E-Verify Overview for Existing Users
Contents
1. y US Citizenship and Immigration Services E Verify gives me peace of mind about my workforce E Verify Overview for Existing Users www dhs gov E Verify E Verify Sponsored by Ascentis Solutions th at Work E Verify About Our Speaker Cornelius Wyatt Jr Management and Program Analyst within the Public Relations and Education Section Outreach Branch with U S Citizenship and Immigration Services USCIS Verification Division HRCI and APA Credit lt earn you must Stay on the webinar for the full 60 minutes Be watching the webinar using your unique URL Certificates of Completion will be delivered electronically to email that you used to register for this webinar Sentto you no later 5pm PDT on 10 20 2012 E Verify When to Complete Form I 9 and Create a Case Completing Form 1 9 and Creating an E Verify Case comply with the law Complete Form 1 9 The earliest you may The employee has accepted an offer of employment The latest you may The third business day after the employee started work for pay Create Case in E Verify The employee has accepted employment offer and Form 1 9 is complete The third business day after the employee started work for pay and Form 1 9 is complete2. Verify Employee Emer tomta tomater vecta sat change Sea vestens s Bi Smith current employed with this company Select yes or no and click Continue E Verify Employment Eligibility Verification Verify Employee can vett ti s Sea mn UTE mos Select tw appropriate statement and ck Continue EVerify ga Employment Eligibility Verification Eti Verity Employes Case Deals FS cons coe pepe rm Case Closed nasa You nave 2010187 120641 8 Record iis case verfeaton number on te employee Fom or pnnt case getats and Heep on e m Fars ome en Smith idear Daw at eta Aci United States ske 27 2009 MPOI une 30 2010 Every Home New case E What is Tentative Nonconfirmation TNC lt TNC means that information from employee s Form 1 9 did not match government records Common reasons for TNCs Name entered on I 9 is different than recorded in government data bases Information was not entered correctly in E Verify Name change was not reported Social Security number SSN does not match Identification document could not be verified Citizenship or immigration status changed
3. Handling TNC Employees should be informed of the TNC promptly Employer should print the TNC Notice and review it with the employee Employees have the right to contest or not contest a TNC If the employee decides to contest the employer should print the Referral Letter and review it with the employee NOT CONTEST You may terminate the employee and close the case in E Verify Refer employee to appropriate agency Verily Employee mM Employment pm Social Security Administration SSA Notice to Employee of Tentative Nonconfirmation TNC Notico EVerify _____ gt feral ett the Sel SSA FeSO E era ee TO Instructions tortne Employer EVerify Enployment Ek CENE e oe E Employment Eig emne E Verify The employee has eight federal government workdays from the referral date to visit or call the appropriate agency to start to resolve the discrepancy The employee continues to work Employers who use E Verify to confirm during the TNC resolution process your work eligibility must follow the rules During the TNC process the employer should not take any adverse action against the employee E Verify You should check E Verify periodically for
4. all new hires Influence or coerce an employee s decision whether to contest a TNC Terminate or take adverse action against an employee who is contesting a TNC Ask for additional documentation after obtaining a TNC for an employee n IF YOU HAVE THE RIGHT TO WORK Don t let anyone take it away E Verify Remember Best Practices Add E Verify to your job announcements Example Our company uses E Verify to confirm the employment eligibility of all newly hired employees To learn more about E Verify including your rights and responsibilities please visit www dhs gov E Verify E Verify Logo and I E Verify Seal Download the Licensing Agreement to get started Visit wav hs gov E Ve fy under About the Program E Verify E Verify Things to Remember Federal Contractors E Verify Federal Contractor Here s some important information for you Je of September 3 2009 fers contractors and are requred to use Een for al nee rd sostine employers woring on Acquesbon Rega V Ee EVI Ga and ene in use temet bote Dit aae emploers t venn ofte employes te work in e hie Sintes What Contracts aro Attested by the FAR E Verity Clauso Prime Contracts Indefinite Devery unntity Contracts Nele stove 152 000 ta
5. new form if you Rehire the employee within 3 years of original hire date Update the biographic information of an employee USCIS recommends completing a new Form 1 9 for rehires E Verify Form I 9 Section 3 Reverification Do Not Reverify US Passport or Passport Card Permanent Resident Card Form i List B documents Permanent Resident Reverify if employee presents Form 1 94 with a Reverification temporary 1 551 stamp or Exceptions foreign passport with a temporary 1 551 notation on a Machine Readable Immigrant Visa MRIV Usually Reverify EAD Reverify an Employment Authorization Document At the time of reverification the employee must provide an unexpired List A or C document E Verify User Roles Program Administrator at least one required company must have at least one program administrator The program administrator role includes functions of a general user Permissions include Registering new users Creating user accounts for other program administrators and general users Creating and managing cases Viewing reports Updating profile information for other program administrators and general users Unlocking user accounts General User optional company can have as many general users as it desires but is not required to have general users The ge
6. one of the following responses Review and Update Employee Data Case in Continuance DHS Verification in Process E Verify Handling TNC E Verify Ss Employment Verification STEN oasen tek Otr nap Welcome to E Verify E Verify News ee ery Now Arable nthe CM 220 cNenty Need Help ner any ron tor more eom Case Alerts You Must Take Work 2 Authorization Epi Open Cases Cases with T to be Closed ig gt New Updates E OSC for Immigration Related Unfair Employment Practices lt This law prohibits employers from discriminating against work authorized individuals in hiring firing recruitment or referral for a fee based on an individual s citizenship immigration status or national origin Office of Special Counsel OSC is in the Civil Rights Division of the Department of Justice OSC enforces the Immigration and Nationality Act s Anti Discrimination Provision See OSC s Employer Dos and Don ts Verif Examples of Prohibited Discrimination Refusing to hire a worker lt Because the worker is or is not U S citizen Whois or is believed to be an immigrant Based on the worker s country of birth or foreign language accent Requesting that non U S citizens show particular documentation for the Form 1 9
7. while allowing U S citizens to show their choice of Form 1 9 documentation gt Terminating or suspending non U S citizens who receive a Tentative Nonconfirmation TNC while allowing U S citizens who receive a TNC to continue to work while resolving the TNC n E OSC Employer Resources lt Call OSC s Employer Hotline 800 255 8155 to speak with an OSC representative Calls can be anonymous Visit OSC s website to sign up for webinar training on how to avoid violating the anti discrimination provision and download educational materials www justice gov crt about osc E mail questions to OSC at osccrt usdoj gov n E Verify Compliance Monitoring lt E Verify compliance means meeting the terms of the Memorandum of Understanding MOU and applicable laws E Verify Compliance Monitoring helps employers with compliance by providing guidance on the proper use of E Verify assisting employees to deter discriminatory practices providing assistance for detecting employee abuses by employers when using E Verify n E Verify E Verify Case Reports Corporate Overview of Pilot Usage User Audit Report User Report Best Practices for Compliant Use Have2 or more program administrators Use the newly launched E Verify Self Assessment Guides
8. Employee completes Form 1 9 Section I Employee chooses which acceptable document s to present Employer completes Form I 9 Section II If necessary employer updates or reverifies employee s work eligibility in Section III Employee must include SSN when completing Form 1 9 Section 1 If the employee has not been issued his SSN complete Form I 9 as normal and attach a memo to Form 1 9 indicating the reason for the delay in creating the casein E Verify E Verify will also allow you to indicate the reason for the delay Employee chooses which acceptable document s to present If a List B document is chosen it MUST have a photo If an employee chooses to provide a photo matching document the employer must make a photo copy and retain with the Form I Employer completes Form 1 9 Section II E Verify Case Status will prompt employer to update or reverify in Section III of Form 1 9 However a case should NOT be created in E Verify ma EVerify Form I 9 Section 1 Employee Information and Verification of Hota Seca p Es praep Form L9 Employment bility Verification ASTJISCRININATION NOTICE i ga edictis against idit Eplene CANNOT es nero senes emen Awl pene sanere ve to aaee Completed by the employee For employees with m
9. e to all citizens and non citizens more than 16 years old Self Check does not take the place of the employer s E Verify case Employers cannot require their employees or prospective employees to use Self Check For more information on Self Check visit www uscis gov everifyselfcheck V Bienvenido a Self Check n EVerify Engagement Stay Up to Date Subscribe to e Newsletter E Verify Connection Write SUBSCRIBE in the subject line to E VerifyOutreach dhs gov H p To get email updates subscribe to www uscis gov I 9Central www dhs gov E Verify www uscis gov SelfCheck Follow on twitter http twitter icis E Verify Blogs www dhs gov E Verify E Verify on Facebook www facebook com USCIS iit m Jur yl it E Engagement E Verify Outreach Speakers for your events lt Panel participants Exhibits Free Webinars Content for your newsletters Authorization to use the E Verify Logo and Name and I E Verify Seal E Verify E Mail E Verify dhs gov n EVerify Customer Service E Verify received the highest rating for customer service of all federal agencies 2011 American Customer Satisfaction Survey Employer Hotline 555 464 4218 Employee Hotline 555 897 7781 Form I 9 E Mail 1 9Central dhs gov E Verify E Mail E Verify dhs gov Fo
10. expired documents The hire date is the date the employee began work for pay En n Determining the E Verify Hire Date The hire date is the date the employee began or will begin work for pay Employers must use the Section 2 Certification date from the employee s Form 1 9 as the hire date in E Verify E Verify will permit you to select a future hire date but this does not change the rule that prohibits prescreening prospective employee MUST have accepted an employment offer before the employer may complete Form I 9 and create a case in E 5 EVerify Form I 9 Section 3 Reverification Section Updating and Reverificat A New Name lestie To fe compe gru of work urinen has pe provide is inferri bow document Babes cust erten Document Tite Docume t Dae scs under of perjury ario the best of my authorized Yo work Tre Uie States andl ic employ presented documentis documents have examined appear to be gemuine and fo relate to the individual Saec of Employer or Authorized Represente Dus monile employer completes this section If the temporary employment authorization has expired you must reverify an employee in Section 3 or on a new Form 1 9 You may also complete Section 3 or use
11. for Direct Access and Web Services users Standard Operating Procedures or directives Internal Training Manuals Videos Webinars E Verify Resources Manuals and Guides E Verify User Manual for Employers E Veri ick Reference Guide for Employers E Verify User Manual for Federal Contractors E Verify Supplemental Guidance for Federal Contractors E Verify Self Assessment Guide for Direct Access Users E Verify Self Assessment Guide for Web Services Users M 274 Form 1 9 Handbook for Employers E Verify Resources Educational Videos How to Create a Case How to Respond to a TNC Civil Rights Request copies by emailing E Verify dhs gov Employee Rights and Responsibilities Employer Responsibilities and Worker Rights View the videos at www dhs gov E Verify or www youtube com ushomelandsecurity En E Verify Resources I 9 Central www uscis gov I 9Central ot Bf ey m esonta Documents Retain amp Store 2 2 employes How to Reset Your Password lt Click your password on the E Verify login page Enter your user ID and click Submit Enter the answers to the three challenge questions you created when you logged in to E Verify for the first time If you answer the questions correctly E Verify will prompt yo
12. ided to you If you select that the employee provided B and for Section 2 of the employee s Form 1 9 documents the following screen with appear E Verify tesoro pie nnno Creating a Case Fields with red asterisks are required lt Click blue circled question marks for help Employer Case ID is optional internal tracking code Select ane nd tn die arae E Verify Creating a Case Entering Complex Surnames To avoid an unnecessary TNC due to name mismatch click the 1 next to the Last Name field to reveal the helper text Hyphens apo are permitted and name ays enter the name in the t Name field Help Complex Surnames 1 Hyphenated names and names with apostrophes are permitted Enter the entre including prefixes or name stems excluding periocs Example Correct Dela Cruz O Donoghue Lopez Garcia 2 Do retinclude suffxes This ineludes Jr Sr ll ete Example EVerify Employer Action Record Case Verification Number on Form I 9 and or print out the case details and attach to Form I 9 Ensure the information in E Verify matches the employee s Form 1 9 Case Results Closing a Case E Verify E Verify Employment Eligibility Verification
13. n 33000 120 Convact for commerriaior Per cfperbmance anenes ar das or mer ond senisesor Atlas sore of he contact Sn and Wiomeperomedntie Atleast some ofthe ted Stes woth B perforrned in the eee Su Coen may be tier mote te include tie PR E Verdy clause Sommers re enar 005 nerne ov arve pat een tha E erty of September 8 2009 the Federal Acquisition Regulations FAR final rule requires federal contractors and subcontractors to use E Verify to verify their employees eligibility to work 1 in the United States n E Enhancements lt Photo Matching Allows you to match the photo on an employee s Form 1 766 Employment Authorization Document Form 1 551 Permanent Resident Card or green card U S Passport or passport card Helps detect document fraud RIDE Records and Information from for E Verify Launched on June 13 2011 E Verify can now verify driver s license data Mississippi is the first DMV partner for this project Verif Enhancements Self Check lt FREE online service available in English and Spanish that lets job seekers make sure their records are accurate BEFORE an employer checks their employment eligibility Available nationwid
14. neral user is responsible for following all E Verify program rules and staying informed of changes to E Verify policies and procedures Permissions include Creating and managing cases Viewing reports Updating his or her user profile Verif Creating a Case lt Important Reminders E Verify is not to be used for prescreening Employee must have accepted an offer of employment and Form I 9 is complete Only use E Verify to verify new hires unless you are a federal contractor with the FAR E Verify Clause Failure to comply with the above could result in a complaint to OSC You must apply E Verify procedures to ALL new hires regardless of citizenship status or national origin in order to avoid discrimination under the anti discrimination provision of the INA p ma m E Verify Creating a Case When to Verify You must enter Form 1 9 information into E Verify for all newly hired employees no later than the third business day after the employees start date for pay E Verify Creating a Case EVerify Creating a Case Click on New Case or Verify Employee From Section One of the employee s Form 1 9 choose the correct option Creating a Case lt Indicate the documents prov
15. rm 1 9 Website w E Verify Website w ww uscis gov I 9Central E RCH Credit This is an APA and HRCI approved program for 1 one RCH lt You must attend the entire 1 hour course You will be sent a certificate with the program course code upon completion for your file folder by no later than 10 20 12 E Verify Ascentis Solutions that Work www Ascentis com info ascentis com 800 229 2713 E Verify Our next RCH webinar How to FINALLY Write Those Payroll Procedures RCH 10 APA pending Sep 25 10am PDT 1pm EDT Step Into Your Moxie Find Your Message and Speak with Power and Impact RCH 1 0 HRCI pending Sep 27 10am PDT 1pm EDT
16. u to create a new password If you re unable to reset your password contact your program administrator who can reset your password If you need additional help click Contact E Verify and contact E Verify Customer Support for assistance How to Find Your User ID Click Forgot your User ID on the E Verify login page Enter your e mail address and click Submit You must enter the same e mail address that is in your E Verify user profile Ifthe e mail address you entered matches what we have on file E Verify will e mail you with your user ID If you re unable to find out your user ID contact your program administrator who can look up your user ID If you need additional help click Contact E Verify for assistance pum poss E E Things to Remember lt E Verify cannot be used to verify existing employees unless you are a Federal Contractor with FAR E Verify Clause Form 1 9 must be completed before a case can be created in E Verify E Verify cases must be created no later than the third business day after the employees start date for pay Visit the E Verify website www dhs gov E Verify for more information Follow all rules and guidelines outlined in the E Verify Memorandum of Understanding Do not Use E Verify to pre screen employment applicants Use E Verify selectively you must use E Verify for
17. ultiple last names E Verify employers may recommend to employees to write their name on Form 1 9 as it appears on their social security card to decrease the chance of receiving a TNC due to a name mismatch Employee must provide Social Security Number when the employer uses E Verify pn E Verify Form 1 9 Section 1 Important Area Employee Attestation aware that federal law provides for imprisonment andlor fines for false statements oF use of false documents in connection with the Toes ofp da ec ote oni oft tte sts D ef be Se completion of this form A tet resent natn sein wok Aen or Adon mi edn ena Innes Section One of Form 1 9 One of employment for pay The employee MUST select one of the four categories and sign and date that only the employee can sign Employee Signature Block in Section employees must complete Section One no later than the Ist business day E Verify Form I 9 Section 2 Employer Certification of Document Review TR oF aur Tec ERR dont inn er gig employer completes this section It MUST be completed by no later than close of business 3 business days after the employee begins work for pay employer MUST examine original un
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