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E-Verify User Manual for Employers

1. ccc cece cece cece ee ee eee eee eeeeeeeeaeeeeeaeee eas 10 1 6 Privacy and Security StateMent cc cece cece ee eee eee cess eee esse eeeeeeeeaeeegees 12 2 0 INITIAL VERIFICATION 0ccsccesesesecssecseecsecseeceeecaecseeeaeesauseeeseeeaeeness 13 2 1 Form l 9 and E Verify cccccccccceceeeecscceecceecrsecceceeeetrececeeeterseeeeeeentteeeeseens 13 2 2 COONS A OS Crag eet r a a 14 ailis 6 0 2 so ee er ee ee eee ee eee eee ee eee 14 CHECK Mroma sesser Ore EEEE EE EEr 17 Error Unexpired Document REQuIred c cece cece eee eee ee eeeeeeeeeeeeeeeaeeeeas 19 E Vernty Photo Matching sessed ce nacedeas vbesdaune se EErEE Nar EENET 20 2 3 intial CASCIO Uso tiatenct caet ianari Eon a ie EEEn EEA AR TEE a EA cae 22 2 4 Employment AUINONIZSG raises tauren ndasaashcenactuxneenaanidueenadeawessuicrantstuheanustamades 22 Request Name ReVICW 0cccceecceeeecceeeeeeeeeenaeeeeeceeeeeaaeeeteaaneesgaeeeneaags 24 Tentative NonconfirmatiOn 0 cccece eee e eee ee eee e nsec ae eee tees eae eneenaeeeeeaenaes 25 2 5 DHS Verification In ProCeSs ccccceee cece eee ee cnet eee eee eee eeae eee eneenaeeeeenaenas 26 3 0 INTERIM CASE RESULTS wvisisitscsnvivcvincaviivnoartvoussnevuniemspawewsavevnendsewekiwawnme 27 3 1 SSA Tentative Nonconfirmation TNC ccccccceceeeee eee eeeeeeeeeeeeeaeeeaeeeaees 27 Notify Employee of SSA TNC ccccc cece ence eee eee ee ee ee tenet seat seat te
2. Close Company Account ae Case Alerts You Must Take Action My Resources 5 View Essential Resources Work er Open Cases 12 Cases with 8 l Authorization TEEF to be Closed pg New Updates a ie a Docs Expiring Contact Us U S Department of Homeland Security www dhs gov U S Citizenship and Immigration Services www usciz 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 and best practices and current events M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 6 of 82 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 task or function in E Verify Choosing an option displays the first active page to enter information Each user s menu option is based on their assigned user role Section 1 4 AREA 3 NAVIGATION OVERVIEW l i i INFORMATION g My Cases gt New Case gt View Cases gt Change Password gt Change Security Questions My Company gt Add New User Only Program Administrators d
3. E Verify User Manual For Employers September 2010 Seer U S Citizenship and Immigration sxe Services TY 50 gt Qon U M 775 E Verify User Manual for Employers This information is provided by nowHIRE to comply with your official signed MOU It will help you to become familiar with E Verify policies and procedures The system screen shots in this document reflect the direct connection with the official E Verify site It will not match the nowHIRE Designated Agent system processes you will experience while using the nowHIRE system For information on the nowHIRE system please refer to the nowHIRE l 9 Comply_E Verify User Manual t SE TANT aRt O7 a f D SP DK be USA E F a ME o A ty a 4p st Nie Ta E Verify TABLE OF CONTENTS 1 0 INTRODUCTION cccccccsecssececsseeseecseecseeseecsesesecseeseeseaeeseesaeeeaeeseeaes 4 1 1 Background and OVErVieW cccecceeeceeceeeeeeeeeeeee sees saeesaneeaeetanetaeeraneranes 4 1 2 Basic Website Navigation ccccccccececseeseeeseeeeeseeseeeeeeeteeseneunensanensanens 5 Essential IRESOUNCES wig casas oni wonscaak tesa enakenceceaGsad snanneam dak REE raS AREER anne tens 6 1 3 E Verify Participation Enrollment vs Registration ccccceeeeeeeeeeeee eee eens 7 1 4 Overview of User ROICS sii cncisdecnicasejasegatesceticadeneieaednstinaae ietdnaddaviesleamuaetes 9 1 5 User Rules and ResponsibllitieS
4. PROCESS OVERVIEW gt Compare the name displayed in the yellow box with the name you entered that is shown in the white box gt If the names match click Close Case gt If the names do not match request DHS review the case by clicking Request Name Review gt Enter Form 1 9 ication N Verification Results x Close Case Employment Eligibility Employment Authorized kkkkkk iS authorized to work in the United States To complete the verification process click Close Case lf 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 Last Name First Name Middle Initial He tHE HHH Maiden Name Date of Birth Social Security Number RequestNameReview cs oa ae Citizenship Status Alien Number A lawful permanent resident we Document Type Document Expiration Date Arrival Departure Record Form l 94 Hire Date Employer Case ID March 13 2010 Submitted By Submitted On JGO06407 March 15 2010 gt Enter the specific reason for the name review request into the comments field M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 25 of 82 Enter Form l 3 nomo OTET Close Case Request Name Review Comments A case sent to DHS for name review is updated with one the following results EMPLOYMENT AUTHORIZED Section 2 4 DHS TENTATIVE NONCONF
5. Accept NAICS Code and Continue to continue with the Registration process NAICS Code Sonate NACS Cae ADD NEW HIRING SITE S Program Administrators can modify the number and location of the hiring sites where employment verifications are performed Click Edit Company Profile and click View Edit in the Total Hiring Sites section of the Company Information page to make changes to the number of hiring sites Selecting this option opens the Company Hiring Sites page The Company Hiring Sites page shows 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 hiring sites or delete a state from the hiring site list To add a new state where the employer has 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 Close Company Account gt Click View Edit in the Total Hiring Sites section of the Company Information page M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 72 of 82 Company Information Company Mame AES Comge Wier Edit Company IB Humber Doing Business Ag DBA H r DUNS
6. E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 49 of 82 CLOSE CASE STATEMENTS gt 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 continues to work for the employer gt 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 but was unable to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work gt 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 but did not take action to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work gt 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 gt The employee was terminated b
7. 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 l 3 information Verification Results Close Case Employment Eligibility W SSA Tentative Nonconfirmation TNC The Social Secuniy number entered in E Verify amp nol vaid according to S54 records This does NOT mean that the employee is not authorized to work in the United States however additiona achon amp required F To begin TNO process click Continue if you created this tase in error or no longer need to Continue this venhcaton cick Close Case P To f tum to this case al a later ime click Save Case and Exit 7 Save Case and Exit Continue gt Complete the following steps 1 Select to print the SSA TNC Notice in either English or Spanish Confirm that the name and SSN listed on the top of the notice are correct Print the SSA TNC Notice If the employee cannot read you must read the TNC Notice to the employee If the employee does not fully understand English and speaks Spanish Chinese Haitian Creole Japanese Korean Russian Tagalog or Vietnamese you must provide the employee with the TNC Notice in one of these languages found in View Essential Resources IMPORTANT You may provide the SSA TNC Notice to the employ
8. 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 Enter User Search Criteria User Role All Roles Program Administrators 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 64 of 82 User Summary List Previous Mexi Lasi First Last Login Logged User ID Company User Roe Name Name Date Status Locked On Sample DASAMPGU Designated Agent Sample General nse Designated era shot ee A a 2010 User geni z General 03ng0i0 User Sample E Verify 0255 PM Cumeni WN Curent M Previous New RESET USER S PASSWORD To reset a user s password follow the steps outlined in Reset User s Password Process Overview RESET USER S PASSWORD PROCESS OVERVIEW gt First follow the steps in View Existing Users Process Overview to find the user that needs his or her password changed gt Selec
9. or name spelled backwards Old Password New Password Re type New Password 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 Receive one of the following confirmation messages e f the system processed the password change then use the new password the next time M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 61 of 82 you log in to E Verify e f the system was unable to process the password change due to user error carefully repeat the steps for changing a password e f the system was unable to process the password change try changing the password later 6 3 UPDATE USER PROFILE INFORMATION Every E Verify user has a profile which includes his or her name telephone number fax number and e mail address Users should update this information whenever necessary using the Change User Profile link To update this information follow the steps outlined in Update User Profile Process Overview UPDATE USER 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 an asterisk is
10. or save the websites as favorites so you ll have easy access to them in the future E VERIFY CONTACT INFORMATION E Verify Public Web Site http www dhs gov e verify e Program information and statistics e Frequently asked questions e Provides general information about E Verify E Verify Enrollment Application https e verify uscis gov enroll e Web site 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 e verify uscis gov esp Employer Agents e User access to E Verify E Verify Customer Support Phone 888 464 4218 E mail E Verify dhs gov e Account information and assistance with policy questions Hours of Operation Monday through Friday 8 00 a m to 5 00 p m local time except federal holidays E Verify Technical Support Phone 800 741 5023 Hours of Operation Monday through Friday e Technical assistance using E Verify 9 00 a m to 7 00 p m Eastern Time except Thanksgiving Christmas and New Year s Day E Verify Employee Hotline Phone 888 897 7781 TTY 877 875 6028 e POr EMP eee eye E mail E Verify dhs gov participate in E Verity Hours of Operation Monday through Friday 8 00 a m to 5 00 p m local time except federal holidays M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 75 of 82 Office of Special Counsel for Employer
11. the user will need to close the case by clicking Close Case and follow the steps outlined in Section 4 2 Close Case M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 18 of 82 CHECK INFORMATION OVERVIEW gt E Verify prompts you to review and confirm that the information entered in E Verify is correct Enter Form l 9 Information 2 Verification Results gt gt Close Case Via A A KE Check Information The information below MUST match the employee s Form l 9 Check that the following information is correct e Last Name e FirstName 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 lf you created this case in error or no longer need to continue this verification click Close Case LastName First Name Middle Initial Maiden Name Date of Birth Social Security Number Numident One i J a om Citizenship Status A citizen of the United States Hire Date Employer Case ID March 01 2010 Submitted By Submitted On JGO06407 March 15 2010 gt Confirm that the information is correct or make changes if needed and click Continue gt If the information entered is not correct and the information cannot be updated click Close Case M 775 E Verify User Manual for Employers September 2010 www dhs gov E V
12. typographical errors and or incorrect information provided on Form l 9 This requires you to review Form l 9 with the employee correct the information and update the case by following the steps provided in the Update Case Process Overview UPDATE CASE 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 I 9 correct and update gt To make changes click Continue gt Modify the employee s information in the blank fields gt You can update a case one time Ensure that this action is correct before updating the case N Enter Form l 3 Information Verification Results Close Case el Review and Update Employee Data SSA requires that you review with the employee his or her Form 9 and correct some information After you make these corrections click Continue Ifyou created this case in error or no longer need to continue this verification click Close Case 7 To return to this case at a later time click Save Case and Exit 7 LastName First Name Middle Initial Maiden Name Date of Birth Social Security Number Oct S01 Citizenship Status A citizen of the United States Hire Date Employer Case ID Apnl 08 2010 Submitted By Submitted On CLOCKITST Apnl 08 2010 Save Case and Exit gt Click Continue gt Follow next steps based on the case result provided A case that is resubmitted
13. 3 informatio D gt vertcatonnensts A Close Case Employment Eligibility Y Employee Referred to SSA Print Review amp Sign or Confirm Employee a Refer Employee eF Frim Review amp Sign wF THG Notice 5 Decision i 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 visita SSA eld office E Verify will updale the employee s case status Dy 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 itis updated with a final status To reprint the SSA Referral Letter click Reprint Letter SS4 Referral Letter Choose which language to print English m Reprint Letter TO return to ihe E Verify home page click E Venty Home fyou created this case in error or no longer need to continue this verification click Close Case To begin a new 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 this employee 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 fol
14. Continue Q The employee continues to work for the employer after receiving an Employment Authonzed result The case is invalid because another case with the same data already exists O The case is invalid because the data entered is incorrect gt Record the case verification number on the employee s Form l 9 or print the case details and file it with the employee s Form l 9 Enter Form l 9 Information gt gt Verification Results gt gt Close Case FA ani i iia if Employment Authorized L3 kkkkkk You have closed cas Record this case vernfication number on the employee s Form 9 of print the case details and keep on file Last Name First Hame Mickie initial Maiden Hame Date of Birth Social Security Numirer Citirenship Status A nonctzen national of the United States Documeni Typ Documem Number Document Expiroton Date Unexpired U S Passport or U S Passport Card Hire Date Employer Case iD March 12 2010 Submited By Sulanitied Or March 15 2010 gt This completes the E Verify verification process Every case created in E Verify MUST be closed Each case is closed by using one of the Close Case Statements listed below E Verify will present only those options that are relevant to each case This means that in some cases not all of the Close Case options are available Use Close Case Statements to determine a choice that best suits the situation for the case M 775
15. EMPLOYEE ACTION e Decide to contest or not contest and indicate choice on signed DHS TNC Notice e Acknowledge DHS TNC case result by signing and dating DHS 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 TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the DHS TNC Notice An employee that chooses to contest a DHS TNC must be referred to DHS E Verify generates a DHS Referral Letter that you provide to the employee First confirm the information on the letter is correct then print sign date the 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 Refer Employee to DHS Process Overview Employees choosing to contest the DHS TNC have eight federal work days to contact DHS 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 in the SSA Referral Letter 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 termin
16. User Manual for Employers September 2010 www dhs gov E Verify Page 43 of 82 3 4 SSA CASE IN CONTINUANCE AND DHS CASE IN CONTINUANCE A SSA or DHS Case in Continuance indicates that the employee has visited an SSA field office and or contacted DHS but more time is needed to determine a final case result The reason SSA DHS needs more time is unique and varies with each situation You must check E Verify periodically for an update in case result You cannot terminate or take adverse action against the employee while SSA DHS is reviewing an employee s case gt Enter Form l 9 T Verification Results Close Case Fa d F F F Employment Eligibility Y 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 View Print Case Details 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 DHS and or SSA have updated E Verify one the following case results shows For DHS CASE IN CONTINUANCE EMPLOYMENT AUTHORIZED Section 2 4 DHS FINAL NONCONFIRMATION Section 4 1 For SSA CASE IN CONTINUANCE EMPLOYMENT AUTHORIZED Section 2 4 SSA FINAL NONCONFIRMATION Section 4 1 REVIEW AND UPDATE EMPLOYEE D
17. a required field gt Click Submit User Profile Changes A confirmation message and your profile information will display Enter User Profile Information User ID Last Name fet First Name Tet MLL Phone Number 999 Jf Oena Fax Number T 1 iT E mail Address fest Test submit User Profile Changes gt Review the confirmation message to see whether the request for profile updates was successful If the system was unable to process the user profile updates attempt to update your profile at a later time If the second profile update attempt fails contact E Verify Technical Support at 800 741 5023 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 62 of 82 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 e Add General Users e Add other Program Administrators located at his or her site e Change or update company profile information e 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
18. date the DHS Referral Letter O 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 ft you created this case in error or no longer need to continue this verification click Close Case To r turn fo this tase at a later time click Save Case and Exit 7 Continue Page 41 of 82 gt The 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 gt Check E Verify for case updates aes Pon Employment Eligibility S Print Review amp Sign QF Co Print Review amp Sign QF a d Decsic y g d Check for Case Status Updates This employee was referred to DHS on March 15 2010 The employee has unlili March 25 2010 to contact DHS E Verify will update the employee s case status by March 29 2070 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 fo 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 language to print English To retum to the E Verify home page click E Verify Home if you created this case in error or no longer need fo continue this verification click Close Case To begin a new case click New C
19. information corrected as applicable and then the case can be resubmitted S SSA Referral After an employee is advised of a Tentative Nonconfirmation and has signed the Notice to Employee of Tentative Nonconfirmation the employee is referred to SSA to resolve the TNC Social Security Administration SSA The Federal government agency that administers a national program of contributory social insurance whereby employees employers and the self employed pay contributions that are pooled in special trust funds SSA and DHS jointly manage the E Verify program 7 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 SSA or DHS to resolve the discrepancy and continue employment U USCIS A 9 digit number listed on the front of Permanent Resident Cards Form l 551 issued after May 10 2010 that is the same as the Alien Registration Number The A number can also be found on the back of these Permanent Resident Cards User ID The user ID is a system generated ID with letters and numbers that identifies the user of a computer system or network All people who create cases must have their own user IDs The user ID must be 8 characters and may be letters numbers or a combination of both A user ID is not case sens
20. l 9 After these steps are complete click Continue y Enter Form l 3 me Verification Results Close Case gt Employment Eligibility W Employee Referred to SSA Print Review amp Sign af Contin Employee aF Refer Employee af Print Review amp Sign TNC Notice Decision F Referral Letter Print Review amp Sign Referral Letter This employee was referred to 55A on March 15 2010 The employee must visit a SSA feld office within amp federal g vemmeni workdays To complete the referral process follow the steps below Gh Print the SSA Reterral Letter SSA Referral Letter Choose which language to print 2 Review the SSA Referral Letter privately with the employee Ensure that you and the employee sign and date the SSA Referral Letter Give the employee the signed S34 Referral Letter The employee will need lo bring the letter to the 55A field office 5 After you complete these steps click Continue if you created this case in error or nd longer need to continue this verification click Close Case To return to this case al a later time click Save Case and Exit 2 Close Case Save Case and Exit gt The employee has been referred to SSA and the case status is Employee Referred to SSA The employee has eight federal government workdays to visit an SSA field office M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 33 of 82 Enter Form l
21. to SSA is updated with one of the following case results M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 35 of 82 EMPLOYMENT AUTHORIZED Section 2 4 DHS VERIFICATION IN PROCESS Section 2 5 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 correctness e Access the employee s case e Enter employee s updated information into the blank fields provided e Click Continue Follow steps based on case result provided EMPLOYEE ACTION e Ensure that the information found on Form l 9 is accurate and correct Ca a a a a A 3 3 DHS TENTATIVE NONCONFI RMATION TNC A DHS TNC results when the information submitted to E Verify does not initially match with DHS records A DHS TNC does not mean that the employee is not authorized to work in the United States A DHS TNC case result occurs because the employee s e Name A number and or l 94 number are incorrect in DHS records e D photo document differs from the photo in DHS records e Information was not updated in the employee s DHS records e Citizenship or immigration status changed e Record contains another ty
22. work for pay Employers must create a case in E Verify as soon as the employee has received an assigned SSN from SSA Employers must also indicate in E Verify the reason that the case was not created within three days of the date the employee started work for pay Employers may choose a reason from the drop down menu or state a specific reason in the field provided M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 14 of 82 Employers must complete Section 2 of Form l 9 in its entirety To complete Section 2 employers must examine documents that prove the identity and employment eligibility of the hired employee The employer may not specify which documents from the list of acceptable documents on Form Il 9 an employee may choose to present An employer may accept one document from List A which proves both identity and employment eligibility or a combination of documents from List B which proves identity and List C which proves employment eligibility It is required that all List B document s presented to an employer participating in E Verify MUST contain a photograph If the employee presents a U S Passport or Passport Card a Permanent Resident Card Form 1 551 or an Employment Authorization Document Form I 766 you must obtain a copy of the employee s document REMINDER me mee me me me ee mee me ee mee mee me ee mee mee ee me mee me me mee mee me mee me me mee me me meee mee mee mee mee
23. ATA Section 3 2 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 SSA DHS CASE IN CONTINUANCE SUMMARY EMPLOYER ACTION e Check E Verify for case result updates e Close Case EMPLOYEE ACTION EEE ae M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 44 of 82 4 0 FINAL CASE RESOLUTION To complete the E Verify process every case must receive a final case result and be closed 4 1 FINAL CASE RESULTS Final case results are displayed in the Final Case Results Overview NE CASE RESULTS OVERVIEW The employee s information matched with the records Employment Authorized in DHS and or SSA records It s that easy See section 2 4 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 eight federal government workdays This case cannot continue because the expiration date entered for the employee s U S Passport or Passport Card is incorrect This case must be resubmitted in E Verify Error Close Case and Resubmit SSA FINAL NONCONFIRMATION AND DHS FINAL NONCONFIRMATION A SSA or DHS Final Nonconfirmation case result is received when E Verify cannot verify an employee s employment el
24. CON Existing Pan have these options gt Edit Company Profile 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 open cases requiring action Case Alerts inform employers when an action is required Additional information is available in Section 4 3 ESSENTI AL RESOURCES View Essential Resources under My Resources contains links to important documents and tools for employers that participate in E Verify ESSENTIAL RESOURCES OVERVIEW f LINK INFORMATION j E Verify Essentials gt E Verify Participation Poster gt Right to Work Poster gt E Verify User Manual E Verify Notices gt Blank DHS and SSA TNC Notices and Referral Letters in 9 languages Form l 9 Resources gt The latest version of Form l 9 in English and Spanish gt The Handbook for Employers M 274 Memorandums of gt Blank copy of the most recent version of the Understanding MOU MOU M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 7 of 82 Resources for Employers gt Web sites 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
25. Case Status Certain initial E Verify results that require additional action before E Verify can provide a final case result 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 parties It constitutes a legally binding contract when properly executed e g signed by all the parties Employers that participate in E Verify must sign the E Verify MOU between the employer the U S Department of Homeland Security and the Social Security Administration M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 80 of 82 No Show A response received when the employee did not contact 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 Noncitizen National of the United States Persons born in American Samoa certain 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 non citizen nationals rather than U S citizens and certain children of non citize
26. E Verify case with the same data was already created for this employee This is a duplicate case gt The case is invalid because the data entered is incorrect The data entered for this employee was not correct CLOSE CASE SUMMARY EMPLOYER ACTION e Click Close Case e Indicate the employee s employment status e Select the appropriate Close Case Statement e Record case verification number on Form l 9 or print screen and file it with Form l 9 e E Verify case process is now completed EMPLOYEE ACTION oem ewe ee ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ee s M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify 4 3 CASE ALERTS Page 51 of 82 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 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 a simple click Case
27. Hotline 800 255 8155 Immigration Related Unfair TTY 800 362 2735 Employment Practices OSC Employee Hotline 800 255 7688 TTY 800 237 2515 discrimination www justice gov crt osc e Question about immigration related M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 76 of 82 GLOSSARY A Acceptable Documents for Verifying Identity and Employment Authorization Documents designated for determining employment authorization and identity under the Immigration amp Nationality Act INA are listed on Form Il 9 and in the Handbook for Employers M 274 found at www uscis gov Employees have the right to choose which document or combination of documents to present Please note that any List B document presented to an employer participating in E Verify must contain a photograph Admission Number or 1 94 Number An 11 digit number that is found on the Arrival Departure Record Form l 94 or Form 94A Alien Noncitizen Any person who is not a citizen or national of the United States Alien Authorized to Work A noncitizen who is allowed to work because of their immigration status or a noncitizen who is granted work authorization by USCIS upon request This option Should not be selected for a Lawful Permanent Resident Alien Registration Number A Number or Alien Number A unique 7 8 or 9 digit number assigned to a noncitizen at the time his or her A File is created The 9 digit USCIS n
28. Humber Physical Location Mailing Address Address 1 Wain Steel Address 1 Address 2 Address 2 CH Hie Yoh City State ay Stake Zip Code 10001 ap Code County j Additional Information Employer identification Number Total Humber of Employees Organization Designation Employer Category HARGS Code z RDER AND SAFETY ACTS Views i Edit Total Hiring Sitee 4 Views Edit Total Points of Contact 1 View Edit gt Click Add to add 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 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 CLOSE COMPANY ACCOUNT To request termination of company participation in E Verify perform the steps outlined in Terminate Participation Process Overview If the company has more than one site using E Verify and the entire company is requesting termination each of the company s sites must g
29. IRMATION 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 Submit Name Review Request e Wait to hear back from DHS and follow steps outlined in DHS Verification in Process EMPLOYEE ACTION i SS EnS S E TENTATI VE NONCONFI RMATI ON A Tentative Nonconfirmation TNC case result means that the information entered into E Verify from Form l 9 differs from either SSA and or DHS 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 or employee actions 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 additional interim case results from DHS or employee actions Section 3 0 Interim Case Results provides details and actions required when you receive a Tentative Non
30. REGISTRATION It is important to understand the difference between enrollment and registration which are outlined in the Enrollment vs Registration Overview To check your company s enrollment status or your access method contact E Verify Customer Support Monday 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 on how to add additional users and their functions see Section 6 0 ENROLLMENT VS REGISTRATION OVERVIEW Enrollment Registration Registration ay SH a who wants to participate in User of a company enrolled in E Verify After initial enrollment Program Administrators may register general users and additional Program Administrators at any time after completing the E Verify tutorial When registering a new user the Program Administrator may accept a system generated user ID or create a Visit the E Verify enrollment website at custom user ID The Program https e verify uscis gov enroll Administrator then creates a temporary password which must be given to the new user These E Verify users must comply with the MOU accept the rules and responsibilities set forth in the user manual and successfully complete the E Verify tutorial and pass the Knowledge Test 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 cr
31. This user type creates user accounts at his or her site He or she can view reports create cases update account information and unlock user accounts Q R Referral Letter An employee that has chosen to contest an SSA or DHS Tentative Nonconfirmation result is provided with the appropriate agency Referral Letter instructing him or her to contact or visit the government within eight federal government workdays from the date of referral to initiate the resolution of their 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 in E Verify from the employee s Form l 9 This can happen because of name variations in 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 entered in E Verify Review and Update Employee Data In some instances a case status of Review and Update Employee Data may occur This means that SSA found a discrepancy in the information it received in the E Verify referral This may occur because of typographical errors and or incorrect M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 82 of 82 information on Form l 9 The Form l 9 will need to be reviewed with the employee the
32. To delete a user s account see Delete User Account Process Overview 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 gt Choose General User or Program Administrator and provide the person s name phone number fax number 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 Choose a user ID and create a temporary password for the new user Accept the system generated user ID or create a new user ID M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 63 of 82 Add User Enter Password User ID Password Re type Password gt Review the information submitted and then click Submit New User gt Provide the new user with the user ID and password created 7 2 VIEW EXISTING USERS Only Program Administrators can view user information and reset passwords View 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
33. Verify and ensure that unauthorized users do not gain access to E Verify gt 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 Tentative Nonconfirmation and Final Nonconfirmation results are discussed in private with the employee REMINDER ee a m i e a a M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 13 of 82 2 0 INITIAL VERIFICATION The E Verify verification process begins with a completed Form l 9 E Verify makes employment eligibility determinations by comparing the employee s Form l 9 information entered in E Verify with the information contained in DHS and SSA records Information from Form 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 compared with SSA and DHS 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 E VERIFY All employers are required to complete Form l 9 within three busine
34. al the employee is nol authorized to work in the United States however additonal acion amp required P To begin TNC process click Continue if you created this case in error of no longer need to continue this verfication click Close Case 7 To return to this case at a later time click Save Case and Exit gt Complete the steps listed below 1 Select to print the DHS TNC Notice in either English or Spanish Confirm that the name and SSN listed on the top of the notice are correct Print the DHS TNC Notice If the employee cannot read you must read the TNC Notice to the employee If the employee does not fully understand English and speaks Spanish Chinese Haitian Creole Japanese Korean Russian Tagalog or Vietnamese you must provide the employee with the TNC Notice in one of these languages found in View Essential Resources IMPORTANT You may provide the DHS 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 You may not send the DHS TNC Notice by mail Review the DHS TNC Notice privately with the employee instructions are found on page one of the DHS TNC Notice Have the employee indicate whether he or she will contest the DHS TNC on the DHS TNC Notice Ensure that you and the employee sign and date the DHS TNC Notice after the employee has indicated his or her choice Indicat
35. ance This response is given if SSA or DHS needs more than 10 federal government workdays to resolve a case The employee continues to work until a definitive answer is provided in E Verify from SSA or DHS Case Verification Number A unique number assigned to each employee 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 l 9 or to print the screen containing the case verification number and attach it to the employee s Form l 9 Client Company An individual or company that hires an E Verify Employer Agent to perform 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 be closed Corporate Administrator One of the E Verify access method and the user type that corresponds to companies enrolled as a Corporate Administrator This user type can only view reports for all of the company locations affiliated with the corporate account They may also update user profiles for all users within the company D DHS Verification in Process The response given if the employee s information matches SSA records but SSA does not have employment authorization information for the noncitizen employee E Verify automatically forwards the case to DHS for verification of employm
36. anguages found in View Essential Resources IMPORTANT Once the letter is signed you may provide it to the employee in person fax e mail overnight or next day delivery service as long as you take proper precautions to ensure the employee s information is protected You may not send the referral by mail 2 Review the DHS Referral Letter and explain the next steps to the employee instructions to the employer are on page one of the DHS Referral Letter and the employee instructions are on page two Ensure you and the employee sign and date the letter Provide a copy of the signed DHS Referral Letter to the employee and file the original letter with Form I 9 5 After these steps are complete click Continue M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Verification Results Close Case m Employment Eligibility W Employee Referred to DHS Print Review amp Sign F Confim Employee P ReterEmpioyee Y OEE k Dp ion or ra TNC Notice d 7 i i Relea Letter Print Review amp Sign Referral Letter This employee was referred to DHS on March 15 2010 The employee must contact DHS within 6 federal government workdays To complete the referral process follow the steps below 1 Print ihe DHS Referral Letter DHS Referral Letter Choose which language to print English 2 Review the DHS Referral Letter privately with the employee Ensure that you and the employee sign and
37. ase M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 42 of 82 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 the 10 federal government workdays a DHS Referral will provide one the following case results EMPLOYMENT AUTHORIZED Section 2 4 DHS FINAL NONCONFIRMATION Section 4 1 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 If employee chooses to contest 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 Have employee sign and date DHS Referral Letter Keep original signed Referral letter on file with Form l 9 Provide copy of signed DHS Referral Letter to employee e Express mail or attach and submit a copy of employee s photo document to send to DHS if TNC is due to photo mismatch e Check E Verify for case result updates e Close Case EMPLOYEE ACTION e Sign and date DHS Referral Letter e Contact DHS within eight federal government workdays e DHS instructs employee on the next steps ae M 775 E Verify
38. at enaeenae ease 27 Refer Employee to SSA 1 0 0 cc cece ccc c cece eee ene eee e eee e eee e seat teat ena eeeaeeeaeenae ena 31 3 2 Review and Update Employee Data ccc cece cece cece eee ceca eee eeaeeeeenaeeeeaes 34 3 3 DHS Tentative Nonconfirmation TNC cccccece cess esse eee eeeeeaeeeeeeeaeeeaees 35 Notify Employee of DHS TNC ccccccceccecececeeeecsececeeeeecsteeeeeeentttteeeeenneee 35 Refer Employee to DAS vewices eset conver acretieeurddbrtactevseessbedeetderediweaseebeeactinees 38 3 4 SSA Case in Continuance and DHS Case in Continuance eeeeeee ee 43 4 0 FINAL CASE RESOLUTION ccscesscsscesscsseseesseeseeaecseesaecaesaesauseesseses 44 4 1 Fma CaSe RESUMS aia tai aed canals earn R EESE E r E ATER 44 SSA Final Nonconfirmation and DHS Final Nonconfirmation 0 0ee0e 44 BIS NGS oi DE 45 Error Close Case and ReSubDMit cccece cece ee eee e eee ee tees eee eeeeeae eae eeeeeaes 46 4 2 Cio Ol eer ee er ey eee ee eee ere tee ee ere ee 47 Close Case Statements sadincdescaevareacien le snadavan cexauaeer decendesbuk Hace serdededotaederss 49 4 3 RS US eas secant hess diene den rene seas ens sete ae E EE dad iawn 51 M 775 E Verify User Manual for Employers E Verify Open Cases to be Cl0SCG cs tecoeee cinched Hearted Shiv sscre ogee asceonel sp eee eee eree ie Cases with New Updates cc cece cece eee e cence ence eens tena ee eeaee esate
39. ate suspend delay training withhold or 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 To refer an employee to DHS follow the steps outlined in the Refer Employee to DHS Process Overview M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 39 of 82 REFER EMPLOYEE TO DHS PROCESS OVERVIEW gt Click Refer Case W dis Tentative TNC Print Riedew amp Sign er Contin Employee ety Refer Employer Print Review A Sign THC Notice Decision Reterral Leter y Refer Employee You indicated thal the employee chose to contest the DHS TNC The next step is to refer the employee to DHS To refer the employee to DHS cick Refer Case When you click Refer Case it starts the 6 federal government workdays that the employee has to contac DHS if you created Ihis case in emor or no longer need to continue this veniicalion cick Close Case g To retum lo this case al 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 s
40. ative hhancontinmation Notice Ensure that you and the employee sign and date the SSA Tentative Nonconfirmation Notice Indicate that the employee has been notified by selecting the check box below 9 You must confirm that you have notified the employee of the TNC to continue Confirm Employee Notification O have notified this employee of the TNC O After these steps are complete click Continue if you created this case in eror or no longer need to continue this verification cick Close Case 7 To return to this case at a later lime click Save Case and Exit 7 gt Keep original signed SSA TNC Notice on file with Form l 9 gt Provide copy of signed SSA TNC Notice to the employee gt Once complete click Continue gt Next confirm the employee s decision to contest or not contest the case result M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 30 of 82 _ Enter Form 1 9 information P Verification Results Close Case S a m g ce Employment Eligibility W ssa Tentative Nonconfirmation TNC Print Review amp Sign af Confirm Empoyee Refer Employee Print Rewew amp Sign TH Notice Derision P 2 Refaat Letter Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest the SSA TNC if the employee H Chose to CONTEST the SSA TNC click Continue P Chose to NOT CONTEST the SSA TNC click Close Case To review
41. ccount for minor variances in shading and detail between the two photos and select Yes or No Enter Form I 9 Information Verification Results gt 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 NOTE If No Photo on this Document appears below select yes and click Continue Wares Click to Enlarge Oves O No M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 21 of 82 gt Yes the photo on the employee s document 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 document is not identical to the photo 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 NOTE If No Photo on this Document appears below select yes and click Continue o No Phote n this Document Click to Enlarge Yes ONo w gt Click Continue IMPORTANT Compare the photo displayed in E Verify with the employee s Form l 9 photo do
42. cece cece eee eeeeeeeeeeeeeeeeeeeeenees Updating Point of Contacts c ccc ccc ccc cece eee eee eee e ease eae eeae teas seat eeaeenaeenaees Updating NAICS Information cccccee ence cece eee e eee eeee seat seat seat eeateaeeeaeenas Add New Hiring Site S cccccccce cece eee e eee ence eee e eee e sees eeee eee teat eeseeeeeeeneeenes Close Company ACCOUNL ccccc eee e cece eee e eee e ee eens tense eee ease ease ease eae eeaeeeaey 8 0 RESOURCE AND CONTACT INFORMATION ccceeeeeeeeeeeeeeeeeeeeeeeaneees GLOSSARY occidua aE a a aa a a aa M 775 E Verify User Manual for Employers 52 53 53 54 54 55 56 58 58 58 60 61 62 62 63 64 65 66 68 68 70 71 72 74 76 ANTA EF i Q 2 lt gt A la t S gt S 4 wo st N SEC ty a ME Vetu Page 4 of 82 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 Memorandum of Understanding MOU and rules and responsibilities outlined in this User Manual For the purpose of this manual the term employer means any U S company corporation or business entity that is required to complete the Form Il 9 Employment Eligibility Verification referred to hereafter as Form l 9 including any company employees with an E Verif
43. change or reset a password follow the steps in Reset or Change Password RESET OR CHANGE PASSWORD gt From My Profile select Change Password My Profile Edit Profile change Password Change Security Questions gt Change Password page will display gt Type current password in the Old Password field gt Type new password in the New Password field gt Re Type New Password in the Re Type New Password field The new password cannot be the same as any of the last six passwords gt Enter Password challenge questions and answers Enter Old and New Passwords amp Passwords must have the following characteristics At least one uppercase or lowercase letter At least one number At least one special character Special characters include lt gt Contain no more than two identical consecutive characters in any position from the previous password Contain a non numeric in the first and last positions Not be identical to the User ID Additionally as a policy it is recommended that passwords should not Contain any dictionary word 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 Contain any simple pattern of letters or numbers such as qwerty or xyz123 Be any word noun
44. confirmation M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 26 of 82 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 DHS VERIFICATION IN PROCESS PROCESS OVERVIEW gt Case result displays DHS Verification in Process A Enter Form l 9 information gt Verification Results gt Close Case Employment Eligibility W DHS 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 provides a final response gt Check E Verify for changes to case results gt DHS has three federal government workdays to respond gt Follow the next step based on the case result provided After the three federal government workdays a DHS Verification in Process will provide one the following case r
45. cument not to the actual employee After a selection is made one of the following case results will appear EMPLOYMENT AUTHORIZED Section 2 4 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 REMINDER Employees always have a choice of which acceptable documents to present for Form l 9 completion Photocopies must be made of all U S Passports or Passport Cards Forms l 551 and l 766 presented by employees The photo will display automatically in E verify during the verification process Only compare the employee s photo document to the photo displayed in E Verify M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 22 of 82 2 3 INITIAL CASE RESULTS The information entered into E Verify is checked against SSA and DHS records Once a case Is created a result is displayed Initial case results are displayed in the Initial Case Results Overview INITIAL CASE RESULTS OVERVIEW Emplovment Authorized The employee s information matched with the ee records in DHS and or SSA records It s that easy Information does not initially match with SSA or DHS records Additional action required See Section 3 0 Interim Case Results for more information DHS Verification In Process This case is referred to DHS for furth
46. d 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 xyz123 e Be 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 asks you to create a new password when the old one expires However if you think your password was compromised change it immediately If a user attempts to log in with an incorrect password three consecutive times the system 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 change your password using the link Forgot your User ID or Forgot your password Fergoil pour User 7 i Fort ybu patted If you are unsuccessful at changing your password with the automatic system M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 60 of 82 RESET OR CHANGE YOUR PASSWORD If your password has been compromised change it immediately To
47. document F Use the Browse button to select the file Files must be in the GIF format and no larger than 1 5 MB Browse After the file is selected click Refer Case O Mail Copy of Employee s Photo Document gt Mail a copy of the employee s photo document along with a copy of the DHS Referral Letter via express mal to ihe address below and click Refer Case U S Deparment of Homeland Security USCIS 10 Fountain Plaza 3rd Fioor 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 al your own expense DHS will not pay for any shipping costs if you created this case in error or no longer need to continue this verification click Close Case To retum to this case al 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 Choose to print the DHS Referral Letter in either English or Spanish and confirm that the name and SSN listed on the top of the letter are correct Print the DHS Referral Letter If the employee cannot read you must read the Referral Letter to the employee If the employee does not fully understand English and speaks Spanish Chinese Haitian Creole Japanese Korean Russian Tagalog or Vietnamese you must provide the employee with the Referral Letter in one of these l
48. e Employer access method This access method allows a company to electronically verify the employment eligibility of its newly hired employees My company plans to use E Verify on behalf of its clients to verify their employees E Verify Employer Agent Access The E Verify Employer Agent access method allows an individual or company to act on behalf of other companies to verify the employment eligibility of their newly hired employees My company has a central office that needs to manage E Verify use for all of its locations that access E Verify Corporate Administrator Access The Corporate Administrator access method allows companies to create manage and oversee E Verify accounts for multiple offices or locations This access method is designed for companies that have a need to oversee multiple locations Web Services My company plans to develop its own software to access E Verify Access for E Verify Employer Agents The Web Services E Verify Employer Agent access method requires a company to develop software that interfaces with E Verify to perform employment eligibility verifications of newly hired employees The Or Web Services Access for Employers company s software will extract data from its existing system or an electronic Form l 9 and transmit the information to government records If a company chooses this option it is sent the Web Services Interface Control Agreement ICA The ICA contains the information
49. e Viewing reports e Updating profile information for other Program Administrators and General Users e Unlocking user accounts A company can have as many General Users as it desires but is not required to have General Users Permissions include e Creating and managing cases General User optional e Viewing reports e Updating his her own user profile M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 10 of 82 1 5 USER RULES AND RESPONSIBILITIES All E Verify users are bound by the guidelines set forth in the MOU agreement and the rules and responsibilities outlined in this User Manual All E Verify users must follow the guidelines specified in the Rules and Responsibilities Overview RULES AND RESPONSIBILITIES OVERVIEW All Employers participating in E Verify MUST Follow E Verify procedures for all new hires while enrolled participating in E Verify Notify all job applicants of E Verify participation Clearly display both the English and Spanish Notice of E Verify Participation and the Right to Work Poster s Complete the Form l 9 Employment Eligibility Verification for each newly hired employee before creating a case in E Verify Ensure that all Form l 9 List B identity documents have a photograph Create a case for all newly hired employees no later than the third business day after they start work for pay Obtain a Social Security number SSN from all
50. e shown M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 57 of 82 Enter Report Parameters Report User Report Description This report displays a detailed list of your company s users that access Web DABP Report Format PDF C Excel User Role gt Determine and select which Report Format PDF or Excel you would like to view gt Use drop down box to select User Role you want a report on gt Click Run Report gt Use report as needed M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 58 of 82 6 0 ACCOUNT ADMINISTRATION User Account Administration provides individual users specific functions and permissions to update their account 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 the Program Administrator and General User Every hiring site must have at least one Program Administrator This user role is important to provide support for the General User role and to manage the company profile A company can choose to have General Users which will only be able to create and manage their own cases General Users and Program Administrators must successfully complete the online E Ver
51. e that the employee has been notified by selecting the check box Confirm Employee Notification M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Employment Eligibility W DHS Tentative Nonconfirmation TNC Print Review amp Sign S Confirm Employee a n Prini ra aT aaah as a q Decision gt Refa eview amp Sign THC Notice gieti i baa Print Review amp Sign TNC Notice Re view the DHS TNC with the employee Follow the steps listed below 1 Print the DHS Tentative Nonconirmaton Notice Notification to Employee of Choose which language to print DHS Tentative Nonconfirmation g O g English O Review the DHS TNC privately with the employee 3 Have the employee indicate whether he or she will contest the DHS TNC on the DHS Tentative Nonconfirmation Notice O Ensure that you and the employee sign and date the DHS Tentative Nonconfinmation Notice indicate that the employee has been notified by selecting the check box below Confirm Employee Notification O have notified this employee of the TNC 5 A er these steps are complete click Continue Ifyou created this case in error or no longer need to continue this verification click Close Case g To return to this case at a later time click Save Case and Exit 7 Continue gt Keep original signed DHS TNC Notice on file with Form l 9 gt Provide copy of signed DHS TNC Notice to employee gt Once you c
52. eate 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 Employers must read and accept the electronic MOU which details the responsibilities of SSA DHS and the employer The MOU is signed electronically by the employer M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 8 of 82 during enrollment However all E Verify users must agree to and follow the guidelines and user responsibilities outlined in the MOU and this User Manual To enroll in E Verify employers visit the enrollment website This website guides companies through the enrollment process Additional information regarding enrollment is found at the following URL http www dhs gov E Verify Participating companies use E Verify through an access method determined during the enrollment process 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 fExpianation 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 registered under th
53. ee 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 You may not send the SSA TNC Notice by mail Review the SSA TNC Notice privately with the employee instructions are found on page one of the SSA TNC Notice Instruct the employee to indicate whether he or she will contest the SSA TNC on the SSA TNC Notice Ensure that you and the employee sign and date the SSA 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 29 of 82 A gt Enter Form l 3 Information gt Verification Results gt Close Case Employment Eligibility W ssa Tentative Nonconfirmation TNC Print Review amp Sign Confirm Employee Refer Employee Print Review amp Sign THC Notice E i F gt Jee i F g HERE i sss oe Did te a a i eer Print Review amp Sign TNC Notice Review the SSA TNC with the employee Follow the steps listed below 1 Print ihe SSA T entalive Nonconfinmation Notice Notification to Employee of Choose which language to print SSA Tentative Nonconfirmation English 2 Review the 5334 TNC privately with ihe employee Have the employee indicate whelher he or she will contest the S34 TNC on the 55A Tent
54. eeaeeeeaeeees Work Authorization Documents EXpiring cccceeee eens eeneeeeaeeeeaeeeeaeeeeaees 5 0 CASE REPORTS erriren anisan n onkii quoidensetaraduinunian 5 1 Corporate Overview of Pilot USAQE ccc ccc e ese e eee e eee e eee eeeeeeeeeeeeeeneennenas 5 2 VSer AUG REDON eee ee ee ne er eee ee ee en ee ee ee eee ee ene re 5 3 Ooo ads 016 A ene eee EE ee ee ne ee eee eee 6 0 ACCOUNT ADMINISTRATION ccccceceeeeeee esses eeeeaeeeeaenenteeeeeaseenaenaeeees 6 1 USEF ROCS ee ere Rn ee at ne a E ee ee ee eee ere eee er 6 2 User ID and Password Creattion cccccccceeeeeeeeeeeeeeeeneeeeenneaeenneeeeeanennes Reset or Change Your PaSSWOld cccecceece eee eeeeeeee esse seen seat eneeeneeeenenaes 6 3 Update User Profile Information ccc cece cece cence eee eeeeee cease eeaeeeeaeeenees 7 0 MY COMPANY PROGRAM ADMINISTRATORG c cceeeeeeeeeeeeeeneeeeeans 7 1 Add New SGP os icccectarsnectuaroeievas toneiadedaursanissbelaiaasavagaves nes adassadeciussnetayesdurs 7 2 View Existing WI SCIGi ccxeivcstavquhaducresrateaaemodeiseurnieisersnhednazesbaniaceessinageivanancecs Reset User s PaSSword ccscccscecscecsceescesnceesseesceessesseeenserscenseenssensseties Delete User FiCCOUN scp rortacacotestbaaur dancin nsw baausenccaureshiteaucenaewererpeeoneeasaemace 7 3 MY COMPANY ge ecece x ceteveeceetcece EENE EE E TETERA EONA nii Maintain Company Information Fields ccc
55. electing one of the following Attach and Submit Copy of Employee s Photo Document OR Mail Copy of Employee s Photo Document If you chose to mail 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 40 of 82 Employment Eligibility W 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 5 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 via express mall To submit a copy of ihe employee s photo datument select one of ihe options below follow the instructions ihen click Reter Case When you click Refer Case it starts the amp federal government workdays that the employee has to contact DHS Attach and Submit Copy of Employee s Photo Document Make a digital copy of the employee s photo document and save it to your computer For example you may choose to scan of take a digital photo of the
56. employee You must verify the information on the letter then print sign and provide this letter to the employee The SSA Referral Letter provides instructions to you and the employee regarding the next steps See the Refer to SSA Process Overview for an outline of these steps Employees that choose to contest the SSA TNC have eight federal government workdays to visit an SSA field office 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 You may not terminate suspend delay training withhold or 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 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 gt Click Refer Case Enter Form l 9 Info ee Verification Results Close Case Employment Eligibility W ssa Tentative Nonconfirmation TNC F Refer Employes Print Rere amp Sign Retaral Letter Hoyee chose lo comest th Refer Employee To r fer the employee to SSA cick Refer Case When you click Refer Case it starts the federal government workdays that the employee has to visi SSA f yo
57. ent authorization DHS responds to most of these cases within 24 hours but has up to 3 federal government workdays to respond Employers should check E Verify periodically for a response Document Type Type of document s presented by a newly hired employee to verify identity and employment authorization Employment Authorized The result received in E Verify when the information entered into for an employee matches with SSA or DHS records This result indicates employment authorization has been verified M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 78 of 82 Employment Authorization Document Form 1 766 A document issued to noncitizens that are authorized to work temporarily in the United States The Form 766 has been issued since January 1997 Form l 9 Employment Eligibility Verification The form employers are required to complete with the employee 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 E Verify Employer Agent An individual or company that performs E Verify cases on behalf of employers E Verify E Verify is an Internet based program in which the employment authorization of a newly hired employees and existing employees assigned to a Federal contract will be verified after the Form Il 9 Employment Eligibility Verification has been completed This involves separa
58. entity and employment eligibility of each newly hired employee 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 rehire employees must be entered into E Verify individually E Verify is free and the best means available to determine the employment eligibility of new hires and the validity of their Social Security numbers SSNs E Verify is currently available in all 50 states the District of Columbia Puerto Rico Guam and the U S Virgin Islands M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 5 of 82 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 user on EOC J TaN erify 2 Welcome User ID Last Login Employment Eligibility Verification E Verify Demonstrat DEMO0000 02 37 PM 05 14 2010 Log Out Home Welcome to E Verify 1 E Verify News Vie 2 New Case per Sevan sre rule delayed until May Z View Gases The effective date of the final rule requiring certain F ener 7 Federal o read more gt Edit Frofile Change Password Change Security Questions Verity Employee v p 7 i y Company For help with E Verify call eperen 888 464 4218 or e mail us at E Verify dhs gov View Existing Users
59. er 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 Delete User Cancel Close In both instances the User Deletion Information page will open which displays 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 66 of 82 7 3 MY COMPANY To update company information in E Verify complete the steps in the Update Company Information Process Overview Once a Program Administrator has updated the company s profile he or she will be subject to the rules and requirements associated with this profile and have access to all online resources specific to that profile UPDATE COMPANY INFORMATION 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 i e Company Name and Physical Location Points of Contact NAICS Code Total Hiring Sites and Total Points of Contact M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Pa
60. er 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 DHS and or SSA records and that E Verify verified the work 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 Tentative Nonconfirmation TNC M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 23 of 82 EMPLOYMENT AUTHORIZED PROCESS OVERVIEW gt Receive case result Employment Authorized A gt Enter Form I 9 ee Verification Results Y gt Close Case A E Employment Eligibility Employment Authorized is authorized to work in the United States To complete the verification process click Close Case Last Name First Name Middie Initial Maiden Name Date of Birth Social Security Number HHE HHE HHH Citizenship Status A noncitizen nationa of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport
61. erify Page 19 of 82 ERROR UNEXPIRED DOCUMENT REQUIRED If an expired U S Passport or Passport Card 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 l 9 and re enter the case As of April 3 2009 all documents presented by an employee for Form 1 9 must be unexpired see exception below If the document entered for an employee is expired when the employee was hired you will need to obtain an unexpired document for Form l 9 and re enter this employee s case in E Verify when you have the new document Just because the employee presented an expired documents 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 limited situations an employee may present an expired document for Form l 9 when the document is accompanied by specific U S Department of Homeland Security guidance such as a Federal Register Notice that automatically extends the validity of an expired document for a specified period of time In all other instances the document presented for Form l 9 must be unexpired at the time the employee is hired ERROR UNEXPIRED DOCUMENT REQUIRED OVERVIEW gt E Verify prompts an Error Unexpired Document Required X Error Unexpired Document Req
62. erify User Manual for Employers September 2010 www dhs gov E Verify Page 79 of 82 An E Verify case must be initiated no later than the end of three 3 business days after the employee begins work for pay However the E Verify case may be submitted before the employee begins work for pay as long as the employee has accepted an offer of employment and Form l 9 is complete In these situations the date you should enter into the hire date field in E Verify is the date you submit the case in E Verify Immigration and Nationality Act of 1952 INA The Act 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 Act of 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 must ensure that all employees hired after November 6 1986 are eligible to work in the United States and possess valid work authorization documents It provides sanctions against employers who knowingly hire undocumented workers or discriminate against employees based on citizenship Status national origin or employment status Initial Case Result The results displayed in E Verify once an employee s information has been submitted as part of a verification case Interim
63. esults EMPLOYMENT AUTHORIZED Section 2 4 DHS TENTATIVE NONCONFIRMATION Section 3 3 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 27 of 82 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 Information did not match with SSA or DHS records Additional action is required Review and Update Employee Data A prompt to review update and resubmit the employee s Form l 9 information DHS Verification In Process This case is referred to DHS for further verification See section 2 5 for more information SSA or DHS Case in Continuance The employee has visited a SSA field office or contacted DHS but more time is needed to determine a final case result 3 1 SSA TENTATIVE NONCONFIRMATION TNC An SSA TNC results when the information submitted in E Verify does n
64. ge 67 of 82 Company Information Company Name Sampie Designated 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 NEW YORK Additional Information Employer Identification Number Total Number of Employees Perform verifications for your company s employees Parent Organization Administrator Organization Designation Employer Category None of these categones apply 921 EXECUTIVE LEGISLATIVE AND OTHER GENERAL NAICS Code GOVERNMENT SUPPORT Total Hiring Sites i View Edit ed oh nm ena we ad Total Points of Contact View Edit gt Make the required changes and click Submit IMPORTANT After you click Submit the Program Administrator cannot undo any changes that have been entered without manually reentering the original information M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 68 of 82 MAINTAIN COMPANY INFORMATION FIELDS There are many fields that can be updated in the Maintain Company Information For additional information on each field see Maintain Company Information Field table MAINTAIN COMPANY INFORMATION fFiELD name I a g Company Name Company enrolled in E Verify Physical Location Location where employment eligibility verificat
65. ify 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 Adding users is completed by the Program Administrator All users are assigned a user ID and initial password Upon being initially registered by the Program Administrator you receive an email with your user ID and password E Verify will prompt you to change the initial password for security purposes Passwords are case sensitive and between 8 14 characters long 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 include 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 59 of 82 e Not be identical to the User ID 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 chil
66. igibility after an employee has contacted DHS or visited an SSA field office Once a SSA or DHS Final Nonconfirmation has been provided you must close the case You may terminate employment with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the MOU gt Enter Form l 9 information gt gt Verification Results gt osecas A P EE al Employment Eligibility 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 45 of 82 T e gt Enter Form l 9 Information gt gt Verification Results Employment Eligibility SI DHS Final Nonconfirmation DHS could not confirm that Ali Jones is authorized to work in the United States To complete the verification process click Close Case SSA DHS FINAL NONCONFI RMATION 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 eight federal government workdays A DHS No Show response is considered a Final Nonconfirmation A Final Nonconfirmation means that the case must be closed in E Verify You ma
67. ions are completed 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 Information about the size of the company and any associated Corporate Parent Company information if applicable Employer Also known as Federal Tax Identification Number Identification Number EIN 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 Some companies many have many locations that do employment verification work and an E Verify corporate account also called corporate administrator access offers reporting and oversight features for the multiple company locations that access E Verify UPDATING 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 Poin
68. itive W X Y Z M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify
69. k Save and Continue when finished updating the point s of contact This brings the Program Administrator back to the Company Information page M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 70 of 82 UPDATING NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM NAICS INFORMATION The NAICS Code designates the type of industry for a company During enrollment the employer selects the NAICS Code If the company s industry classification has changed this needs to be updated in the E Verify company 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 Mame AAS Compan l View f Edi Company lD Humber Doing Business As DBA Name DUNS Number Physical Location Mailing Address Address 1 War Stree Address f Address Address 2 City City State Y State Zip Code O01 ip Code County Additional Information Employer identification Mumber Totali Number of Employees Organization Designation Employer Category HGS Cote Pat JUSTICE PUBLIC ORDER AND SAFETY AS TvITES View Edit Total Hiring Sites 4 Whew i Edit Total Points
70. l appear on the report with zero totals This report is available to Corporate Administrators and Program Administrators Report Format POF Excel Description Fiscal Year 2010 gt Determine and select which Report Format PDF or Excel you would like to view gt Use drop down box to select the Fiscal Year you want a report on gt Click Run Report gt Use report as needed 5 2 USER AUDIT REPORT The User Audit 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 initiated the SSN alien number l 94 number last name first name interim verification eligibility or case result additional verification eligibility final verification eligibility and employer resolution code 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 Report User Audit Rer The User Audi Report provides summary level case data about each case that matches the user entered query crferia The summary level Case data includes the case verification number the date the case was intisted the social security number ahen number l 94 number last name first name intial verification elghdty additional verification ebgb ty third step eighdty and employer reso
71. lowing results EMPLOYMENT AUTHORIZED Section 2 4 SSA FINAL NONCONFIRMATION Section 4 1 e SSA CASE IN CONTINUANCE Section 3 4 DHS VERIFICATION IN PROCESS Section 2 5 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 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 e Have employee sign and date SSA Referral Letter e Keep original signed SSA Referral Letter on file with Form l 9 e Provide copy of signed SSA Referral Letter to the employee e Check E Verify for case result updates e Close case O a M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 34 of 82 EMPLOYEE ACTION e Sign and date SSA Referral Letter e Visit an SSA field office within eight federal government workdays 3 2 REVIEW AND UPDATE EMPLOYEE DATA In some instances a case status of Review and Update Employee Data occurs 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 update occurs for reasons including
72. lution code gt Click Next gt Below screen will be shown M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 56 of 82 Enter Report Parameters Report User Audit Report The User Audit Report provides summary level case data about each case that matches the user entered query criteria The summary level case data includes the case verification Description number the date the tase was initiated the social security number alien number k94 number last name first name initial verification eligibility additional verification eligibility third step eligibility and employer resolution code Report Format PDF Excel Initiated By ALL Reporting Date From a imr Reporting Date To o mmiddiyyyy gt Determine and select which Report Format PDF or Excel you would like to view gt Use drop down box to select the E Verify User you want a report on gt Enter dates gt Click Run Report gt Use report as needed 5 3 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 used E Verify 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 User Audit Report gt Click Next gt Below screen will b
73. mber 2010 www dhs gov E Verify Page 15 of 82 Section 2 Employer Review and Verification To be completed and signed bv enplover Examine one document from List A OR examine one document from List B and one from List as listed on the reverse of this form and record the title mimber and expiration dare if any of the document s List A OR List B AND List C Document title lsqming authority Document 2 Expuration Date if anyi Document Expiration Date i any CERTIFICATION I attest under penalty of perjury thart I have examined the document s presented by the above named emplovee that the above listed document s apeear to be genuine and to relate to the employee named that the emplovee began employment on fmonthday vear and that to the best of my knowledge the employee is authorized to work in the United States State employment age n fes may omit the date the emplovee began emplovment _ P D ae Auamess or Urgaruzation Nace and Address Street Name and Number City date Aip Code Daie pnonikbaariear The E Verify case can be created before the employee begins work for pay as long as the employee has accepted an offer of employment and Form l 9 is complete In these situations the date you should enter into the hire date field in E Verify is the date you create the case in E Verify You cannot enter a future date in the hire date field See How to Determine the E Verify Hire Date below
74. me meee me mee me mee me mee mee me mee mee mee me me mee me me mee meme meee meme ee me me mee mee me meee meme meme meme me meme me meme ee me meee me mee me mee me mee mee me mee ee me mee eee mee eee meee eee ee All newly hired employees need a SSN DoNOT specify or request which documentation a newly hired employee must use for Form l 9 All List B document s MUST contain a photograph Ifthe employee presents a U S Passport or Passport Card a Permanent Resident Card Form l 551 or an Employment Authorization Document Form l 766 you must obtain a copy of the employee s document 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 end of three business days after the employee begins work for pay If the employer learns that they have 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 In some cases E Verify prompts you to check the information provided or re create the case before it can provide a case result This section reviews each of these scenarios in detail HIRE DATE The date you enter into the hire date field in E Verify is usually the date the employee began work for pay This is the date that was entered into the Section 2 Certification on Form l 9 M 775 E Verify User Manual for Employers Septe
75. n nationals born abroad Generally noncitizen nationals are American Samoans Notice to Employee of Tentative Nonconfirmation This is a computer generated notice given to an employee after a Tentative Nonconfirmation interim case result has been received from SSA or DHS If an employee contests the Tentative Nonconfirmation he or she must contact or visit the appropriate agency within 8 Federal government work days to initiate resolution of his or her E Verify case O 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 the system 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 1 551 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 1 551 the name of the document was changed from Resident Alien Card to Permanent Resident Ca
76. newly hired employees Provide employees the opportunity to contest Tentative Nonconfirmation TNC Allow newly hired employees to start and continue working during the E Verify verification process even if they receive Tentative Nonconfirmation TNC Ensure that all Personally Identifiable Information is safeguarded All Employers participating in E Verify MUST NOT Use E Verify to prescreen applicants for employment Check employment eligibility for employees hired before their company signed the E Verify MOU Take any adverse action against an employee based upon 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 of his or her national origin citizenship or immigration status Selectively verify work authorization for newly hired employees Share any user ID and or password M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 11 of 82 Upon enrollment employers are required to clearly display both the English and Spanish Notice of E Verify Participation and the Right to Work Poster both are displayed in the figure below Both notices are also found in E Verify after you log in under View Essential Resources Section 1 2 Notices posters that cannot be displayed should be printed and distributed
77. o through this process TERMINATE PARTICIPATION PROCESS OVERVIEW gt From My Company select Close Company Account My Company Edit Company Profile Add New User View Existing Users Close Company Account M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 73 of 82 Termination Request Information Ove you sure you want to request termination of your company s access to E Verify Company Name Termination Request Date Termination Request Reason gt Type the reason for termination in the Termination Request Reason field gt Click Request Termination gt A message will appear informing you that the E Verify office will be notified of your site s request to terminate its participation in the program REMINDER If your company has more than one site using E Verify and the entire company is requesting termination each of the company s sites must go through this process If you submitted a termination request in error please call E Verify Customer Support at 888 464 4218 for assistance M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 74 of 82 38 0 RESOURCE AND CONTACT INFORMATION The E Verify public website should be a 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
78. of Contact 1 View Edit gt The NAICS Code page displays the NAICS code entered when your company registered for 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 gt Click Generate NAICS Code M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 71 of 82 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 Summary page appears ah lf you know your Client Company s 3 digit North American Industry Classification System NAICS code please enter it and click Accept NAICS Code and Continue i you do not know the Client Company s NAICS code you must generate a NAICS code that is 3 digits To generate a 3 digit 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 the Client Company s type of business select the industry that best fits the company s type of work Once the 3 digit NAICS code is generated click
79. omplete the steps above click Continue Page 37 of 82 gt Next confirm employee s decision to contest or not contest the case result Employment Eligibility W DHS Tentative Nonconfirmation TNC Print Review amp Sign a Confirm Employee Decision Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest the DHS TNC if the employee gt Chose to CONTEST the DHS TNC click Continue gt 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 Q To retum to this case at a later time click Save Case and Exit Q Continue M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 38 of 82 gt If the employee chose to contest the TNC click Continue gt If the employee chose to not contest click Close Case and follow steps in Section 4 2 Close Case NOTIFY EMPLOYEE OF DHS TNC SUMMARY EMPLOYER ACTION e Privately notify employee of DHS TNC e Print review sign and date DHS TNC Notice e Instruct employee to sign and date DHS TNC Notice e Keep original signed DHS TNC Notice on file with Form l 9 e Provide copy of signed DHS TNC Notice to employee e Take next action based on employee decision to contest or not contest DHS TNC
80. or U S Passport Card Hire Date Employer Case ID March 12 2010 Submitted By Submitted On JGO06407 March 15 2010 gt Check the information in E Verify against employee s Form l 9 gt Close Case A case result of Employment Authorized requires the important step to close 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 found in E Verify matches with the employee s Form l 9 e Close Case EMPLOYEE ACTION M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 24 of 82 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 with the name on Form l 9 This happens when the information matches but there are name variations in the DHS records You must review the employee s name before a final case result can be 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 Review Process Overview REQUEST NAME REVIEW
81. or reprint the SSA Tentative Nonconfirmation Notice click Back if you created this case in error of no longer need to continue this verification click Close Case 7 To return to this case at a later Ume click Save Case and Exit P C o gt f the employee chose to contest the TNC click Continue gt f the employee chose 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 SSA TNC e Print sign and date SSA TNC Notice e Instruct employee to sign and date SSA TNC Notice e Keep original signed SSA TNC Notice on file with Form l 9 e Provide copy of signed SSA TNC Notice to the employee e Take next action based on employee decision to contest or not contest SSA TNC EMPLOYEE ACTION e Decide to contest or not contest and indicate choice on signed SSA TNC Notice e Acknowledge SSA TNC case result by signing and dating SSA TNC Notice e Take next action based on decision to contest or not to contest M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 31 of 82 REFER EMPLOYEE TO SSA After being notified of the SSA TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the SSA TNC Notice An employee that chooses to contest an SSA TNC is referred to SSA E Verify generates an SSA Referral Letter that you must provide to the
82. orized 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 p Enter Form l 9 Information gt gt Verification Results x Close Case F P Pa F ra ra p X 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 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 or Passport Card EMPLOYEE ACTION e If necessary provide employer with unexpired U S Passport or Passport Card Fi a a o a L a a a a a a a a D a a a o D a a a a a a a a a D D D D D a N a a a a D n A a n D a D D a a a D a a a a a a a a a a a a a a a a M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 47 of 82 4 2 CLOSE CASE Employers must close EVERY case created in E Verify To close a case employers follow the steps outlined in the Close Case Process Overview CLOSE CASE PROCESS OVERVIEW gt Click Close Case X Enter Form 1 9 information Verification Result
83. ot initially match the 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 SSN or date of birth is incorrect in SSA records e SSA record contains another type of mismatch The employee must be notified of this result as soon as possible by following the steps in Notify Employee of SSA TNC Process Overview NOTIFY EMPLOYEE OF SSA TNC You must promptly notify the employee of the SSA TNC case result While being notified of the SSA TNC the employee chooses to either contest the case result or not contest In either case the employee acknowledges his or her decision on the SSA TNC Notice When an employee chooses to contest an SSA TNC it means that the employee will visit an SSA field office within eight government workdays If the employee chooses not to contest he or she acknowledges that you may terminate employment with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the MOU If the employee chooses to accept the case result and take no further action then you can close the case in E Verify and terminate employment without penalty See Section 4 2 Close Case M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 28 of 82
84. pe of error 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 TNC case result After being notified the employee chooses to contest or not contest the DHS TNC case result and indicates his or her decision on the DHS TNC Notice When an employee chooses to contest a DHS TNC the employee is responsible for contacting DHS If the employee chooses not to contest he or she acknowledges that you may terminate employment with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the MOU If the employee chooses not to contest the TNC you may close the case and may terminate employment without penalty If the employee chooses to contest the case result you must refer the employee to DHS To refer an employee to DHS see the Notify Employee of DHS TNC Process Overview M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 36 of 82 NOTIFY EMPLOYEE OF DHS TNC PROCESS OVERVIEW gt Receive DHS TNC case result and click Continue to proceed with the notification process Enter Form l 9 Information i Close Case Employment Eligibility F DHS Tentative Nonconfirmation TNC The mpiloyee s infomation did not match U S Department of Homeland Secunty DHS records This does NOT mean th
85. ports are accessed from My Reports and selecting View Reports My Reports View Reports 5 1 CORPORATE OVERVIEW OF PILOT USAGE The Corporate Overview of Pilot Usage report displays the number of cases created by your company within a fiscal year If your company has not created any cases during the fiscal year a report will still appear with a total of zero This report is available to Corporate Administrators and Program Administrators 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 gt Select Corporate Overview of Pilot Usage Select a report orporate Dvere of Pilot Us age User Audit Report User Report This report cheplays the number of cases indisied by your company within a fiscal year It your Company has not ntioted aniy guris during he fiscal year they wall H0 appear on the repari wih Teno totals Thee report is availabe io Corporate Adminiirators and Program Admineiraters Cancel gt Click Next gt Below screen will be shown M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 55 of 82 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 any queries during the fiscal year they will stil
86. rd Photo Matching During the verification case employers match the photos on certain documents provided by employees when completing Form l 9 with the photo that appears in E Verify Photo matching is triggered only when an employee has provided a US M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 81 of 82 Passport or Passport Card Permanent Resident Card Green Card Form 1 551 or an Employment Authorization Document Form 766 as his or her Form Il 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 DHS issued document Employers should be able to determine whether or not 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 DHS issued document If the employer determines that it does not match a DHS Tentative Nonconfirmation TNC is issued and the employee is given the opportunity to contest Point of Contact Someone in your company who can be contacted on E Verify issues This person may or may not be one of the three user types Pre Screening Creating a case in E Verify before a job offer has been accepted and Form 9 is complete Program Administrator
87. reen provides additional information simply by clicking any helper text symbol E Alien Numbers and Arrival Departure Record Form l 94 Numbers are NOT the same M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 17 of 82 Alien numbers consist of 9 digits or less If the Alien Number is less than 9 digits add leading zeroes Although Alien Numbers are preceded by the letter A do NOT type A into the E Verify Alien Number field For example Enter the Alien Number A1234567 as 001234567 The 9 digit USCIS listed on the front of Permanent Resident Cards issued after May 10 2010 is the same as the Alien Number Form l 94 numbers consist of 11 digits found in bold print at the top of the Arrival Departure Record Form I 94 REMINDER Complete Form l 9 before creating a case in E Verify Create a case for all newly hired employees no later than the third business day after they start work for pay CHECK INFORMATION If the information entered does not immediately match SSA or DHS records the Check Information screen appears to confirm if the information entered is correct The user may either confirm that the information is correct or change the information in certain fields if the information was entered incorrectly Once the user confirms that the information presented is correct he or she clicks Continue If a mistake was made in a field that cannot be updated
88. s 2 gt Close Case A y A 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 Date of Birth E HEE Maiden Name Social Security Number r Citizenship Status A noncitizen national of the United States Document Type Document Number Unexpired U S Passport or U S Passport Card Document Expiration Date Hire Date March 12 2010 Submitted By JGO06407 Employer Case ID Submitted On 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 close case statement options will appear on the next screen Employee Hama Case Vonhcabon Humber Verify Employee amp View Pnnt Case Details Senter Form l o information gt verication Resuts o gt Is currently employed with this company Select yes or no and click Continue C Yes 0 No gt Next select the most appropriate statement and click Continue M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 48 of 82 wy sy z ey gt Enter Form l 9 Information gt gt Verification Results gt Close Case ly ear E r 5 al Select the appropriate statement and click
89. s can also be accessed through View Cases and using the search function Review the Case Alerts Overview for more information CASE ALERTS OVERVIEW gt E Verify user home page display with no Case Alerts Welcome to E Verify E Verify News view All gt Federal contractor rule delayed until May 21 9 02202009 The effective date of the final rule requiring certain ty i Federal Co read more gt 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 Open Cases gm Cases with SNOT tobe Closed New Updates a Does Exciting 2a gt E Verify user home page display with Case Alerts gt Click on the alert requiring your attention to access your Case Alert s M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 52 of 82 Welcome to E Verify E Verify News View All gt Federal contractor rule delayed until May 21 2009 027 The effective date of the final rule requiring certain y Federal Co read more gt r eNet l For help with E Verify call Vv_ _ 888 464 4218 or e mail us at E Verify dhs gov Case Alerts You Must Take Action Open Cases 11 Cases with 8 Authoreation 0 to be Closed rz New Updates m Docs Expiring Case Alerts can also be accessed gt From My Cases select View Cases Empl t Eligibilit mployment Eligibili bytes Home My Cases New Case Ne
90. s helps ensure that the documents provided are valid The photo matching step occurs automatically when you create a case for an employee that has presented a U S Passport or Passport card Permanent Resident Card Form I 551 or an Employment Authorization Document Form 766 for his or her Form 9 documentation When the employee presents one of these documents and the Form l 9 information entered by the employer matches DHS records the employee s photo automatically displays on the E Verify screen You must obtain a copy of the employee s document 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 document and determine if the photos are reasonably identical This means that the photos should be identical but you should take into account minor variances in shading and detail between the two photos based upon the age and wear of the employee s document the quality of your computer monitor and the watermark on the photo in E Verify to protect it from unlawful use Do not compare the photo displayed by E Verify to the employee directly The direct comparison between the document and the individual happens during Form 9 completion prior to using E Verify The Photo Matching Overview provides a summary PHOTO MATCHING OVERVIEW gt E Verify prompts you to compare a photo displayed in E Verify with the employee s Form l 9 photo document gt A
91. ss days of the date employment begins 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 l 9 information matches government records thereby ensuring a legal workforce To view or download Form I 9 go to the following URL http www uscis gov files form 9 pdf For more information on Form l 9 procedures refer to the View Essential Resources Section 1 2 page of your E Verify account where you will find the Handbook for Employers To view or download the Handbook for Employers go to the following URL http www uscis gov files nativedocuments m 274 pdf For assistance in finding additional Form l 9 resources contact E Verify Customer Support Monday through Friday 8 a m 5 p m 888 464 4218 Newly hired employees must complete Section 1 of Form l 9 in its entirety Providing a Social Security number SSN on Form l 9 is usually voluntary however a SSN is required by employers that use E Verify Therefore all newly hired employees including seasonal temporary and rehires MUST have a SSN A case cannot be created in E Verify without a SSN If a newly hired employee does NOT have an assigned SSN he or she must obtain one from the SSA As a result the employer may not be able to create a case in E Verify by the third business day after the employee starts
92. t the appropriate user by selecting his or her User ID View Modify User Information User ID DASAMPGU User Role General User Last Name Sample First Name E Verify M I Phone Number 888 464 4218 Fax Number E mail Address E Venfy idhs gov Force Change Password C Reset User Password New Password Re type New Password Submit User Modifications Delete User gt You can change the password two ways including Select Force Change Password to prompt a user to change his or her password at the next login Or Assign a temporary password by completing both fields under Reset User Password gt Click Submit User Modifications M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 65 of 82 NOTE If the system does not accept the user information update after processing it again contact E Verify Technical Support at 800 741 5023 DELETE USER ACCOUNT If a user leaves the company or will no longer access E Verify a Program Administrator must delete the user s account Follow the steps in Delete Users Process Overview to delete a user s account DELETE USERS PROCESS OVERVIEW gt First follow the steps in View Existing Users Process Overview above to find the user that 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 gt Click Delete Us
93. te verification checks if necessary of records maintained by SSA and DHS E Verify Participation Notice The E Verify Notice informs perspective 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 These notices must also be displayed in a prominent place that is clearly visible to all employees who are to be verified through E Verify E Final Nonconfirmation If an employee s employment authorization cannot be verified an employer will receive a Final Nonconfirmation response from SSA or DHS An employer receiving a Final Nonconfirmation response may terminate the employment of 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 G General Users This user type creates cases views reports and can update his or her user profile H Handbook for Employers M 274 Provides detailed instructions on how to complete and retain Form l 9 Employment Eligibility Verification Hire Date The date you enter into the hire date field in E Verify is usually the date the employee began work for pay This is the date that the employer entered into the Section 2 Certification on Form l 9 M 775 E V
94. tion Click a case number to return to a case Page 1 of 1 Results Per Page 40 First LastName Name Case Number 5SH Hire Date F S54 Case In Continuance Test kevin 2010074154806AH soll DATAA 10 554 Case In Continuance Test Jen 20100741547454A6 Sataa 0322010 S Review and Update Employee Data Washingt George 20100741508062ZP ii 0343 2010 i Review and Update Employee Data Washingt George 20100741507 102M sila Ta 03 13 2010 WORK AUTHORI ZATION DOCUMENTS EXPI RI NG The Work Authorization Docs Expiring Case Alert is a notification that an employee s Employment Authorization Document or Form l 94 document is expiring This type of alert will only appear if the document the employee presented for the original E Verify case was either an Employment Authorization Document or a Form l 94 This is simply a helpful alert that will remind you to re verify the employee by updating Section 3 of Form l 9 If you no longer need this alert select Dismiss Alert IMPORTANT The employee cannot be re verified in E Verify M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 54 of 82 5 0 CASE REPORTS There are three types of case reports available in E Verify for companies enrolled as Employers These include Corporate Overview Pilot of Usage User Audit Report and User Report This section provides direction on how to create each of these reports in E Verify All re
95. to determine the appropriate date to enter in E Verify hire date field HOW TO DETERMINE THE E VERIFY HIRE DATE If you create the case in E Verify Then the E Verify hire date is Before the employee starts work for pay The date you create the case in E Verify On or after the employee starts work for pay The date the employee started work for pay Only employees hired after November 6 1986 are subject to the requirements of Form l 9 and E Verify To create a case take the information that the employee completed on their Form l 9 and enter it into E Verify 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 How TO CREATE A CASE PROCES OVERVIEW From the E Verify Welcome page _ find My Cases and click gt New Case Employment Eligibi 1 Home My Cases Mew Case View Cases M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 16 of 82 From Section 1 of the employee s Form l 9 chose the correct option button e Acitizen of the United States Verify Employee e Anoncitizen national of the Verification Results Close Case United States What citizenship status did the employee choose in Section 1 of Form 1 97 Select one then click Continue e A lawful permanent resident e An alien authorized to work Click Continue Yo
96. to every job applicant 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 Issued by Department of Justice the Office of Provided by DHS Special Counsel for Immigration Related Unfair Employment Practices M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 12 of 82 1 6 PRIVACY AND SECURITY STATEMENT The use of E Verify requires the collection of Personally Identifiable Information PII It is essential to protect the privacy of individuals that 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 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 PRIVACY GUIDELINES OVERVIEW gt Allow ONLY authorized employees to use E Verify Ensure that only the appropriate employees handle information and create cases gt SECURE access to E Verify Protect the password you use to access E
97. ts of Contact section of the Company Information page to modify this information The Points of Contact Summary page opens M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 69 of 82 Company Information Company Name ARC Company View Edit Company ID Humber 108 Doing Business As DBA Name DUNS Number Physical Location Mailing Address Address i Maln Street Address i Address 2 Address 2 City MEW york City State HY State Zip Code TOC Zip Code County NEW YORK Additional Information Employer Identification Number g Total Number of Employees 500 to 699 Parent Organization Administrator Organization Dasignation Employer Category None of hese categories apply NAICS Code P22 JUSTICE PUBLIC ORDER AND SAFETY ACTIVITIES Total Hiring Sites Total Polite of Contact 1 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 FirstName LastName Middle Name Phone Number FaxNumber E mail Address Las E Verify dhs gov E Verify dhs gov Previous Next cancet_ Save amp Continue gt Clic
98. u are then prompted to indicate the documents provided to you for Section 2 of the employee s Form l 9 Make the appropriate selection and click Continue In E Verify a red asterisk tothe Verify Employee right of a text box indicates a Verification Results Close Case required field From Section 1 and 2 j of Form l 9 enter all required Enter employee Form 9 information then click Continue required _ information into each text field i IMPORTANT If you select An alien be Fist Hone Mee bread authorized to work you may also be required to indicate that you are entering either the Alien Number or l 94 _ Number from the employee s Form l 9 Click Continue m Exper tion Dite Pion Lay lt i Employer Case ID is an optional field _ for users that wish to assign an internal tracking code to a Case _ If an E Verify case is not created _ within three days of hire the user must indicate the reason for the delay Select from one of the Yad aaah 7 fol Owl Ng reasons 7 Verification Results Close Case Select or enter the reason why this case has not been submitted within 3 business days of hire then e Awaiting Social Security Number i click Continue e Technical Problems e Audit Revealed that New Hire Was Not Run e Other i 1e i Continue _ The user may also enter a specific a ao _ reason in the field provided _ Click Continue Each sc
99. u created this case in error of no longer need to continue this verification cick Close Case To retum to this case al a later time click Save Case and Exit gt Complete the steps listed below 1 Chose to print the SSA Referral Letter in either English or Spanish and confirm that the name and SSN listed on the top of the letter are correct Print the SSA Referral Letter If the employee cannot read you must read the Referral Letter to the employee If the employee does not fully understand English and speaks Spanish Chinese Haitian Creole Japanese Korean Russian Tagalog or Vietnamese you must provide the employee with the Referral Letter in one of these languages found in View Essential Resources M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 32 of 82 IMPORTANT Once the 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 You may not send the referral by mail Review and explain the next steps to the employee instructions to the employer are on page one of the SSA Referral Letter and the employee instructions are on page two Ensure that you and the employee sign and date the SSA Referral Letter Provide a copy of the signed SSA Referral Letter to the employee and file the original SSA Referral Letter with Form
100. uired 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 l 9 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 kkkkk Maiden Name Date of Birth Social Security Number kkkkk RRR RR kk k kk Citizenship Status A citizen of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or ane January 20 2009 U S Passport Card Hire Date Employer Case ID June 30 2010 Submitted By Submitted On eee ess July 01 2010 gt Obtain an unexpired document from the employee for Form l 9 gt 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 20 of 82 employee is not authorized to work in the United States First obtain an unexpired document and then re enter the case in E Verify then E Verify will verify the employment eligibility of this employee E VERIFY PHOTO MATCHING Photo matching is an automatic part of creating a case in E Verify that prompts users to compare an employee s photo ID with a photo displayed on the E Verify screen Thi
101. umber listed on the front of Permanent Resident Cards Form 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 J ustice OSC and provides information to employees concerning discrimination in the workplace The E Verify Memorandum of Understanding 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 online resources section of E Verify For questions about discrimination during the employment eligibility verification process employers may contact OSC at 1 800 255 8155 or 1 800 237 2515 TDD for the hearing impaired or www usdoj gov crt osc Arrival Departure Record Form l 94 or 1 94A A document issued to noncitizens when admitted into the United States Some of these forms are stamped to indicate work authorized status Form l 94 or 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 77 of 82 C Case in Continu
102. used to develop and test the software interface Both E Verify Employer Agents and Employers are eligible to use this access method REMINDER Se Ss Ss ce sa ses cm sas sah Sh ah Sa SS tS SS SS Sa SS SSS SS SS aS NaS SSS Sa SS SS SSS SS SE Sa SS SE Sa SS aE SS Sa SoS SS MS NS NE SS SS NE MS SS SE Sa SS NaS SY SS Sa Se SMa Ss Sa SoS SS SH Mh NSE mh Sa Ss SSS Ss Se SS SS cS SS ce Sah se sa SS Sm SS SS Sm sa SS SS SoS SS te M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 9 of 82 1 4 OVERVIEW OF USER ROLES Enrolled companies can provide their employees access to E Verify by assigning them user roles 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 and they are explained in the User Role Overview General Users and Program Administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted Section 6 1 provides additional details to the functions of each user role USER ROLE OVERVIEW USER ROLE PERMISSIONS Program A company must have at least one Program Administrator Administrator The Program Administrator role includes functions of a General User Permissions include at least one a required e Registering new users e Creating user accounts for other Program Administrators and General Users e Creating and managing cases
103. w Case View Cases View Cases gt Determine your search criteria click Search Search Cases view All Open Cases gt Case Status Open Cases Cases With New Updates Closed Cases Work Authorization Docs Expiring Cases In Process Open Cases to be Closed Case Venicaton Humber SoCal Secunty Number Aken Number l 04 Humber Employer Case ID initiated By Date Submitted 5 From Month Day 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 M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 53 of 82 Sort cases by status last name first name case number or Hire Date 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 ViewAll Open Cases gt Search Cases gt Open Cases 69 Cases with New Updates 17 Open Cases to be Closed 13 Work Authorization Doce Expiring 0 The 17 cases below have changed status in the last 30 days and require your atten
104. y terminate employment with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the MOU x wr X2 gt Enter Form l 9 Information gt gt Verification Results D ecse A Employment Eligibility dis 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 M a a a a O a a O a a O O M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 46 of 82 ERROR CLOSE CASE AND RESUBMIT If E Verify prompts a Error Close Case and Resubmit you cannot continue the case because the expiration date you entered for the employee s U S Passport or Passport Card 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 auth
105. y 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 gt 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 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 The employer terminated the employee because the employee chose not to contest the Tentative Nonconfirmation gt The employee voluntarily quit working for the employer The employee chose to stop working for the employer gt The employee was terminated by the employer for reasons other than E Verify The employer terminated the employee for reasons unrelated to E Verify M 775 E Verify User Manual for Employers September 2010 www dhs gov E Verify Page 50 of 82 gt The case is invalid because another case with the same data already exists An
106. y 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 INS to initiate an employment verification pilot program Under the U S Department of Homeland Security DHS USCIS operates the E Verify program previously referred to as Basic Pilot E Verify implements the legal requirements in IIRIRA by allowing any U S employer to verify the employment eligibility of all its newly hired employees E Verify has an average of 1 400 new employer enrollments per week 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 E Verify is an Internet based system operated by DHS in partnership with SSA that allows participating employers to electronically verify the employment eligibility of their newly hired employees E Verify works by electronically comparing the information on an employee s Form Il 9 with SSA and DHS records to verify the id

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