organization Designation Employer Category NAICS Code 236 CONSTRUCTION OF BUILDINGS View Edit View Edit Total Points of Contact 1 View Edit The MOU that was electronically signed for that company will appear in a new window If the MOU does not load ensure that your pop up blocker is disabled IMPORTANT You should not close your E Verify account if you determine that you need to update the signatory of your E Verify MOU Instead submit the following by e mail to E Verify dhs gov or by fax to 202 443 0215 e A written request to update the signatory of your E Verify MOU and e An updated copy of the signatory page from your MOU REMINDER 7 4 CLOSE COMPANY ACCOUNT Any E Verify account may be closed voluntarily To close an account employers must request termination electronically through E Verify See Close Company Account Process Overview or submit a written termination notice by e mail to E Verify dhs gov or by fax to 202 443 0215 A program administrator or the signatory of the MOU must submit written notice to E V
74. igration status and national origin and discrimination during the employment eligibility verification process which includes Form I 9 and E Verify P Passport Foreign Any travel document issued by a competent authority showing the bearer s origin identity and nationality if any which is valid for the entry of the bearer into a foreign country Passport United States Document issued by the U S Department of State to U S citizens and noncitizen nationals Password A unique identifier that allows registered E Verify users access to E Verify Permanent Resident or Lawful Permanent Resident A noncitizen who has been lawfully granted the privilege of residing and working permanently in the United States Permanent Resident Card Form I 551 Issued by the former Immigration and Naturalization Service beginning in December 1997 and now issued by U S Citizenship and Immigration Services this card is the current version given to permanent residents The document is valid for 10 years In the current version of the Permanent Resident Card Form I 551 the name of the document was changed from Resident Alien Card to Permanent Resident Card Photo Matching During the verification process employers match the photos on certain documents provided by employees when completing Form I 9 with the photo that appears in E Verify Photo matching is activated only when an employee has provided a U S Passport Passport Card Permanent Resident
75. inue Some fields cannot be updated If the information entered is not correct and the information cannot be updated you must close the case by clicking Close Case Select the case closure statement The case is invalid because data entered is incorrect NOTE If you do not click Continue or Close Case the case will receive a status of Case Incomplete To search for a case see Section 4 3 Case Alerts ERROR UNEXPIRED DOCUMENT REQUIRED If an expired U S Passport Passport Card or driver s license was entered E Verify will display Error Unexpired Document Required This means that E Verify has NOT created a case for this employee You must obtain an unexpired document for Form I 9 and re enter the case As of April 3 2009 all documents presented by an employee for Form I 9 must be unexpired see exception below If the document entered for an employee was expired when the employee was hired you will need to obtain an unexpired document for Form I 9 and re enter this employee s case in E Verify when you have the new document Page 18 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Just because the employee presented an expired document does not mean that the employee is not authorized to work E Verify will verify the employment eligibility of this employee once you obtain an unexpired document and re enter the case EXCEPTION In very limite
76. ir decision within ten business days you may consider this case a final nonconfirmation FNC and close the case To close the case click Close Case and follow the steps in Section 4 2 Consider the following to select the most appropriate closure code statement e f you decide not to terminate employment you should not complete a new case for your employee You should close the case as The employee continues to work for the employer after choosing not to contest a Tentative Nonconfirmation e f you decide to terminate employment you should close the case as The employee was terminated by the employer for choosing not to contest a Tentative Nonconfirmation Page 37 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Employment Eligibility W DHS Tentative Nonconfirmation TNC Print Review amp Sign e Confirm Employee Refer Employee Print Review amp Sign TNC Notice Decision Referral Lotter Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest the DHS TNC If the employee b Chose to CONTEST the DHS TNC click Continue P Chose to NOT CONTEST the DHS TNC click Close Case To review or reprint the DHS Tentative Nonconfirmation Notice click Back If you created this case in error or no longer need to continue this verification click Close Case i To return to this case at a later time click Save Case and Exit Q gt I
77. is authorized to work in the United States To complete the verification process click Close Case SSA DHS FINAL NONCONFIRMATION SUMMARY EMPLOYER ACTION e Receive SSA or DHS Final Nonconfirmation case result e Close case EMPLOYEE ACTION DHS NO SHOW A DHS No Show indicates that the employee did not contact DHS within the required eight federal government workdays A DHS No Show case result is considered a final nonconfirmation A final nonconfirmation means that the case must be closed in E Verify You may terminate employment based on a case result of DHS No Show with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the E Verify Memorandum of Understanding for Employers MOU X Enter Form L EE gt Verification Results Z Close Case ee IS DHS No Show DHS could not confirm that Su Lin is authorized to work in the United States and the employee did not contact DHS within the 8 federal government workdays This response is considered a final nonconfirmation To complete the verification process click Close Case DHS NO SHOW SUMMARY EMPLOYER ACTION e Receive DHS No Show case result e Close case EMPLOYEE ACTION Page 45 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify ERROR CLOSE CASE AND RESUBMIT If E Verify prompts an Error Close Case and Resubmit case result you cannot
78. is granted work authorization by the U S Citizenship and Immigration Services Alien Registration Number or Alien Number A number A unique seven eight or nine digit number assigned to a noncitizen at the time his or her A file is created The 9 digit U S Citizenship and Immigration Services number listed on the front of Permanent Resident Cards Form I 551 issued after May 10 2010 is the same as the Alien Registration Number The A number can also be found on the back of these Permanent Resident Cards Anti Discrimination Notice The anti discrimination notice is published by the Office of Special Counsel for Immigration Related Unfair Employment Practices Department of Justice OSC and provides information to employees concerning discrimination in the workplace The E Verify memorandum of understanding MOU requires participating employers to display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospective employees This notice is available in the Essential Resources section of E Verify For questions about discrimination during the employment eligibility verification process employers may contact OSC at 800 255 8155 or 800 237 2515 TTY or visit OSC s website at http www justice gov crt about osc Arrival Departure Record Form I 94 or I 94A A document issued to noncitizens when admitted to the United States Some of these forms are stamped to indicate work autho
79. is your responsibility to ensure that all users understand program rules We recommend that you review with your users these rules and responsibilities periodically to ensure proper use of E Verify and the protection of your employees workplace rights All E Verify users must follow the guidelines specified in the Rules and Responsibilities Overview RULES AND RESPONSIBLITIES OVERVIEW Employers participating in E Verify MUST Follow E Verify procedures for each newly hired employee while enrolled participating in E Verify Notify each job applicant of E Verify participation Clearly display both the English and Spanish Notice of E Verify Participation and the Right to Work posters Complete Form l 9 for each newly hired employee before creating a case in E Verify Ensure that Form I 9 List B identity documents have a photo Section 2 1 Create a case for each newly hired employee no later than the third business day after he or she starts work for pay Obtain a Social Security number SSN from each newly hired employee on Form l 9 Provide each employee the opportunity to contest a tentative nonconfirmation TNC Allow each newly hired employee to start and continue working during the E Verify verification process even if he or she receives a TNC Ensure that all personally identifiable information is safeguarded Employers participating in E Verify MUST NOT Use E Verify to prescreen an applicant for em
80. itional interim case results from DHS and actions the employee will need to take Section 3 0 Interim Case Results provides details and actions required of the employer when you receive a TNC Page 25 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 2 5 DHS VERIFICATION IN PROCESS A case result of DHS Verification in Process means that the information did not match DHS records The case is automatically referred to DHS for further verification No action is required by you at this time DHS will respond to most of these cases within 24 hours although some responses may take up to three federal government workdays Check E Verify daily for a response Follow the steps outlined in the DHS Verification in Process Process Overview IMPORTANT You may not take any adverse action against an employee who receives a DHS Verification in Process case result DHS VERIFICATION IN PROCESS PROCESS OVERVIEW gt E Verify displays DHS Verification in Process case result gt Enter Form I 9 Gasen Close Case Employment Eligibility f py g ty 3 View Print Case Details W pus verification in Process E Verify needs additional time to verify the employment eligibility of this employee This case has been referred to DHS for further verification No action is necessary at this point Check back periodically for a case status update The employee should continue to work until E Verify provide
81. l a paper copy send it through express mail to the address below U S Department of Homeland Security USCIS 10 Fountain Plaza 3 Floor Buffalo NY 14202 Attn Status Verification Unit Photo Matching DHS will not pay for any shipping costs Participants are free to choose an express shipping carrier at their own expense Inform all hiring sites of the DHS shipping information enter rom antonio D close coe Employment Eligibility WV DHS Tentative Nonconfirmation TNC Refer Employee You indicated that the employee chose to contest the DHS TNC The next step is to submit a copy of the employee s photo document and refer the employee to DHS You may attach an electronic copy of the photo document on this page or send a paper copy to DHS vie express mail To submit a copy of the employee s photo document select one of the options below follow the instructions then click Refer Case When you click Refer Case it starts the 8 federal government workdays that the employee has to contact DHS Attach and Submit Copy of Employee s Photo Document gt Make a digital copy of the employee s photo document and save it to your computer For example you may choose to scan or take a digital photo of the document gt Use the Browse button to select the file Files must be in the GIF format and no larger than 1 5 MB Browse ter the file is selected click Refer Case O Mail Copy of Employee s Photo Document gt Mail a c
82. le select Change Security Questions My Profile Edit Profile Change Password Change Security Questions Select a question from the drop down list and enter the answer in the field below A field with a red asterisk is a required field Enter Password Challenge Questions and Answers Password Challenge Question 1 select a preferred question Answer Password Challenge Question 2 select a preferred question Answer Password Challenge Question 3 select a preferred question Answer gt Click Submit A confirmation message displays 6 3 UPDATE USER PROFILE INFORMATION Every E Verify user has a profile that includes his or her name telephone number fax number and e mail address Users should update this information whenever necessary using the Edit Profile link To update this information follow the steps outlined in Edit Profile Process Overview Page 63 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify EDIT PROFILE PROCESS OVERVIEW gt From My Profile select Edit Profile My Profile Edit Profile Change Password Change Security Questions gt Add information or edit fields as necessary A field with a red asterisk is a required field gt Click Submit User Profile Changes A confirmation message and your profile information will display Enter User Profile Information User ID Las
83. loyees 500 to 999 Parent Organization Administrator Organization Designation Employer Category None of these categories apply NAICS Code 922 JUSTICE PUBLIC ORDER AND SAFETY ACTIVITIES View Edit Total Hiring Sites 4 Total Points of Contact 1 View Edit gt Click Add to add a new point of contact gt Click Edit after adding the new point of contact s information or modifying an existing point of contact s information The updated Points of Contact Summary List page will appear gt Click Delete to delete a point of contact The updated Points of Contact Summary List page will appear Points of Contact Summary List Previous Next First Name Last Name Middle Name Phone Number Fax Number E mail Address Las it Delete E Verify dhs gov E Verify dhs gov Previous Next Save amp Continue gt Click Save and Continue when finished updating the point s of contact This brings the program administrator back to the Company Information page Page 72 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify UPDATE NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM NAICS INFORMATION The North American Industry Classification System NAICS code classifies companies by industry During enrollment the employer selects the NAICS code If the company s industry classification has changed this should be updated in the E Verify com
84. m La SH Verification Results Close Case Request Name Review A case sent to DHS for name review will be updated with one of the following results EMPLOYMENT AUTHORIZED Section 2 4 e DHS TENTATIVE NONCONFIRMATION TNC Section 3 3 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual REQUEST NAME REVIEW SUMMARY EMPLOYER ACTION e Determine if a name review is required if not close case e Click Continue e Input reason for name review request in Comments field e Click Continue e Follow steps outlined in DHS Verification in Process EMPLOYEE ACTION TENTATIVE NONCONFIRMATION TNC A tentative nonconfirmation TNC case result means that the information entered into E Verify from Form I 9 differs from SSA DHS or DOS records E Verify identifies the agency associated with the mismatch when the TNC result is provided An SSA TNC means that the information entered into E Verify does not match SSA records The section below outlines the specific steps required when this case result occurs Included are descriptions of additional interim case results from SSA and actions the employee will need to take A DHS TNC means that the information entered into E Verify does not match DHS records The section below outlines the specific steps required when this case result occurs Included are descriptions of add
85. n Continuance Test Kevin 2010074154806AH 03 12 2010 SW SSA Case In Continuance Test Jen 2010074154745AG 03 12 2010 7 4 Review and Update Employee Data Washingt George 2010074150806ZP 2 03 13 2010 amp Review and Update Employee Data Washingt George 20100741507 102M 03 13 2010 WORK AUTHORIZATION DOCUMENTS EXPIRING The Work Authorization Docs Expiring case alert is just a notification that an employee s Employment Authorization Document Form I 766 or an Arrival Departure Record Form I 94 document is expiring This alert is intended to remind you to reverify the employee by completing Section 3 of Form I 9 The employee cannot be reverified in E Verify Page 52 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify This is simply a reminder no action is required or permitted in E Verify You may dismiss each alert by clicking Dismiss Alert This alert will only appear if the document the employee presented for the original E Verify case was either an Employment Authorization Document Form I 766 or an Arrival Departure Record Form I 94 Also the alert only appears the first time the document expires subsequent expirations will not activate this case alert IMPORTANT The employee may not be reverified in E Verify Page 53 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 5 0 CASE REPORTS There are four types of case reports available in E Verif
86. nconfirmation TNC The Social Security number entered in E Verify is not valid according to SSA records This does NOT mean that the employee is not authorized to work in the United States however additional action is required P To begin TNC process click Continue If you created this case in error or no longer need to continue this verification click Close Case o To return to this case at a later time click Save Case and Exit Complete the following steps 1 Select the TNC notice in either English or Spanish Confirm that the name and Social Security number listed on the top of the notice are correct Print the TNC notice If you or the employee notices that the information is incorrect you must close the case and create a new case for the employee When you close the original case select the case closure statement The case is invalid because the data entered is incorrect If the employee cannot read you must read the TNC notice to the employee If the employee does not fully understand English you must provide the employee with a translated version of the TNC notice if it is available Translated versions of the TNC notice are available in several foreign languages in the View Essential Resources section of E Verify IMPORTANT You may provide the TNC notice to the employee in person by fax e mail or overnight or next day delivery service as long as you take the proper precautions to ensure the employee
87. ne if the photos are reasonably identical This means that the photos should be identical but you should take into account minor variations in shading and detail between the two photos based upon the age and wear of the employee s document and the quality of your computer monitor A watermark has been added to the photo displayed in E Verify to prevent unauthorized use The photo on the document presented by the employee will not have a watermark Absence of a watermark on the document photo does not mean that it is not authentic Do not compare the photo displayed by E Verify to the actual employee The direct comparison between the document and the individual happens during Form I 9 completion prior to using E Verify The Photo Matching Process Overview provides a summary PHOTO MATCHING PROCESS OVERVIEW gt E Verify prompts you to compare a photo displayed in E Verify with the employee s Form l 9 photo document You must obtain a copy of the employee s document and retain it with Form l 9 gt Account for minor variations in shading and detail between the two photos and select Yes or No Enter Form I 9 Information Verification Results gt Close Case Photo Matching Does the photo below match the photo on the Unexpired U S Passport or U S Passport Card provided by the employee Select yes or no and click Continue 9 NOTE If No Photo on this Document appears below select yes and click Continue De Cl
88. ng enrollment is found at www dhs gov E Verify Participating companies use E Verify through an access method determined during the enrollment process An access method is a type of E Verify account that offers different features for specific types of organizations The four access methods include employer E Verify employer agent corporate administrator and Web services The access methods are explained in the Access Method Overview ACCESS METHOD OVERVIEW ACCESS METHOD EXPLANATION Employer Access My company plans to use E Verify to verify its employees Most E Verify participants regardless of their business size or structure are enrolled under the employer access method This access method allows a company to create cases in E Verify for its newly hired employees and or employees assigned to a covered federal contract For more information visit www dhs gov E Verify E Verify Employer My company plans to use E Verify on behalf of its clients to verify Agent Access their employees The E Verify employer agent access method allows an individual or company to act on behalf of other companies to create cases in E Verify for their newly hired employees and or employees assigned to a covered federal contract For more information visit www dhs gov E Verify Corporate My company has a central office that needs to manage E Verify Administrator use for all of its locations that access E Verify Access Corporate administr
89. ns esses nenne nennen nnne 6 3 Update User Profile Intormaton Hm 7 0 MY COMPANY PROGRAM ADMINISTRATORS esses 7 1 ell ETA EE 7 2 View Existing WSS EE Reset Users PASSWOMG DEE Delete User ACCOUNME re Edit Company e OT Company Information Fields Update Points of COnmMaAC bese uen no or oh tea Eo en uE e ah Ex E Et Sk RESET U Eaux FER LEES P ExS EE ENE Update North American Industry Classification System NAICS Information Add New Hiring Site s ee ENNEN terae nose nonu hao n re NENNEN ses E EXTR rs SETS ERE View Memorandum of Understanding MCOUI eee e ee eeee eae eeeeeaeenes 7 4 Close Company ACCOUM EE 8 0 RESOURCE AND CONTACT INFORMATION eene eene APPENDIX A ACRONYMS iesu cita aui auia eebe apu a aru Ld APPENDIX B GEOSSARY EE M 775 E Verify User Manual for Employers 49 50 52 52 52 54 54 55 56 57 59 59 59 62 62 63 65 65 66 67 68 68 70 71 74 19 76 78 80 81 SEC A 2 E x 7 AN Ars 1 0 INTRODUCTION Welcome to the E Verify User Manual for Employers This manual provides guidance on E Verify processes and outlines the rules and responsibilities for employers enrolled in E Verify All users must follow the guidelines set forth in the E Verify Memorandum of Understanding for Employers MOU and the rules and responsibilities outlined in this manual For the purpose of this manual the term employer means an
90. nt you should close the case as The employee was terminated by the employer for choosing not to contest a Tentative Nonconfirmation Enter Form I 9 SCH Verification Results Close Case S Employment Eligibility W ssa Tentative Nonconfirmation TNC Print Review amp Sign ev Confirm Employee Refer Employee Print Review amp Sign TNC Notice Decision Referral Letter Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest tt If the employee gt Chose to CONTEST the SSA TNC click Continue P Chose to NOT CONTEST the SSA TNC click Close Case o review or reprint the SSA Tentative Nonconfirmation Notice click Back If you created this case in error or no longer need to continue this verification click Close Case o To return to this case at a later time click Save Case and Exit g gt If the employee chooses to contest the SSA TNC click Continue gt If the employee chooses not to contest click Close Case and follow steps in Section 4 2 Close Case NOTIFY EMPLOYEE OF SSA TNC SUMMARY EMPLOYER ACTION e Privately notify employee of the SSA TNC e Print review sign and date TNC notice e Instruct employee to sign and date TNC notice e Keep original signed TNC notice on file with Form l 9 e Provide copy of signed TNC notice in English to the employee e Take next action based on employee decision to contest or not contest SSA TNC EMPLOYEE ACT
91. o refer an employee to DHS follow the steps outlined in the Refer Employee to DHS Process Overview REFER EMPLOYEE TO DHS PROCESS OVERVIEW gt Click Refer Case Enter Form I 9 informati Close Case Employment Eligibility y DHS Tentative Nonconfirmation TNC Print Review amp Sign EH Confirm Employee ey Refer Employee Print Review amp Sign TNC Notice Decision Referral Letter Refer Employee You indicated that the employee chose to contest the DHS TNC The next step is to refer the employee to DHS To refer the employee to DHS click Refer Case When you click Refer Case it starts the 8 federal government workdays that the employee has to contact DHS f you created this case in error or no longer need to continue this verification click Close Case o To return to this case at a later time click Save Case and Exit In some cases E Verify prompts you to submit a copy of the employee s photo document to DHS Follow the steps below to complete this step when prompted gt First obtain a copy of the employee s Form l 9 photo document gt Then determine how you will submit a copy of this document to DHS You may submit an electronic copy or send a paper copy by selecting one of the following e Attach and Submit Copy of Employee s Photo Document OR Page 39 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify e Mail Copy of Employee s Photo Document If you chose to mai
92. omatically becomes a final nonconfirmation FNC You may close the case in E Verify and terminate employment without penalty For more information see Section 4 2 Close Case Your employee has ten business days after you have notified them of an DHS TNC to decide whether they wish to contest or not If after you have followed the steps below to notify your employee he or she does not notify you of his or her decision in ten business days you may consider this case a FNC You may close the case in E Verify and you may terminate employment based on this result To notify an employee of the DHS TNC case result follow the steps outlined in the Notify Employee of DHS TNC Process Overview NOTIFY EMPLOYEE OF DHS TNC PROCESS OVERVIEW Receive DHS TNC case result Click Continue Enter Form La o Verification Results Close Case Employment Eligibility y DHS Tentative Nonconfirmation TNC The employee s information did not match U S Department of Homeland Security DHS records This does NOT mean that the employee is not authorized to work in the United States however additional action is required gt To begin TNC process click Continue If you created this case in error or no longer need to continue this verification click Close Case 2 To return to this case at a later time click Save Case and Exit CA Complete the steps listed below 1 Select the TNC notice in either English or Spanish Con
93. opy of the employee s photo document along with a copy of the DHS Referral Letter via express mail to the address below and click Refer Case U S Department of Homeland Security USCIS 10 Fountain Plaza 3rd Floor Buffalo NY 14202 Attn Status Verification Unit Photo Matching IMPORTANT Send only a copy not the original document to DHS You must use an express shipping carrier of your choice at your own expense DHS will not pay for any shipping costs you created this case in error or no longer need to continue this verification click Close Case To return to this case at a later time click Save Case and Exit gt After you complete the above click Refer Case gt After you have referred the case complete the following steps 1 Select the DHS referral letter in either English or Spanish and confirm that the name and Social Security number listed on the top of the letter are correct Print the DHS referral letter If the employee cannot read you must read the DHS referral letter to the employee If the employee does not fully understand English you must provide the employee with a translated version of the referral letter if it is available Translated versions of the referral letter are available in several foreign languages in the View Essential Resources section of E Verify IMPORTANT Once the DHS referral letter is signed you may provide it to the employee in person fax e mail overnight or next day
94. or further verification See Section 2 5 for more information SSA or DHS 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 IMPORTANT You may not take an adverse action against an employee for any interim case result 3 1 SSA TENTATIVE NONCONFIRMATION TNC An SSA Tentative Nonconfirmation TNC results when the information submitted in E Verify does not initially match SSA records An SSA TNC does not mean that the employee is not authorized to work in the United States An SSA TNC case result may occur because the employee s e Citizenship or immigration status was not updated with SSA e Name change was not reported to SSA e Name Social Security number or date of birth is incorrect in SSA records e SSA record contains another type of mismatch e Information was not entered correctly by the employer The employee must be notified of this result as soon as possible by following the steps in the Notify Employee of SSA TNC Process Overview NOTIFY EMPLOYEE OF SSA TNC You must promptly notify the employee of the SSA Tentative Nonconfirmation TNC case result When notified of the SSA TNC the employee chooses to either contest or not contest the case result In either case the employee acknowledges his or her decision on the Notice to Employee of Tentative Nonconfirmation also called a TNC notice When an employe
95. orrectly The user may either confirm that the information matches Form I 9 or change the information in certain fields if the information was entered incorrectly Follow the steps in the Check Information Process Overview Page 17 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify CHECK INFORMATION PROCESS OVERVIEW gt E Verify prompts you to review and confirm that the information entered into E Verify is correct Enter Form l 9 Information Verification Results Close Case EL Check Information The information below MUST match the employee s Form I 9 Check that the following information is correct e Last Name e First Name e Middle Initial e Maiden Name e Date of Birth e Social Security Number If this information is gt Correct click Continue gt NOT correct update the appropriate field s and click Continue If the information entered is not correct and cannot be updated click Close Case Q If you created this case in error or no longer need to continue this verification click Close Case o Last Name First Name Middle Initial Test Test Maiden Name Date of Birth Social Security Number Month sei Day Year Citizenship Status A citizen of the United States Hire Date Employer Case ID March 06 2011 Submitted By Submitted On SAMPLEO1 March 07 2011 gt Confirm that the information matches Form l 9 or make changes if needed and click Cont
96. pany profile To update the NAICS code follow the Update NAICS Code Process Overview UPDATE NAICS CODE PROCESS OVERVIEW gt From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account gt Click View Edit in the NAICS section of the Company Information page Company Information Company Name ABC Company View Edit Company ID Number 13882 Doing Business As DBA Name DUNS Number Physical Location Mailing Address Address 1 Main Street Address 1 Address 2 Address 2 City New York City State NY State Zip Code 10001 Zip Code County NEW YORK Additional Information Employer Identification Number 0 Total Number of Employees 500 to 999 Parent Organization Administrator Organization Designation Employer Category None of these categories apply NAICS Code 922 JUSTICE PUBLIC ORDER AND SAFETY ACTIVITIES View Edit Total Hiring Sites 4 View Edit Total Points of Contact 1 View Edit The NAICS Code page displays the NAICS code entered when your company enrolled in E Verify To modify the NAICS Code field gt Enter the new three digit NAICS code If the new number is not known a program administrator can search available codes To determine the company s NAICS code Page 73 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov
97. ployment Check the employment eligibility of an employee hired before the company signed the E Verify MOU Take any adverse action against an employee based on a case result unless E Verify issues a final nonconfirmation Specify or request which Form l 9 documentation a newly hired employee must use Use E Verify to discriminate against ANY job applicant or new hire on the basis Page 10 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify of his or her national origin citizenship or immigration status Selectively verify the employment eligibility of a newly hired employee Share any user ID and or password Upon enrollment employers are required to clearly display both the English and Spanish Notice of E Verify Participation and Right to Work posters both are displayed below These should be displayed in the most appropriate location for viewing by potential and current employees Both notices are found in E Verify after you log in under View Essential Resources Section 1 2 In addition E Verify recommends providing a copy of these posters with job application materials either online or in hard copy E VERIFY PARTICIPATION ENROLLMENT NOTIFICATION English amp Spanish Notice of E Verify Participation Right to Work Poster IF YOU HAVE THE RIGHT TO WORK Don t let anyone take it away Y n n 1 1 LE T tow Xy Fn NS WW LA rent have a legal nig
98. r driver s license Page 46 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 4 2 CLOSE CASE Employers must close EVERY case created in E Verify There are 11 possible case closure statements To assist you in making the correct choice and to reduce the number of options E Verify requires you to state whether the employee is still employed To close a case employers follow the steps outlined in the Close Case Process Overview CLOSE CASE PROCESS OVERVIEW Click Close Case x e e Enter Form l 9 Information gt gt Verification Results gt 2 Close Case Employment Eligibility Employment Authorized kkkkkk is authorized to work in the United States To complete the verification process click Close Case Last Name First Name Middle Initial Maiden Name Date of Birth Social Security Number op am Citizenship Status A noncitizen national of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or U S Passport Card Hire Date Employer Case ID March 12 2010 Submitted By Submitted On JGOO6407 March 15 2010 Close Case gt Next determine if the employee is still employed with the company select yes or no and click Continue Your response to the question Is employee s name currently employed with this company will determine which case closure statement options will appear on the next
99. r program administrator and provide the person s name phone number fax number optional and e mail address and click Next Add User Personal Information User Role Last Name First Name M I Phone Number Fax Number E mail Address gt Accept the system generated user ID or create a new user ID Page 65 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify You may accept the system generated user ID displayed below or create your own gt To accept the system generated user ID click Submit New User gt Tocreate your own user ID delete the system generated user ID and type your desired user ID Your user ID must be exactly eight alphanumeric characters letters and numbers and is not case sensitive When you are finished click Submit New User Add User Create User ID User ID MX gt Review the information submitted and then click Submit New User gt he new user will receive his or her user ID and password by e mail NOTE Most people receive our confirmation e mail within a few minutes Instruct your new user to check his or her e mail inbox as well as spam or junk mail folders because sometimes our e mails are mistakenly marked as spam If the e mail is not received within 48 hours call E Verify Customer Support at 888 464 4218 for assistance 7 2 VIEW EXISTING USERS Only program administrators can view user information and reset passwords View
100. rance SSA and DHS jointly manage the E Verify program Page 87 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Social Security Administration SSA Referral After an employee is advised of an SSA Tentative Nonconfirmation TNC and has signed the Notice to Employee of Tentative Nonconfirmation also called a TNC notice the employee is referred to SSA to resolve the TNC T Tentative Nonconfirmation TNC The employee information was compared to government records and could not be verified This does not mean that the employee is not authorized to work or that the information provided was incorrect The employee must contact or visit either the Social Security Administration SSA or the U S Department of Homeland Security DHS to resolve the discrepancy and continue employment U U S Department of State DOS The federal government department that is responsible for international relations DOS issues U S Passports and Passport Cards USCIS Number A nine digit number listed on the front of Permanent Resident Cards Form I 551 issued after May 10 2010 that is the same as the Alien number The A number can also be found on the back of these Permanent Resident Cards Form I 551 User ID The user ID is an assigned ID with letters and numbers that identifies the user of a computer system or network All users who create cases in E Verify must have their own user IDs The user ID must b
101. rized status Form I 94 or I 94A contains an 11 digit admission number that may be used as part of the initial E Verify case if the noncitizen employee does not have an Alien Registration Number Page 81 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify C Case in Continuance This response is given if the Social Security Administration SSA or the U S Department of Homeland Security DHS needs more than 10 federal government workdays to provide a final case result The employee continues to work until a final case result is provided in E Verify from SSA or DHS Case Incomplete This response is given if the user abandons a case after the Check Information screen or the photo matching screen appears The user will need to continue the case or close the case Case Verification Number A unique number assigned to each E Verify case that is created when an employer submits an initial verification Employers participating in E Verify are required to record the case verification number on the employee s Form I 9 or to print the screen containing the case verification number and attach it to the employee s Form I 9 Client An individual or company that hires an E Verify employer agent to create E Verify cases on their behalf Close Case The step in the verification process when either a final result has been provided or the user no longer needs to continue the verification and the case is ready to
102. rs September 2012 www dhs gov E Verify Search Cases view Al Open Cases gt Case Status 9 Open Cases O Cases With New Updates O Closed Cases O Work Authorization Docs Expiring Cases In Process Q Open Cases to be Closed Case Verification Number Social Security Number Alien Number 1 94 Number Employer Case ID Initated By Date Submitted From Month Day wi Year To Month Day Year OPEN CASES TO BE CLOSED Any case created in E Verify and assigned a case verification number must be closed The Open Cases to be Closed case alert provides quick access to all cases that need to be closed Features of this tab include Sort cases by status last name first name case number or hire date e A quick link to each case by clicking on the case number CASES WITH NEW UPDATES The Cases with New Updates case alert is a quick link to all cases that have had a change in case result All interim case results must receive a final case result and be closed This case alert is an easy way to manage these cases View Cases viewAl Open Cases Search Cases gt Open Cases 69 Cases with New Updates 17 Open Cases to be Closed 13 Work Authorization Docs Expiring 0 The 17 cases below have changed status in the last 30 days and require your attention Click a case number to return to a case Page 1 of 1 Results Per Page 40 First Status Last Names Name 2 Case Number ha HireDate W SSA Case I
103. rtment of Homeland Security DHS E Verify Participation Notice The E Verify Participation Notice informs prospective employees that an employer is participating in E Verify The memorandum of understanding MOU requires participating employers to display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospective employees F Final Nonconfirmation If an employee s employment eligibility cannot be verified an employer will receive a Final Nonconfirmation case result in E Verify An employer receiving an SSA or DHS Final Nonconfirmation response may terminate the employee and will not be civilly or criminally liable under any law for the termination as long as the action was taken in good faith reliance on the information provided through E Verify as noted in Article Page 83 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify II Section C Responsibilities of the Employer 6 in the memorandum of understanding MOU G General Users This user type creates cases views reports and can update his or her user profile H Handbook for Employers Instructions for Completing Form I 9 M 274 Provides detailed instructions on how to complete and retain Form I 9 Hire Date The hire date is the date the employee began or will begin work for pay Enter the Section 2 Certification date from the employee s Form I 9 as the hire date in E Verify
104. s a final response gt Check E Verify for changes to case results DHS has three federal government workdays to respond Follow the next step based on the case result provided After the three federal government workdays a DHS Verification in Process case result will provide one the following case results e EMPLOYMENT AUTHORIZED Section 2 4 e DHS TENTATIVE NONCONFIRMATION TNC Section 3 3 e DHS CASE IN CONTINUANCE Section 3 4 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual DHS VERIFICATION IN PROCESS SUMMARY EMPLOYER ACTION e Check E Verify for case result updates e Follow next steps based on case result provided EMPLOYEE ACTION Page 26 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 3 0 INTERIM CASE RESULTS An interim case result requires additional action before E Verify can provide a final case result and you can complete the verification process Interim case results are displayed in the Interim Case Results Overview INTERIM CASE RESULTS OVERVIEW SSA or DHS Tentative Nonconfirmation TNC Information did not match SSA DHS or DOS records Additional action is required Review and Update Employee Data A prompt to review update and resubmit the employee s Form 1 9 information DHS Verification In Process This case is referred to DHS f
105. screen Verify Employee Employee Name Case Venrificabon Number amp View Print Case Details enter romm vs tornato gt verncatonnesus MD Is currently employed with this company Select yes or no and click Continue C Yes C No gt Next select the most appropriate statement and click Continue Page 47 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify rennen gt verncanon resurs de Select the appropriate statement and click Continue L2 The employee continues to work for the employer after receiving an Employment Authorized result The case is invalid because another case with the same data already exists M Tha raen RPA OF t A he case is t 5 Incorreci gt Record the case verification number on the employee s Form 1 9 or print the case details and file it with the employee s Form l 9 gt Enter Form La SSES 4 gt Verification Results Z Close Case Employment Authorized E KKKKKK You have closed cast Record this case verification number on the employee s Form 1 9 or print the case details and keep on file Last Name First Name Middle initial Maiden Name Date of Birth Social Security Number Citizenship Status A noncitizen national of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or U S Passport Card Hire Date Employer Case ID March 12 2010 Submitted By Submitted On Mar
106. see Section 1 4 AREA 3 NAVIGATION OVERVIEW INFORMATION gt View Cases gt Search Cases My Profile P Edit Profile gt Change Password gt Change Security Questions My Company gt Edit Company Profile Only program administrators e ace BER ES have these options gt View Existing Users gt Close Company Account My Reports gt View Reports My Resources gt View Essential Resources gt Take Tutorial gt View User Manual gt Contact Us Area 4 displays Case Alerts for cases requiring action Case alerts inform employers when an action is required For more information see Section 4 3 ESSENTIAL RESOURCES View Essential Resources under My Resources contains links to important documents and tools for employers that participate in E Verify The Essential Resources Overview provides specific information on the resources available to users ESSENTIAL RESOURCES OVERVIEW INFORMATION E Verify Essentials E Verify Participation Poster Right to Work Poster E Verify User Manuals E Verify Notices Blank Notice to Employee of Tentative Nonconfirmation Referral to the U S Department of Homeland Security and Referral to the Social Security Administration available in several foreign languages Form l 9 Resources The latest version of Form l 9 in English and Spanish The Handbook for Employers Instructions for Completing Form l 9 M 274 Page 6 of 88 M 775 E Verif
107. t User Report This report displays a detailed list of your company s users that access Web BP Click Next Determine and select which report format Portable Document Format PDF or Microsoft Excel you would like to view Page 57 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Enter Report Parameters Report User Report Description This report displays a detailed list af your company s users thal access Vveb DABP Report Format PDF Excel User Role D Run Report gt Use the drop down list to the select user role for which you want a report Click Run Report gt Use report as needed Page 58 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 6 0 ACCOUNT ADMINISTRATION User account administration provides individual users specific functions and permissions to update their accounts change their passwords and perform other functions explained in this section It is important to distinguish that the user account functions are different for each user role 6 1 USER ROLES Permissions and functions in E Verify granted to the user differ for each user role There are two user roles program administrator and general user Every employer account must have at least one program administrator who provides support for the general user and manages the company profile A company can choose to have general users who will
108. t sign and date the DHS Page 38 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify referral letter and provide it to the employee The DHS referral letter provides instructions to you and the employee regarding the next steps These steps are outlined in the Refer Employee to DHS Process Overview An Employee who chooses to contest a DHS TNC has eight federal government workdays to contact DHS to begin resolving the TNC Federal government workdays are Monday through Friday except for federal holidays The eight federal government workdays begin when the case is referred to DHS in E Verify The date by which the employee must contact DHS is printed on the DHS referral letter Because the eight federal government workdays begin on the date the case is referred it is important to provide the DHS referral letter to the worker promptly If the employer fails to match photos during E Verify photo matching a photo mismatch TNC may occur A photo mismatch TNC requires an additional step but follows the same guidelines of any TNC If the employee chooses to contest the photo mismatch TNC the employee must be referred to DHS and you must send a copy of the photo ID document to E Verify You may not terminate suspend delay training withhold pay lower pay or take any other adverse action against an employee based on the employee s decision to contest a TNC or because the case is still pending with DHS T
109. t Name First Name MI Phone Number Fax Number E mail Address Submit User Profile Changes gt Review the confirmation message to see whether the request for profile updates was successful If E Verify is unable to process the user profile updates try again later Page 64 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify 7 0 MY COMPANY PROGRAM ADMINISTRATORS Program administrators also manage the site administration of their company A program administrator uses the My Company menu to Add general users Add other program administrators Change or update company profile information Terminate his or her company s access to E Verify 7 1 ADD NEW USER Only program administrators can add E Verify users To add an additional user the program administrator must provide the user s name phone number fax number optional and e mail address If a user leaves the company or no longer needs access to E Verify a program administrator must delete the user s account To delete a user s account see Delete User Account Process Overview in Section 7 2 If you are a program administrator and you need to add a new E Verify user follow the Add New User Process Overview ADD NEW USER PROCESS OVERVIEW gt From My Company select Add New User My Company Edit Company Profile Add New User View Existing Users Close Company Account Choose general user o
110. ta entered is incorrect The data entered for this employee was not correct NOTE If a case is closed as invalid it does not void the case or change the case result A case closed as invalid will still display the last case result even though it has been closed CLOSE CASE SUMMARY EMPLOYER ACTION e Click Close Case e Indicate whether the employee is still employed e Select the appropriate case closure statement e Record case verification number on Form l 9 or print screen and file it with Form l 9 e The E Verify process is now completed EMPLOYEE ACTION 4 3 CASE ALERTS E Verify case alerts are found at the bottom of the user home page The purpose of this feature is to bring your attention to cases that need your action When you log in to E Verify case alerts inform you of one of the following Open Cases to be Closed Cases with New Updates e Work Authorization Documents Expiring The E Verify home page indicates the number of cases that require your attention by a number in a red circle on the alert Each case alert can be accessed by clicking on the alert Cases can also be accessed through View Cases and Search Cases from the left navigation menu Review the Case Alerts Overview Page 50 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify CASE ALERTS PROCESS OVERVIEW gt E Verify user home page display with no case alerts Welcome to E Verify E Verify News
111. tain former citizens of the former Trust Territory of the Pacific Islands who relinquished their U S citizenship acquired under section 301 of Public Law 94 241 establishing the Commonwealth of the Northern Mariana Islands by executing a declaration before an appropriate court that they intended to be noncitizen nationals rather than U S citizens and certain children of noncitizen nationals born abroad Generally noncitizen nationals are American Samoans Notice to Employee of Tentative Nonconfirmation TNC This is a computer generated notice given to an employee after a tentative nonconfirmation TNC interim case result has been received from the Social Security Administration SSA or the U S Department of Homeland Security DHS If an employee contests the TNC he or she must contact or visit the appropriate agency within eight federal government workdays to initiate resolution of his or her E Verify case O Page 85 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Office of Special Counsel OSC Created by the Immigration Reform and Control Act of 1986 IRCA the Office of Special Counsel for Immigration Related Unfair Employment Practices OSC within the Civil Rights Division of the U S Department of Justice enforces the anti discrimination provision of the Immigration and Nationality Act 8 USC 1324b which prohibits discrimination in hiring and discharging based upon citizenship or imm
112. tative Nonconfirmation Notice Indicate Ne put that the employee has been notified by selecting the check box below x You must confirm that you have notified the employee of the TNC to continue Confirm Employee Notification C have notified this employee of the TNC 5 After these steps are complete click Continue If you created this case in error or no longer need to continue this verification click Close Case 2 To return to this case at a later time click Save Case and Exit o gt Keep original signed TNC notice on file with Form 1 9 gt Provide a copy of the signed TNC notice in English to the employee gt Once complete click Continue gt Next confirm the employee s decision to contest or not contest the case result NOTE If your employee does not notify you of their decision within ten business days you may consider this case a final nonconfirmation FNC and close the case To close the case click Close Case and follow the steps in Section 4 2 Consider the following to select the most appropriate closure code statement e f you decide not to terminate employment you should not complete a new case for your employee You should close the case as The employee continues to work for the Page 29 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify employer after choosing not to contest a Tentative Nonconfirmation If you decide to terminate employme
113. test an SSA or DHS Tentative Nonconfirmation TNC case result is provided with the appropriate agency referral letter instructing the employee to contact or visit the appropriate agency within eight federal government workdays from the date of referral to initiate the resolution of the employee s E Verify case Request Name Review In some cases E Verify returns a case result of Employment Authorized but the name shown as authorized does not match exactly the name you entered into E Verify from the employee s Form I 9 This can happen because of name variations in U S Department of Homeland Security DHS records If the names do not match the case must be sent to DHS for review Taking this step ensures that the record associated with the Employment Authorized case result belongs to the employee whose information was entered into E Verify Review and Update Employee Data In some instances a case status of Review and Update Employee Data may occur This means that the Social Security Administration SSA found a discrepancy in the information it received in the E Verify referral This may occur because of typographical errors and or incorrect information on Form I 9 The Form I 9 will need to be reviewed with the employee the information corrected as applicable and then the case may be resubmitted S Social Security Administration SSA The federal government agency that administers a national program of contributory social insu
114. th Social Security Number Oct w 01 ES Citizenship Status A citizen of the United States Hire Date Employer Case ID Apni 08 2010 Submitted By Submitted On CLOCKTST April 08 2010 Save Case and Exit Click Continue gt Follow next steps based on the case result provided A case that is resubmitted to SSA is updated with one of the following case results Page 34 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify e EMPLOYMENT AUTHORIZED Section 2 4 e DHS VERIFICATION IN PROCESS Section 2 5 e DHS TENTATIVE NONCONFIRMATION TNC Section 3 3 SSA FINAL NONCONFIRMATION Section 4 1 Each case result requires different actions or steps to continue the case These actions are outlined in each case result section throughout this manual REVIEW AND UPDATE EMPLOYEE DATA SUMMARY EMPLOYER ACTION e Review the information on Form l 9 and E Verify with the employee for accuracy e Access the employee s case e f necessary modify employee s information in the fields provided e Click Continue e Follow steps based on case result provided EMPLOYEE ACTION e Ensure that the information found on Form 1 9 is accurate 3 3 DHS TENTATIVE NONCONFIRMATION TNC A DHS Tentative Nonconfirmation TNC results when the information submitted to E Verify does not initially match DHS or DOS records A DHS TNC does not mean that the employee is not authorized to work in the United St
115. the best of my knowledge the employee is authorized to work in the United States State month day vea ood employment ageTreiesn m e date the employee began employment Signature of Employer or Authorized Representative i Business or Organization Name and Address Street Name and Number City State Zip Code Date month day vear If you rehired an employee and completed Section 3 of Form I 9 enter the Date of Rehire from Section 3 of the employee s Form I 9 as the hire date in E Verify If the employee s hire date changes after you have created the case in E Verify no additional action is required in E Verify as you cannot change the hire date once you ve created the case You must however make a correction to the Section 2 Certification date on the employee s Form I 9 if the employee s hire date changes Page 15 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Consult the Handbook for Employers Instructions for Completing Form I 9 M 274 for more information Employees hired on or before November 6 1986 are not subject to Form I 9 or verification through E Verify Individuals hired for employment in the Commonwealth of the Northern Mariana Islands CNMTI on or before November 27 2009 are also not subject to Form I 9 or verification through E Verify To create a case take the information that the employee completed on his or her Form I 9 and enter it into E Veri
116. tlined in Reset User s Password Process Overview RESET USER S PASSWORD PROCESS OVERVIEW gt Follow the steps in View Existing Users Process Overview to find the user who needs his or her password changed gt Select the appropriate user by selecting his or her user ID Page 67 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify View Modify User Information User ID DASAMPGU User Role General User Last Name Sample First Name E Verify MI Phone Number 888 464 4218 Fax Number E mail Address E Verify dhs gov Force Change Password C Reset User Password New Password Re type New Password gt Assign a temporary password by completing both fields under Reset User Password gt Click Submit User Modifications DELETE USER ACCOUNT A program administrator may delete a user account by following the steps in Delete Users Process Overview DELETE USERS PROCESS OVERVIEW gt First follow the steps in View Existing Users Process Overview above to find the user who needs to be deleted gt Click Delete in the row of the user s account you wish to delete on the User Summary List page OR Click Delete User on the View Modify User Information page User Deletion Information User ID User Role Last Name First Name M I Phone Number Fax Number E mail Address User Status
117. umber Document Expiration Date Unexpired U S Passport or U S Passport Card Hire Date Employer Case ID March 12 2010 Submitted By Submitted On JGOO6407 March 15 2010 gt Check the information in E Verify against the employee s Form l 9 Close Case A case result of Employment Authorized requires the important step of closing the case You must close each case this does not happen automatically Closing the case removes it from the active cases or the Open Cases to be Closed list To close each case follow the steps outlined in Section 4 2 Close Case EMPLOYMENT AUTHORIZED SUMMARY EMPLOYER ACTION e Enter Form l 9 information into E Verify e Receive Employment Authorized case result e Ensure that the information displayed in E Verify matches the employee s Form l 9 e Close case EMPLOYEE ACTION Page 23 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify REQUEST NAME REVIEW In some cases E Verify generates a case result of Employment Authorized but the name returned in E Verify does not match exactly the name on Form I 9 This happens when the information matches but there are name variations in the DHS records You must review the employee s name to ensure that the correct case result was determined This will ensure that the case result belongs to the intended employee E Verify allows for a name review by following the steps outlined in the Request Name
118. urs and you will receive a prompt to review and update the employee s information This means that SSA found a discrepancy in the information it received in the E Verify referral A Review and Update Employee Data case result occurs for reasons including typographical errors and or incorrect information provided on Form I 9 This case result does not mean that the employee is not authorized to work This requires you to review Form I 9 with the employee correct the information and update the case by following the steps provided in the Review and Update Employee Data Process Overview REVIEW AND UPDATE EMPLOYEE DATA PROCESS OVERVIEW gt Review the accuracy of the information provided on Form l 9 with the employee If the employee made a mistake on Form l 9 correct and update gt If necessary modify the employee s information in the fields provided IMPORTANT You may update a case one time Ensure that the changes are correct before updating the case gt Enter Form La information gt Verification Results Close Case i Review and Update Employee Data SSA requires that you review with the employee his or her Form l 9 and correct some information gt After you make these corrections click Continue If you created this case in error or no longer need to continue this verification click Close Case CG To return to this case at a later time click Save Case and Exit D I Maiden Name Date of Bir
119. y It is not available as a Portable Document Format PDF file 5 3 USER AUDIT REPORT This report provides summary case information about each case that matches the user criteria entered The case information includes the case verification number the date the case was submitted the last four digits of the employee s Social Security number alien number 1 94 number last name first name case result referral information and case closure statement The report is available to program administrators and general users To create a User Audit Report see the User Audit Report Report Overview USER AUDIT REPORT REPORT OVERVIEW gt Select User Audit Report Select a report Corporate Overview of Pilot Usage E Quick Audit Re User Repon Report User Aug Report po The User Audt Report provides summary level case data about each case that matches the user entered query crtena m the Excel format The summary level case data ncludes the case verification number the date the case was ndisted the social securty number est name frst name aien number L94 number ntial verification eioblty acdtionsl verification eiobity third step eigb ty sddtonal thrrd step eigit ty and empicyer resciution code Page 56 of 88 M 775 E Verify User Manual for Employers September 2012 www dhs gov E Verify Click Next Enter Report Parameters Report User Audit Report The User Audit Report provides
120. y U S company corporation or business entity that is required to complete Form I 9 Employment Eligibility Verification referred to hereafter as Form I 9 including any company employee with an E Verify user account This section introduces the background and overview basic website navigation participation user roles rules and responsibilities and the privacy and security guidelines of E Verify 1 1 BACKGROUND AND OVERVIEW In 1996 Congress passed the Illegal Immigration Reform and Immigrant Responsibility Act IIRIRA which required the Social Security Administration SSA and U S Citizenship and Immigration Services USCIS formerly the Immigration and Naturalization Service to initiate an employment verification pilot program Under the U S Department of Homeland Security DHS U S Citizenship and Immigration Services operates the E Verify program previously referred to as Basic Pilot E Verify is an internet based system that implements the requirements in the IIRIRA by allowing any U S employer to electronically verify the employment eligibility of all its newly hired employees E Verify is a voluntary program for most employers but mandatory for some such as employers with federal contracts or subcontracts that contain the Federal Acquisition Regulation FAR E Verify clause and employers in certain states that have legislation that mandates the use of E Verify for some or all employers NOTE E Verify cannot provide you
121. y User Manual for Employers September 2012 www dhs gov E Verify Memorandums of gt Blank copy of the most recent version of the Understanding MOU MOU Resources for Employers gt Websites and links to Web pages of particular interest to employers participating in E Verify Select Press Releases and gt Information on photo standards document Other Guidance guides and announcements related to employment documents 1 3 E VERIFY PARTICIPATION ENROLLMENT VS REGISTRATION It is important to understand the difference between enrollment and registration which is outlined in the Enrollment vs Registration Overview For additional information visit www dhs gov E Verify To check your company s enrollment status or your access method contact E Verify Customer Support Monday through Friday 8 a m 5 p m local time Telephone 888 464 4218 E mail E Verify dhs gov If your company is enrolled and you need information about how to add additional users or about their functions see Section 6 0 ENROLLMENT VS REGISTRATION OVERVIEW Enrollment Registration Program administrators register new users in E Verify who are then able to create cases Companies enroll in E Verify to participate in the program Program administrators may register general users and additional program administrators at any time after completing the E Verify tutorial and passing the knowledge test For more information on adding new users see S
122. y for companies enrolled as employers These include Corporate Overview Pilot of Usage Quick Audit Report User Audit Report and User Report This section provides direction on how to create each of these reports in E Verify All reports are accessed from My Reports by selecting View Reports number for added security and to protect employees privacy 5 1 CORPORATE OVERVIEW OF PILOT USAGE This report displays the number of cases created by your company within a federal government fiscal year which begins October 1 and ends September 30 of the following calendar year If your company has not created any cases during the fiscal year a report will still appear with a total of zero The report is available to corporate administrators and program administrators but not general users To create a Corporate Overview of Pilot Usage Report see the Corporate Overview of Pilot Usage Report Overview CORPORATE OVERVIEW OF PILOT USAGE REPORT OVERVIEW Select Corporate Overview of Pilot Usage Select a report Quick Audit Report User Audit Report User Report This report displays the number of cases initiated by your company within a fiscal year If your company has not initiated any ueries during the fiscal year they will still appear on the report with zero totals This report is availa o Corporate Administrators and Program Administrators Click Next Determine

E-Verify User Manual for Employers

Contents

Download Pdf Manuals

Related Search

Related Contents