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E-Verify User Manual - Whitfield County, Georgia

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1. Close Company Account Process Overview CLOSE COMPANY ACCOUNT PROCESS OVERVIEW From My Company select Close Company Account My Company Edit Company Profile Add New User View Existing Users Close Company Account Type the reason for termination in the Termination Request Reason field M 775 E Verify User Manual for Employers May 2011 Page 75 of 86 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 Click Request Termination message will appear informing you that the E Verify office will be notified of your request to terminate its participation in the program REMINDER If your company has more than E Verify employer account and the entire company is requesting termination your company must close each employer account If you submitted a termination request by mistake contact E Verify Customer Support at 888 464 4218 for assistance M 775 E Verify User Manual for Employers May 2011 Page 76 of 86 8 0 RESOURCE AND CONTACT INFORMATION The E Verify public website is the primary resource for all E Verify information but do not hesitate to contact us via phone or e mail For easy access to online resources we suggest that you bookmark or save the websites as favorites so you ll have easy access
2. User Manual For Employers May 2011 U S Citizenship and Immigration Services M 775 E Verify User Manual for Employers t SE PAKT s b SE 73 f D SP DK be USA E F WE ko A ty Pu yp st Nye am 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 ass 6 1 3 E Verify Participation Enrollment vs Registration ccccceeeeeeeeeeeee eee eens 7 1 4 Overview of User GN rrrrrrrrrrrn nnne 9 1 5 User Rules and ResponsibllitieS ccc cece cece cece ee ee eee eee eeeeeeeeaeeeeeaeee eas 10 1 6 Privacy and Security StateMent cc cece cee ee eee eee cesses ee eeeeeeeeeeeeaeeegees 11 2 0 INITIAL VERIFICATION 0ccsccesesesecssecseecsecseeceeecaecseeeaeesauseeeseeeaeeness 13 2 1 Forml 9and E Verify cccccccccceceeeecscceecceecrsecceceeeetrececeeeterseeeeeeentteeeeseens 13 2 2 GO gt EE EE EE EE 14 EEE EE NE EE ee eee 14 CHECK Mroma EE EE EE eine 17 Error Unexpired Document Required rrranunnnnnnnnnennnnnnnnnnnnnnnnnnnensnnnnnsnnr 18 E Vernty Photo Matching Vaage e Ree 19 2 3 MAREN S ast iaencatn cater dan aiani Eon a i EEEn EAE AR TEE iaa EAEE 21 2 4 E
3. A citizen of the United States Hire Date Employer Case ID March 06 2011 Submitted By Submitted On SAMPLEO1 March 07 2011 gt Confirm that the information matches Form 1 9 or make changes if needed and click Continue Some fields cannot be updated If the information entered is not correct and the information cannot be updated you must close the case by clicking Close Case Select the case closure statement The case is invalid because data entered is incorrect ERROR UNEXPIRED DOCUMENT REQUIRED If an expired U S Passport Passport Card or driver s license was entered E Verify will display Error Unexpired Document Required This means that E Verify has NOT created a case for this employee You must obtain an unexpired document for Form 9 and re enter the case As of April 3 2009 all documents presented by an employee for Form I 9 must be unexpired see exception below If the document entered for an employee was expired when the employee was hired you will need to obtain an unexpired document for Form 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 document does not mean that the employee is not authorized to work E Verify will verify the employment eligibility of this employee once you obtain an unexpired document and re enter the case M 775 E Verify User Manual for Employers May 2011 Page
4. Add New User View Existing Users Close Company Account 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 M 775 E Verify User Manual for Employers May 2011 Page 66 of 86 Enter User Search Criteria User Role All Roles Program Administrators General Users User Status All Locked Password Change Required User Last Name First Mame Phone Number E mail Address Display User Summary List Click Display User Summary List A list of user accounts displays You can view or modify a user account by selecting the user ID User Summary List Previous Mad Last First Last Login Logged User Role Mame Hame Date Status Locked On Sample DASAMPGU Designated General sample Every 23182010 Agent ess Sample 160666 Designated Agent Gumeni N General et beg User Shoi Screen 10 44 AM Current t Previous Med 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 Follow the steps in View Existing Users Process Overview to find the user who needs his or her password changed gt Select the appropriate user by selecting his or her user ID M 775 E Verify User Manual for Employers May 2011 Page 67 of 86 View I Modify User Information User ID
5. Is the employee currently employed with this company it is important to consider the following If you have an employee who didn t contest a tentative nonconfirmation TNC or who received a final nonconfirmation or DHS No Show decide whether you will allow the employee to continue working If you decide to e Continue the employee s employment then select Yes e Terminate the employee s employment do so then select No If you have an employee who has accepted a job offer but hasn t yet started work decide whether you will allow the employee to start working If you decide to eee eee ewe ew ew ewe 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 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 ewe ew ew ew ew ew ew ewe 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 ewe ew ew ew ew a M 775 E Verify User Manual for Employers May 2011 Page 50 of 86 lt lt r 1 n 5 0 e Allow the employee to start work as planned then select Yes e Terminate the employee s employment offer do so then select No CASE CLOSURE STATEMENTS gt The employee continues to work for the employer after receiving an Employment Authorized result E Ver
6. W DHS Tentative Nonconfirmation TNC Print Review amp Sign ey Confirm Employee Rafer Employee Print Review 4 Sign TNC Notice Decision Referral Lotter Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest the DHS TNC If the employee P Chose to CONTEST the DHS TNC click Continue M 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 7 To retum to this case at later time click Save Case and Exit 7 gt f the employee chooses to contest the DHS TNC click Continue f the employee chooses 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 the DHS TNC e Print review sign and date TNC notice e Instruct employee to sign and date TNC notice e Keep original signed TNC notice on file with Form I 9 e Provide copy of signed TNC notice to employee e Take next action based on employee decision to contest or not contest DHS TNC EMPLOYEE ACTION e Confirm that the information on the TNC notice is correct e Decide to contest or not contest and indicate choice on signed TNC notice e Acknowledge DHS TNC case result by signing and dating TNC notice e Take next action based
7. 74 of 86 Company Information Company Name ARC Comge Vien Edit Company IG Humber Doing Business Ag DBA H r DUNS Humber Physical Location Mailing Address Address 1 Vain Street Address 1 Address 2 Address 2 Em Hev York Cie State iv State Zip Code 10001 Zip Code County Additional Information Employer identification Number Total Humber of Employees Organization Designation Employer Category NARS Code G22 JUSTICE PUBLIG ORDER AND SAFETY ACTIVITIES Views I Edit Total Hiring Sites 4 View I Edit Total Points of Contact Vite Edit Click Add to add participating hiring sites for a new state Select the state from the drop down list Enter the number of hiring sites then click Update To edit the number of participating hiring sites in a state where the company currently has hiring sites click Edit next to the state whose number of hiring sites you wish to edit Change the number of hiring sites and then click Update 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 Click Next to submit modifications and return to the Company Information page 7 4 CLOSE COMPANY ACCOUNT To request termination of company participation in E Verify perform the steps outlined in
8. Continue required Heide betel Last Ham amp First Hane Marilets Hane Pune of Birth Social Security Humber Lin eke rine HE Pee LY Citizenship Saus sikra itho ted tata LM UPS o LEN Sel Document Mumber W Document Type c Exper tion Date nh Day ra Employer Case ID E Hine bate Month sa Leary M 775 E Verify User Manual for Employers May 2011 Bar Page 17 of 86 If an E Verify case is not created by the third business day after the employee begins work for pay the user must indicate the reason for Verify Employee the delay Select from one of the T Enter Form l 9 Information Verification Results Close Case following reasons e Awa ti S enter the reason why this case has not been submitted wit hin 3 busin d z e Technical Problems e Audit Revealed that New Hire Was Not Run e Other The user may also enter a specific reason in the field provided Click Continue Each screen provides additional information simply by clicking any help text symbol i REMINDER Complete Form l 9 before creating a case in E Verify Create cases for all newly hired employees no later than the third business day after the employee starts work for pay mit i tl k A Fe lt bt lt ml mit bm A mit mm St sat it mit it Fh Sh mit bm Se it bm it bt it bm mlt bm tt i it bt tt mit bl lt bt lt bl it bm it tb lt it bt it bt Ae it tt it bt it St Fa it
9. Employment Authorized is the most common and simple case result in E Verify Employment Authorized means that the information entered into E Verify matched Social Security Administration SSA and or U S Department of Homeland Security DHS records and that E Verify verified the employment eligibility for the employee entered It s that easy However a case that is Employment Authorized is incomplete until it is closed To close a case see Section 4 2 Close Case Employment Authorized is considered both an initial case result and a final case result This means that the only additional step required is to close the case in E Verify Follow the steps outlined in the Employment Authorized Process Overview M 775 E Verify User Manual for Employers May 2011 Page 23 of 86 EMPLOYMENT AUTHORIZED PROCESS OVERVIEW Receive case result Employment Authorized gt Enter Form I 9 ee Verification Results V gt Close Case A E M 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 or U S Passport Card Hire Date Employer Cas
10. Manual for Employers May 2011 Page 64 of 86 7 0 MY COMPANY PROGRAM ADMINISTRATORS Program administrators also manage the site administration of their company A program administrator uses the My Company menu to Add general users Add other program administrators Change or update company profile information Terminate his or her company s access to E Verify 7 1 ADD NEW USER Only program administrators can add E Verify users To add an additional user the program administrator must provide the user s name phone number fax number optional and e mail address If a user leaves the company or no longer needs access to E Verify a program administrator must delete the user s account To delete a user s account see Delete User Account Process Overview in Section 7 2 If you are a program administrator and you need to add a new E Verify user follow the Add New User Process Overview ADD NEW USER PROCESS OVERVIEW gt From My Company select Add New User My Company Edit Company Profile Add New User View Existing Users Close Company Account Choose general user or program administrator and provide the person s name phone number fax number optional and e mail address and click Next Add User Personal Information User Role Last Name First Name M I Phone Number Fax Number E mail Address Accept the system generated user ID or create a
11. Name Phone Number Fax Number E mail Address Las E Verify dhs gov E Verify dhs gov Previous Next cance Save amp Continue gt Click Save and Continue when finished updating the point s of contact This brings the program administrator back to the Company Information page M 775 E Verify User Manual for Employers May 2011 Page 72 of 86 UPDATING NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM NAICS INFORMATION The North American Industry Classification System 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 ARE Company I View I Edit Company lD Humber DUNS Humber Physical Location Mailing Address Address 1 Varm Steel Address 4 Address 2 Address 2 City jew York cit State Y State Zp Code TOG Zip Code County NEW YORK Additional Information Employer identification Humber Total Humber of Employees
12. Nonconfirmation TNC Frnt Rewew Sign Contin Employed Decision Relaral Leter Refer Employee You indicated thal ihe employee chose fo contest the SSA TNC The next slep 5 to refer the employee 10 SSA fer the employee fo SSA click Refer Case peter Case if starts the 6 federal govemment workdays hal the employee has 10 viisil SSA f you created this case in error or no longer need to continue this verification click Close Case To fretum to this case al a later time click Save Case and Exit 7 M 775 E Verify User Manual for Employers May 2011 Page 32 of 86 Complete the following steps 1 Select the SSA referral letter in either English or Spanish and confirm that the name and Social Security number listed on the top of the letter are correct Print the SSA referral letter If the employee cannot read you must read the SSA referral letter to the employee If the employee does not fully understand English and understands Spanish Chinese Haitian Creole Japanese Korean Russian Tagalog or Vietnamese you must provide the employee with the SSA referral letter in one of these languages found in View Essential Resources IMPORTANT Once the SSA referral letter is signed you may provide it to the employee in person by fax e mail overnight or next day delivery service as long as you take proper precautions to ensure the employee s information is protected The SSA referral letter is time sensitive theref
13. 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 attention Click a case number to return to a case Page 1 of 1 Results Per Page 40 First Status Name Case Number F S54 Case In Continuance Test 2010074154806AH Joe 0312 2010 F SSA Case In Continuance Test Jen 2010074154745AG trette 03 12 2010 S Review and Update Employee Data Washingt George 2010074150806ZP itia 0313 2010 EN Review and Update Employee Data Washingt George 20100741507 102M ela 0SN32010 WORK AUTHORI ZATION DOCUMENTS EXPIRING The Work Authorization Docs Expiring case alert is just a notification that an employee s Employment Authorization Document Form 1 766 or an Arrival Departure Record Form l 94 document is expiring This alert is intended to remind you to re verify the employee by completing Section 3 of Form 1 9 The employee cannot be re verified in E Verify M 775 E Verify User Manual for Employers May 2011 Page 54 of 86 This is simply a reminder no action is required or permitted in E Verify You may dismiss each alert by clicking Dismiss Alert This alert will only appear if the document the employee presented for the original E Verify case was either an Employment Authorization Document Form 766 or an Arrival Departure Record Form 1 94 Also the ale
14. Parent Organization Administrator Organization Designation Employer Category MAGS Gode g r JUSTICE PUBLIC ORDER AND SAFETY AGTNINES View i Edit Total Hiring Sites View I Edli Total Points of Contact 1 View Edit The NAICS Code page displays the NAICS code entered when your company enrolled in E Verify To modify the NAICS Code field gt Enter the new three digit NAICS code If the new number is not known a program administrator can search available codes To determine the company s NAICS code M 775 E Verify User Manual for Employers May 2011 Page 73 of 86 Click Generate NAICS Code 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 Select the appropriate category for the company from each list that appears Click Accept NAICS Code and Continue Once you have accepted the final subsector the Company Information page appears ah If 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 if 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 th
15. acceptable documents to present for Form 9 you may NOT require workers to present documents that activate photo matching Copies must be made of all U S Passports Passport Cards Permanent Resident Cards Form 1 551 and Employment Authorization Documents Form 1 766 presented by employees and must be retained with Form l 9 The photo will display automatically in E Verify during the verification process Only compare the employee s Form l 9 photo document to the photo displayed in E Verify 2 3 INITIAL CASE RESULTS The information entered into E Verify is checked against Social Security Administration SSA and U S Department of Homeland Security DHS records Once a case Is created a result is displayed Initial case results are displayed in the Initial Case Results Overview If you make a mistake after creating a case you must close the case For more information see Section 4 2 M 775 E Verify User Manual for Employers May 2011 Page 22 of 86 INITIAL CASE RESULTS OVERVIEW The employee s information matched SSA and or employ mentncnenzed DHS records It s that easy Information does not initially match SSA or DHS SSA or DHS Tentative records Additional action required Nonconfirmation TNC For more information see Section 3 0 Interim Case Results DHS Verification In Process This case is referred to DHS for further verification 2 4 EMPLOYMENT AUTHORIZED An initial case result of
16. and correct Z V V V V C V CV CV V VC V 500550055500000kiieieirisisisiiiioikoka kokk kb bb ie 3 3 DHS TENTATIVE NONCONFIRMATI ON TNC A DHS Tentative Nonconfirmation TNC results when the information submitted to E Verify does not initially match U S Department of Homeland Security 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 Alien number and or 1 94 number are incorrect in DHS records e U S Passport Passport Card driver s license or state ID card information could not be verified e Information was not updated in the employee s DHS records e Citizenship or immigration status changed e Record contains another type of error e Information was not entered correctly by the employer The employee is notified of this result by following the steps in Notify Employee of DHS TNC Process Overview NOTIFY EMPLOYEE OF DHS TNC You must promptly notify the employee of the DHS Tentative Nonconfirmation TNC case result When notified of the DHS TNC the employee chooses to contest or not contest the DHS TNC case result and indicates his or her decision on the Notice to Employee of Tentative Nonconfirmation also called a TNC notice When an employee chooses to contest a DHS TNC the employee is responsible for contacting the U S Department
17. click Continue kid Click to Enlarge O Yes ONo Yes the photo on the employee s actual document or a copy matches the photo displayed by E Verify Clothing hair style facing direction and appearance on the card should be identical to the photo displayed by E Verify No the photo on the employee s actual document or a copy does not match the photo displayed in E Verify NOTE If No Photo on this Document appears select Yes M 775 E Verify User Manual for Employers May 2011 Page 21 of 86 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 r NOTE If No Photo on this Document appears below select yes and click Continue o No Phote6n this Document Click to Enlarge O Yes ONo WR gt Click Continue IMPORTANT Compare the photo displayed in E Verify with the employee s Form l 9 photo document not to the employee After a selection is made one of the following case results will appear EMPLOYMENT AUTHORIZED Section 2 4 DHS TENTATIVE NONCONFIRMATI ON 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
18. employer resolution code initiated By Al v Reporting Date From mm d ONYYY Reporting Date To mm d Ayyy gt Use drop down box to select the E Verify user for whom you want a report Enter dates Click Run Report gt Use report as needed NOTE This report is available as a Microsoft Excel document only It is not available as a Portable Document Format PDF file 5 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 logged in to E Verify The report is available to corporate administrators program administrators and general users but a general user cannot view user information for other users To create a User Report see the User Report Report Overview USER REPORT REPORT OVERVIEW Click User Report Select a report Corporate Overview of Pilot Usage User Audit Report Report User Report This report displays a detailed list of your company s users that access Web DABP gt Click Next M 775 E Verify User Manual for Employers May 2011 Page 58 of 86 Enter Report Parameters Report User Report Description This report displays a detailed list of your company s users that access Web DABP Report Format amp PDF C Excel User Role r Determine and select which report format Portable Document Format PDF or Micros
19. employers follow the steps outlined in the Close Case Process Overview CLOSE CASE PROCESS OVERVIEW Click Close Case gt Enter Form l 9 VER gt gt 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 Last Name First Name Middle Initial Date of Birth Pl Maiden Name Social Security Number r Citizenship Status A noncitizen national of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or U S Passport Card Hire Date 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 case closure statement options will appear on the next screen Employee liame Case Varifizabon Humber Verify Employee amp View Print Case Details TSN SEE o gt Is currently employed with this company Select yes or no and click Continue C Yes C No Next select the most appropriate statement and click Continue M 775 E Verify User Manual for Employers May 2011 Page 49 of 86 Te mare lt E p gt Ente
20. mail delivery service that can provide a confirmed delivery date Review the TNC notice privately with the employee instructions are found on Page 1 M 775 E Verify User Manual for Employers May 2011 Page 29 of 86 of the TNC notice 3 Instruct the employee to indicate on the TNC notice whether he or she will contest the SSA TNC 4 Ensure that you and the employee sign and date the TNC notice after the employee has indicated his or her choice Indicate that the employee has been notified by selecting the check box Confirm Employee Notification Se w Employment Eligibility y SSA Tentative Nonconfirmation TNC Print Review amp Sign Contin Employee Refer Employed Print Review amp Sion THC Notice Decision F F Reterral Leter Print Review amp Sign TNC Notice Review the 554 THC wilh the employee Follow the steps listed below 1 Print the SSA Tentative Nonconfirmation Notice Notification to Employee of Choose which language to print SSA Tentative Nonconfirmation English Review the S5A TNC privately with ihe employee 3 Have the employee indicate whelher he or she will contest the 334 TNC on the 55A Tentative Honcontirmation Notice Ensure that you and the employee sign and date the SSA Tentative Nonconfirmation Notice Indicate thal the employee has been noted by selecting ihe check box below EG You must confirm that you have notified the employee of the TNC to continue Confi
21. of Homeland Security DHS within eight federal government workdays M 775 E Verify User Manual for Employers May 2011 Page 36 of 86 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 II Section C Responsibilities of the Employer 6 in the memorandum of understanding MOU If the employee chooses not to contest the DHS TNC you may close the case and 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 NOTIFY EMPLOYEE OF DHS TNC PROCESS OVERVIEW Receive DHS TNC case result and click Continue to proceed with the notification process Enter Forms oromo RE mas Employment Eligibility W DHS Tentative Nonconfirmation TNC ployee s information did not match U S Department of Homeland Security DHS records e h P ml ig pa ills m I Mean Mhal Ne eEMmPpoyee 5 nol aulh rtred 10 work in ihe Unneg Stal NC process click Continue ger need to continue this verification click Close Case 7 er lime click Save Case and Exit 7 Complete the steps listed below 1 Select the TNC notice in either English or Spanish Confirm that the name and Social Security number listed on the top of the notice are correct Print the TNC not
22. on decision to contest or not to contest be O a a a a O REFER EMPLOYEE TO DHS After being notified of the DHS Tentative Nonconfirmation TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the Notice to Employee of Tentative Nonconfirmation also called a TNC notice An employee who chooses to contest a DHS TNC must be referred to the U S Department of Homeland Security DHS E Verify generates a Referral to the U S Department of Homeland Security also called a DHS referral letter that you must provide to the employee First confirm the information on the DHS referral letter is correct then print sign and date the DHS referral letter and provide it to the employee The DHS referral letter provides M 775 E Verify User Manual for Employers May 2011 Page 39 of 86 instructions to you and the employee regarding the next steps These steps are outlined in the Refer Employee to DHS Process Overview An Employee who chooses to contest a DHS TNC has eight federal government workdays to contact DHS to begin resolving the TNC Federal government workdays are Monday through Friday except for federal holidays The eight federal government workdays begin when the case is referred to DHS in E Verify The date by which the employee must contact DHS is printed in the DHS referral letter Because the eight federal government workdays begin on the date the case is refer
23. 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 M 775 E Verify User Manual for Employers May 2011 Page 12 of 86 PRIVACY GUIDELINES OVERVIEW gt Allow ONLY authorized employees to use E Verify Ensure that only the appropriate employees handle information and create cases SECURE access to E Verify Protect the password you use to access E Verify and ensure that unauthorized users do not gain access to E Verify PROTECT and STORE individuals information properly Ensure that employees information is stored in a safe and secure location and that only authorized individuals have access to this information gt Discuss E Verify results in PRIVATE Ensure that all case results including tentative nonconfirmation TNC and final nonconfirmation results are discussed in private with the employee REMINDER sp Sema fem Has Somes Jems J Ji JE Somes fs Semen Secs Fem Samy Semen Pome pe Fame JEG Jin Semen FE some ks Fe Jems JE Samy Somes Semen JE ams Somes Jie Samy JE Jes Hs Fj Jems Fem Samy Soma hs HE Ji Vi Jie Samay Somes F Jes ames fess Fem Ja Somes Jes Jes Fj Somes Jin Semen Somes JE tems Ji JE JE Ji Some Sema fiks JE Jems JE JEG Some Somes HE NE Some
24. refer to the Handbook for Employers Instructions for Completing Form 1 9 M 274 REMINDER All newly hired employees need a Social Security number see exception above Do NOT specify or request which document a newly hired employee must use for Form l 9 A List B document MUST contain a photo see exception above If the employee presents a U S Passport Passport Card a Permanent Resident Card Form 1 551 or an Employment Authorization Document Form 1 766 you must obtain a copy of it and retain it with Form l 9 2 2 CREATE A CASE The next step is to create a case in E Verify An E Verify case must be created no later than the third business day after the employee starts work for pay If the employer learns that he or she has inadvertently failed to create a case by the third business day after the employee starts work for pay the employer should bring itself into compliance immediately by creating a case for the employee Do not create a case for an employee hired before the effective date of your memorandum of understanding MOU In some cases E Verify prompts you to check the information provided or recreate the case before it can provide a case result This section reviews each of these scenarios in detail HIRE DATE The hire date is the date the employee began or will begin work for pay Enter the Section 2 Certification date from the employee s Form 1 9 circled below as the hire date in E Ver
25. verification case Initial case results include Employment Authorized Tentative Nonconfirmation TNC and DHS Verification in Process Interim Case Status Certain initial E Verify results that require additional action before E Verify can provide a final case result Interim case results include SSA or DHS Tentative Nonconfirmation Review and Update Employee Data DHS Verification in Process SSA or DHS Case in Continuance J K M 775 E Verify User Manual for Employers May 2011 Page 83 of 86 L Lawful Permanent Resident A noncitizen who has been lawfully granted the privilege of residing and working permanently in the United States M Memorandum of Understanding MOU A legal document describing a bilateral or multilateral agreement between among parties It constitutes a legally binding contract when properly executed i e signed by all the parties Employers who participate in E Verify must sign the E Verify MOU between the employer the U S Department of Homeland Security DHS and the Social Security Administration SSA Noncitizen National of the United States Persons born in American Samoa 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 tha
26. verify the information on the letter then print sign and provide the letter to the employee The SSA referral letter provides instructions to you and the employee regarding the next steps These steps are outlined in the Refer Employee to SSA Process Overview An employee who chooses to contest the SSA TNC has eight federal government workdays to visit an SSA field office to begin resolving the TNC The employee must provide this letter to SSA when he or she visits an SSA field office Federal government workdays are Monday through Friday except for federal holidays The eight federal government workdays begin when the case Is referred to SSA in E Verify The date by which the employee must visit SSA is printed on the SSA referral letter Because the eight federal government workdays begin on the date the case is referred it is important to provide the SSA referral letter to the worker promptly You may not terminate suspend delay training withhold pay lower pay or take any other adverse action against an employee based on the employee s decision to contest an SSA TNC or while his or her case is still pending with SSA To refer an employee to visit an SSA field office follow the steps outlined in the Refer Employee to SSA Process Overview REFER EMPLOYEE TO SSA PROCESS OVERVIEW Click Refer Case Enter Form l 9 information Verification Results Close Case Employment Eligibility W ssa Tentative
27. 19 of 86 EXCEPTION In very limited situations you may accept an expired document with Form 1 9 only if the U S Department of Homeland Security DHS has automatically extended the expiration date of the document via publication in the Federal Register When such a document is presented for Form 1 9 the expiration date is the extended date that appears in the DHS guidance or Federal Register Notice In all other instances the document presented with Form 1 9 must be unexpired at the time the employee is hired For information on this exception visit www uscis gov tps ERROR UNEXPIRED DOCUMENT REQUIRED OVERVIEW gt E Verify prompts an Error Unexpired Document Required case result BE Error Unexpired Document Required The information you entered indicates that the employee s U S Passport or Passport Card was expired when the employee was hired You must obtain an unexpired document for Form 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 kkkk k Citizenship Status A citizen of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or EE January 20 2009 U S Passport Card Hire Date Employer Case ID June 30 2010 Submitted By Submitted On se July 01 2010 gt Obtain a
28. DASAMPGU User Role General User Last Name sample First Name E Verify MI Phone Number 1888 464 Fax Number i E mail Address E Verfymdhs gov Force Change Password O Reset User Password New Password Re type New Password Submit User Modifications Delete User Assign a temporary password by completing both fields under Reset User Password Click Submit User Modifications DELETE USER ACCOUNT A program administrator may delete a user account by following the steps in Delete Users Process Overview DELETE USERS PROCESS OVERVIEW First follow the steps in View Existing Users Process Overview above to find the user who needs to be deleted Click Delete in the row of the user s account you wish to delete on the User Summary List page OR Click Delete User on the View Modify User Information page User Deletion Information User ID User Role Last Name First Name Mil Phone Number Fax Number E mail Address User Status In both instances the User Deletion Information page will open displaying the information for the user whom you want to delete Click Delete User to delete the user s account After you click Delete User changes will be permanent M 775 E Verify User Manual for Employers May 2011 Page 68 of 86 7 3 EDIT COMPANY PROFILE To update company information in E Verify complete t
29. E RESOLUTION To complete the E Verify process every case must receive a final case result and then be closed Closing a case Is easy E Verify guides you through the process after you receive a final case result 4 1 FINAL CASE RESULTS Final case results are displayed in the Final Case Results Overview FINAL CASE RESULTS OVERVIEW The employee s information matched Social Security Administration SSA and or the U S Department of Homeland Security DHS records It s that easy See section 2 4 Employment Authorized E Verify cannot verify an employee s employment SSA or DHS Final Nonconfirmation eligibility after the employee has visited SSA or contacted DHS The employee did not contact DHS within the required eight federal government workdays This case cannot continue because the expiration date entered for the employee s U S Passport Passport Card or driver s license is incorrect This case must be resubmitted in E Verify Error Close Case and Resubmit SSA FINAL NONCONFIRMATION AND DHS FINAL NONCONFIRMATION An SSA or DHS Final Nonconfirmation case result is received when E Verify cannot verify an employee s employment eligibility after an employee has visited a Social Security Administration SSA field office or contacted the U S Department of Homeland Security DHS during the tentative nonconfirmation TNC referral process Once an SSA or DHS Final Nonconfirmation has been p
30. Fem Samy Somes kje Hs i Somes Hem ks Geach dome ks ks Gomes ha hs Gomes tome Hames ace Gomes Ma hets Somes Fem Gems ames ho Fees ba ems gh M 775 E Verify User Manual for Employers May 2011 Page 13 of 86 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 Social Security Administration SSA and U S Department of Homeland Security DHS records Information from Form l 9 is entered into E Verify and a case result is provided Case results ultimately determine an employee s work eligibility E Verify will determine a case result based on information in SSA 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 no later than the third business day after the employee starts work for pay and keep a record of the form on file This requirement does not change for employers enrolled in E Verify Employers enrolled in E Verify have chosen to take the additional step of verifying that the employee s Form 1 9 information matches governme
31. SA to resolve the TNC M 775 E Verify User Manual for Employers May 2011 Page 86 of 86 T Tentative Nonconfirmation TNC The employee information was compared to government records and could not be verified This does not mean that the employee is not authorized to work or that the information provided was incorrect The employee must contact or visit either the Social Security Administration SSA or the U S Department of Homeland Security DHS to resolve the discrepancy and continue employment U USCIS Number A nine digit number listed on the front of Permanent Resident Cards Form 551 issued after May 10 2010 that is the same as the Alien number The A number can also be found on the back of these Permanent Resident Cards Form 1 551 User ID The user ID is an assigned ID with letters and numbers that identifies the user of a computer system or network All users who create cases in E Verify must have their own user IDs The user ID must be eight characters and may be letters numbers or a combination of both A user ID is not case sensitive V W X Y Z M 775 E Verify User Manual for Employers May 2011
32. 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 identity and employment eligibility of each newly hired employee and or employee assigned to a covered federal contract At this time an employer can verify the employment eligibility of only one person at a time within E Verify All new temporary seasonal and 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 E Verify is currently available in all 50 states the District of Columbia Puerto Rico Guam and the U S Virgin Islands NOTE E Verify Self Check referred to as Self Check is a free fast secure and voluntary online service that allows individuals to perform employment eligibility checks on themselves Employers may not ask current or prospective employees to use Self Check to prove employment eligibility The service is designed to provide visibility into government records and if necessary guidance on how to correct those records Self Check is separate from the E Verify user interface For more M 775 E Verify User Manual for Employers May 2011 Page 5 of 86 information and specific rules visit www uscis gov E Verifyselfcheck Self Check does not satisfy or superse
33. a discriminatory manner e g based on an individual s race national origin or ethnicity REQUEST NAME REVIEW PROCESS OVERVIEW Compare the name displayed in the yellow box with the name you entered which is shown in the white box If the names match click Close Case gt If the names do not match you must request DHS review the case by clicking Request Name Review Enter Form l 9 OR D Verification Results x Close Case Employment Eligibility Employment Authorized is authorized to work in the United States To complete the verification process click Close Case If the name displayed above is different from the name you entered that is displayed below click Request Name Review to request DHS review the case Cuastname gt Firat Name Middle Initial AEE HEHE HAE a Maiden Name Date of Birth Social Security Number RequestNameReview PEER HEHE HH HEHHE Citizenship Status Alien Number A lawful permanent resident vn Document Type Document Expiration Date Arrival Departure Record Form 94 Hire Date Employer Case ID March 13 2010 Submitted By Submitted On 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 May 2011 Page 25 of 86 Enter Form l 3 nomo NE Close Case Request Name Review Comments A case sent to DHS for name review is updated with o
34. an be accessed by clicking on the alert Cases can also be accessed through View Cases and Search Cases from the left navigation menu Review the Case Alerts Overview M 775 E Verify User Manual for Employers May 2011 Page 52 of 86 CASE ALERTS OVERVIEW 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 2009 0220 2008 The effective date of the final rule requiring certain next F NJ y Federal Co read more ENS For help with E Verify call 888 464 4218 or e mail us at E Verify dhs gov You Have No Case Alerts at this Time Work ek ee 5 eee ee F Authorization hs o be Close ew Updates EW Docs Expiring E Verify user home page display with case alerts gt Click on the alert requiring your attention to access your case alert s Welcome to E Verify E Verify News View All gt Updated Form 1 9 Handbook M 274 Now We ve published a new version ofthe Handbook for d ever Employers read more gt E Verify Maintenance Scheduled for Two Upcoming Saturdays z The Social Security Administration will perform routine Verify Employee v system ma read more gt For help with E Verify call 888 464 4218 or e mail us at E Verify dhs gov Case Alerts You Must Take Action Work 1 Available Open Cases 1 7 Cases with A Authorizati
35. are any user ID and or password Upon enrollment employers are required to clearly display both the English and Spanish Notice of E Verify Participation and Right to Work posters both are displayed below These should be displayed in the most appropriate location for viewing by potential and current employees Both notices are found in E Verify after you log in under View Essential Resources Section 1 2 In addition E Verify recommends providing a copy of these posters with job application materials either online or in hard copy E VERIFY PARTICIPATION ENROLLMENT NOTIFICATION English amp Spanish Notice of E Verify Participation Right to Work Poster IF YOU HAVE THE RIGHT TO WORK Don t let anyone take it away AT F aa REE EE qa ares a ai in e mza a ae ee o Issued by Department of Justice the Office of Provided by DHS Special Counsel for Immigration Related Unfair Employment Practices 1 6 PRIVACY AND SECURITY STATEMENT The use of E Verify requires the collection of personally identifiable information It is essential to protect the privacy of individuals who submit information to be processed through E Verify It is your responsibility to ensure that all personal information collected is safeguarded and used only for the purposes outlined in the E Verify Memorandum of Understanding for Employers MOU between E Verify and the employer user Failure to properly
36. as soon as the Social Security number is available M 775 E Verify User Manual for Employers May 2011 Page 14 of 86 If the case was not created by the third day after the employee started work for pay you must indicate the reason for this delay in E Verify You may choose a reason from the drop down list or state a specific reason in the field provided Employers must complete Section 2 of Form l 9 in its entirety To complete Section 2 employers must examine documents that establish the identity and employment eligibility of the hired employee The employer may not specify which documents from the list of acceptable documents on Form Il 9 an employee may choose to present Some documentation establishes both identity and employment eligibility List A Other documentation establishes identity only List B or employment eligibility only List C An employer may accept one document from List A or a combination of one document from List B and one document from List C Any List B document presented to an employer participating in E Verify MUST contain a photo However if an employee objects to photo document requirements for religious reasons call E Verify at 888 464 4218 If the employee presents a U S Passport Passport Card a Permanent Resident Card Form 1 551 or an Employment Authorization Document Form 766 you must obtain a copy of it and retain it with Form 1 9 For more information on Form l 9 retention guidelines
37. ase ul F r p Employment Eligibility W Employee Referred to DHS Print Review amp Sign 4 gt Conim Employee 4 Refer Employee le Print Review Sign THE Notice O a Dedsion F i Referral Letter re nn me r Print Review amp Sign Referral Letter This employee was referred to DHS on March 15 2010 The employee must contact DHS within amp federal goverment workdays To complete the referral process follow the steps below 1 Print the DHS Referral Letter DHS Referral Letter Choose which language to print 2 Review the DHS Referral Letter privately with the employee Ensure that you and the employee sign and date the DHS Referral Letter Give th 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 M you created ihis case in emor of no longer need to continue this verification click Close Case To return io this tase at later ime click Save Case and Exit 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 to begin resolving the TNC Check E Verify for case updates M 775 E Verify User Manual for Employers May 2011 Page 43 of 86 b Enter Form l 3 Information gt Verification Results Close Case Employment Eligibility W Employee Referred to DHS Print Re
38. ation 5 Verification Results Close Case Fa a i Employment Eligibility W 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 SSA or DHS has updated E Verify one of 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 DATA 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 and follow steps based on case result provided EMPLOYEE ACTION be akkkkkkkkkkkkkkokkkkkekkkkekklkkklkkkkkekkokkekekokklkekekkkkkkkekelkkolelkekokelkolekkekokekeklkkekokekkolelekekolkokollkelleke M 775 E Verify User Manual for Employers May 2011 Page 45 of 86 4 0 FINAL CAS
39. change the hire date once you ve created the case You must however make a correction to the Section 2 Certification date on the employee s Form 1 9 if the employee s hire date changes Consult the Handbook for Employers Instructions for Completing Form 1 9 M 274 for more information Employees hired on or before November 6 1986 are not subject to Form l 9 or verification through E Verify To create a case take the information that the employee completed on his or her 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 PROCESS OVERVIEW From the E Verify Welcome page _ find My Cases and click New Case Employment Eligibi 1 Home My Cases New Case View Cases M 775 E Verify User Manual for Employers May 2011 From Section 1 of the employee s Form l 9 choose the correct option e Acitizen of the United States A noncitizen national of the United States A lawful permanent resident An alien authorized to work Click Continue You are then prompted to indicate the documents provided to you for Section 2 of the employee s Form 9 Make the appropriate selection and click Continue If you select List B and C documents E Verify prompts you to select the documents pr
40. de the requirements of federal contractors subject to the Federal Acquisition Regulation FAR E Verify clause or any other employers to use E Verify 1 2 BASIC WEBSITE NAVIGATION All E Verify users need to be familiar with the website navigation links The figure below provides a screen shot of the employer user Web page The navigation links within each area vary depending upon the user EER SN MEG 7 EES oS gt ol ty ll ll LS Welcome User ID Last Login Employment Eligibility Verification E Verify Demonstrat SAMPLE01 01 28 PM 03 02 2011 Log Out Click any for hel Welcome to E Verify E Verify News View Al Rew Case sun Federal contractor rule delayed until May 21 2009 02 20 200 View Cases The effective date of the final rule requiring certain My Profile Edit Profile Change Password Verify Employee y fl Change Security Questions ut z j Co read more gt Search Cases P ver PN Need Help Edit Company Profile oh i Click any icon for more information or contact Add New User us at 888 464 4218 or E Verify dhs_gov view Existing Users Close Company Account Case Alerts You Must Take Action View Reports FER View Essential Resources Open Cases 6 Cases with n r Authorization 2 Take Tutorial to be Closed Ey New Updates Docs Expiring G View User Manual Contact Us U S Department of Homeland Security www dhs gov U S Citizenship and Immigration Services www Acc
41. dentity and employment eligibility M 775 E Verify User Manual for Employers May 2011 Page 81 of 86 Employment Authorized This is a case result received in E Verify when the information entered for an employee matches Social Security Administration SSA or U S Department of Homeland Security DHS records This result indicates employment eligibility has been verified Employment Authorization Document Form 1 766 A document issued to noncitizens who are authorized to work in the United States The most recent version of the Employment Authorization Document Form 1 766 has been issued since January 1997 Form l 9 Employment Eligibility Verification The form employers are required to complete with an employee when they hire an employee to perform labor or services in return for wages or other remuneration This requirement applies to all employees hired after November 6 1986 E Verify Employer Agent An individual or company that performs E Verify cases on behalf of employers formerly referred to as a designated agent E Verify E Verify is an Internet based program in which the employment eligibility of newly hired employees and existing employees assigned to a covered federal contract will be verified after Form l 9 has been completed This involves separate verification checks if necessary of records maintained by the Social Security Administration SSA and the U S Department of Homeland Security DHS E Verify Par
42. e 7 0 or Mozilla Firefox 1 0 or higher M 775 E Verify User Manual for Employers May 2011 Page 8 of 86 Employers must read and accept the electronic E Verify Memorandum of Understanding for Employers MOU which details the responsibilities of the Social Security Administration SSA the U S Department of Homeland Security DHS and the employer The MOU is signed electronically by the employer during enrollment However all E Verify users must agree to and follow the guidelines and user responsibilities outlined in the MOU and this manual It is your company s responsibility to ensure that your users are prepared and capable of using E Verify properly Misuse of E Verify may lead to legal liability for both the company and the user To enroll in E Verify employers visit the enrollment website This website guides companies through the enrollment process Additional information regarding enrollment is found at www dhs gov E Verify Participating companies use E Verify through an access method determined during the enrollment process An access method is a type of E Verify account that offers different features for specific types of organizations The four access methods include employer E Verify employer agent corporate administrator and Web services The access methods are explained in the Access Method Overview ACCESS METHOD OVERVIEW access METHOD GTN Te Employer Access My company plans to use E Verif
43. e ID March 12 2010 Submitted By Submitted On JGO06407 March 15 2010 gt Check the information in E Verify against the employee s Form 1 9 Close Case A case result of Employment Authorized requires the important step of closing the case You must close each case this does not happen automatically Closing the case removes it from the active cases or the Open Cases to be Closed list To close each case follow the steps outlined in Section 4 2 Close Case EMPLOYMENT AUTHORIZED SUMMARY EMPLOYER ACTION e Enter Form l 9 information into E Verify e Receive Employment Authorized case result e Ensure that the information found in E Verify matches the employee s Form l 9 e Close case EMPLOYEE ACTION M 775 E Verify User Manual for Employers May 2011 Page 24 of 86 REQUEST NAME REVI EW In some cases E Verify generates a case result of Employment Authorized but the name returned in E Verify does not match exactly the name on Form 1 9 This happens when the information matches but there are name variations in the U S Department of Homeland Security DHS records You must review the employee s name to ensure that the correct case result was determined This will ensure that the case result belongs to the intended employee E Verify allows for a name review by following the steps outlined in the Request Name Review Process Overview IMPORTANT You may not use this functionality in
44. e 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 Accept NAICS Code and Continue to continue with the Registration process NAICS Code Gone ES Cae ADD NEW HIRING SITE S Program administrators can modify the number of hiring sites that participate in E Verify in each state A participating hiring site means that your company will verify the employment eligibility of every newly hired employee who works at that site 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 participating hiring sites or delete a state from the hiring site list To add a new state where the employer has participating hiring sites follow the Add New State Hiring Site Process Overview ADD NEW STATE HIRING SITE PROCESS OVERVIEW From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account Click View Edit in the Total Hiring Sites section of the Company Information page M 775 E Verify User Manual for Employers May 2011 Page
45. e employee s Social Security number alien number 1 94 number last name first name case result referral information and case closure statement The report is available to program administrators and general users To create a User Audit Report see the User Audit Report Report Overview USER AUDIT REPORT REPORT OVERVIEW Select User Audit Report Select a report Corporate Overview of Pilot Usage Report User Audit Ren 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 94 number last name first name intial verification elgidty additional verification abgbilty third step eighdty and employer resolution code Click Next M 775 E Verify User Manual for Employers May 2011 Page 57 of 86 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 in the Excel format The summary level case data Includes the case Description verification number the date the case was initiated the social security number last name first name allen number 94 number initial verification eligibility additional verification eligibility third step eligibility additional third step eligibility and
46. eating and managing cases e Viewing reports e Updating profile information for other program administrators and general users e Unlocking user accounts General User A company can have as many general users as it desires but is not required to have general users The general user is responsible for following all optional E Verify program rules and staying informed of changes to E Verify policies and procedures Permissions include e Creating and managing cases e Viewing reports e Updating his her own user profile M 775 E Verify User Manual for Employers May 2011 Page 10 of 86 1 5 USER RULES AND RESPONSIBILITIES All E Verify users are bound by the guidelines set forth in the E Verify Memorandum of Understanding for Employers MOU and the rules and responsibilities outlined in this manual It is your responsibility to ensure that all users understand program rules We recommend that you review with your users these rules and responsibilities periodically to ensure proper use of E Verify and the protection of your employees workplace rights All E Verify users must follow the guidelines specified in the Rules and Responsibilities Overview RULES AND RESPONSIBLITIES OVERVIEW Employers participating in E Verify MUST Follow E Verify procedures for each newly hired employee while enrolled participating in E Verify Notify each job applicant of E Verify participation Clearly display both the Eng
47. ed SEEE RSE EER Maintain Company Information Fields ccccece eee ence sees eeeeeeee seen eee eanes Updating Point of Contacts ccc ccc ccc cece cece eee ence eee e sees eae eeaeenaeenaeeeaeenaees Updating North American Industry Classification System NAICS Information Add New Hiring Site S ccccccce cece eee e nsec eee e nets eee eeee eget eese seat seat eeaeeeneeenes 7 4 Close Company ACCOUNL cccccce cece eee e eee e eect eee teas eee ee eae teas eeaeeeanenaeeas 8 0 RESOURCE AND CONTACT INFORMATION ccceseeeeeeeeeeeeeeeeseaeeeeeees APPENDIX A ACRONYMS asavunnnrnvnnnnnnnnnnnrnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnnnennnnene APPENDIX B GLOSSARY annnnnrnnnnnnrnnnnnnnnnnernnnnnnrnnnnnernnnnnennnnnnennnvnnennnne M 775 E Verify User Manual for Employers May 2011 53 53 53 55 55 56 57 59 59 59 61 62 64 64 65 66 67 68 69 70 73 74 76 78 79 PAKT g ak i Q 2 z gt la t S gt S wp st N SEG ty a ME Vera Page 4 of 86 1 0 INTRODUCTION Welcome to the E Verify User Manual for Employers This manual provides guidance on E Verify processes and outlines the rules and responsibilities for employers enrolled in E Verify All users must follow the guidelines set forth in the E Verify Memorandum of Understanding for Employers MOU and rules and responsibilities outlined in this manual For the purpose of this manual the
48. een enrollment and registration which is outlined in the Enrollment vs Registration Overview For additional information visit www dhs gov E Verify To check your company s enrollment status or your access method contact G E Verify Customer Support Monday through Friday 8 a m 5 p m local time Telephone 888 464 4218 E mail E Verify dhs gov If your company is enrolled and you need information about how to add additional users or about their functions see Section 6 0 ENROLLMENT VS REGISTRATION OVERVIEW Enrollment Registration Program administrators register new users in E Verify who are then able to create cases Companies enroll in E Verify to participate in the program Program administrators may register general users and additional program administrators at any time after completing the E Verify tutorial and Visit the E Verify enrollment website at https e verify uscis gov enroll passing the knowledge test For more information on adding new users see Section 7 1 Most enrolled companies have different people who use E Verify to create cases There is no limit on the number of users an enrolled company can register to create cases Companies enroll to verify employment eligibility of employees To participate in E Verify each company must enroll online via any Internet capable computer using a Web browser of Internet Explorer 5 5 Netscape 4 7 or higher with the exception of Netscap
49. enter the Date of Rehire from Section 3 of the employee s Form l 9 as the hire date in E Verify Illegal Immigration Reform and Immigrant Responsibility Act of 1996 11 RI RA Public Law 104 208 enacted on September 30 1996 required the Immigration and Naturalization Service to conduct three types of employment authorization verification pilot programs The basic pilot program was one of the three programs and is the only program still in existence The basic pilot program exists today as E Verify Immigration and Nationality Act of 1952 INA Public Law 82 414 enacted on June 27 1952 which along with other immigration laws treaties and conventions of the United States relates to the immigration temporary admission naturalization and removal of noncitizens Immigration Reform and Control Act of 1986 IRCA Public Law 99 603 enacted on November 6 1986 sought to eliminate employment opportunity as a key incentive for illegal migration to the United States IRCA mandates that all U S employers verify the employment eligibility and identify of all new hires through completion of the Form l 9 It provides remedies to employees and sanctions against employers who knowingly hire undocumented workers or discriminate against employees based on citizenship or immigration status or based on national origin Initial Case Result The results displayed in E Verify once an employee s information has been submitted as part of a
50. es assigned to a covered federal contract The company s software will extract data from Web Services its existing system or an electronic Form l 9 and transmit the Access for information to E Verify If a company chooses this option it is sent the E Verify Employer Web services Interface Control Document The Interface Control Agents Document contains the information used to develop and test the software interface Both employers and E Verify employer agents are eligible to use this access method REMINDER 1 4 OVERVIEW OF USER ROLES Enrolled companies can provide their employees access to E Verify by assigning them a user role Permissions and functions in E Verify granted to the user depend upon the user role There are two types of users general users and program administrators Review the permissions of each user role in the User Role Overview General users and program administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted For more information on the specific functions of each user role see Section 6 1 USER ROLE OVERVIEW USER ROLE PERMISSIONS Program A company must have at least one program administrator The program Administrator administrator role includes functions of a general user Permissions include at least one required e Registering new users e Creating user accounts for other program administrators and general users e Cr
51. esented by the employee from Section 2 of Form 1 9 for both List B and List C Click Continue IMPORTANT If you select driver s license or ID card E Verify will prompt you to select the document name and state Make the appropriate selection and click Continue A red asterisk indicates a required field Using information from Section 1 and 2 of Form l 9 enter all required information into each field IMPORTANT If you select An alien authorized to work you may also be required to indicate that you are entering either the Alien number or 1 94 number from the employee s Form l 9 Click Continue Employer Case ID is an optional field _ for users who wish to assign an _ internal tracking code to a case Page 16 of 86 Verify Employee Enter Form 9 Information Verification Results What citizenship status did the employee choose in Section 1 of Form 1 97 7 Select one then click Continue Close Case Verify Employee Enter Form 1 8 Intormation Veritication Results What List B anc C documents did the employee present for Section 2 of Form 1 97 Select one from each column then cick Continue Clase Case List B Document List C Documents Drver s license or D card ic C Social Securty Card he State or out ra p Verify Employee Close Cate Enter Form l 3 Information Weritication Results Enter employee Form information then click
52. essibilty Download Viewers Area 1 displays the E Verify logo and the telephone number for Customer Support 888 464 4218 Area 1 also includes a quick shortcut to begin the verification process By clicking the green Verify Employee button you will begin the verification process Area 2 contains E Verify News which includes important updates on E Verify information affecting employment verification best practices and current events M 775 E Verify User Manual for Employers May 2011 Page 6 of 86 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 his or her assigned user role For more information see Section 1 4 I AREA 3 NAVIGATION OVERVIEW i LINK il INFORMATION My Profile My Company New Case View Cases Search Cases Edit Profile Change Password Change Security Questions Edit Company Profile Add New User View Existing Users Close Company Account My Reports gt View Reports My Resources View Essential Resources Take Tutorial gt View User Manual Contact Us Area 4 displays Case Alerts for cases requiring action Case alerts inform employers when an action is required For more information see Section 4 3 Only prog
53. ew case for this employee using the correct document expiration date IMPORTANT This does not mean that the employee is not authorized to work E Verify will verify the employment eligibility of this employee once you create a new case and enter the correct document expiration date gt Enter Form l 3 Information gt Verification Results gt 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 Q ERROR CLOSE CASE AND RESUBMIT SUMMARY EMPLOYER ACTION e Receive Error Close Case and Resubmit case result e Close case using closure statement option The case is invalid because the data entered is incorrect e Resubmit case using the correct document expiration date for the U S Passport Passport Card or driver s license EMPLOYEE ACTION e If necessary provide employer with unexpired U S Passport Passport Card or driver s license EEE a M 775 E Verify User Manual for Employers May 2011 Page 48 of 86 4 2 CLOSE CASE Employers must close EVERY case created in E Verify There are 11 possible case closure statements To assist you In making the correct choice and to reduce the number of options E Verify requires you to state whether the employee is still employed To close a case
54. g To retum to this case al 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 First obtain a copy of the employee s Form l 9 photo document Then determine how you will submit a copy of this document to DHS You may submit an electronic copy or send a paper copy by selecting one of the following 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 May 2011 Page 41 of 86 Enter Form l 9 kania 2 Verification Results Close Case de 4 x PA E Employment Eligibility VW DHS Tentative Nonconfirmation TNC Refer Employee You indicated that the employee chose to contest the DHS TNC The next step is to submit a copy of the employee s photo document and refer the employee to DHS You may attach an electronic copy of the photo document on this page or send a paper copy ti ex
55. he steps in the Edit Company Profile Process Overview Users may also view the memorandum of understanding MOU between E Verify and the employer Once a program administrator has updated the company s profile he or she will be subject to the rules and requirements associated with the profile and have access to all online resources specific to the profile EDIT COMPANY PROFILE PROCESS OVERVIEW From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account gt To modify any section of the Company Information page click View Edit in the section you want to modify e g company name and physical location points of contact North American Industry Classification System NAICS code total hiring sites and total points of contact M 775 E Verify User Manual for Employers May 2011 Page 69 of 86 Company Information Company Name Sample Designated Agent View Edit Company ID Number 13859 Doing Business As OBA Name DUNS Number Physical Location Mailing Address Address 1 Green Street Address 1 Address 2 Address 2 City City State NY State Zip Code 10007 Zip Code County Additional Information Employer ldentification Number 0 Total Number of Employees Perform verifications for your company s employees Parent Organization Administrator Organization Designation Emplo
56. his case in rror or no longer need to continue this verification click Close Case To return to this case at a later time click Save Case and Exit o 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 to M 775 E Verify User Manual for Employers May 2011 Page 33 of 86 being resolving the TNC The employee must provide the SSA referral letter to SSA when he or she visits an SSA field office b Enter Form l 9 ND Verification Results Close Case P Employment Eligibility W Employee Referred to SSA Print Review amp Sign f Conrfinmn Employee a Refer Employee Print Review amp Sign af THG Notice Decision P Referral Leter Check for Case Status Updates This employee was referred to 554 on March 15 2010 The employee has until March 25 2010 to visit SSA feid office E Verty will update the employee s case status Dy March 29 2010 E Venty 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 he case once itis updated with a final status To reprint the SSA Referral Letter click Reprint Letter 554A Referral Letter Choose which language to print English a Reprint Letter To relum to ihe E Verify home page click E Venty Home you created Inis case in error
57. ice If you or the employee notices that the information is incorrect you must close the case and create a new case for the employee When you close the original case select the case closure statement The case is invalid because the data entered is incorrect If the employee cannot read you must read the TNC notice to the employee If the employee does not fully understand English and understands 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 TNC notice to the employee in person by fax e mail overnight or next day delivery service as long as you take the proper precautions to ensure the employee s information is protected The TNC notice is time sensitive therefore you must use a mail delivery service that can provide a confirmed delivery date Review the TNC notice privately with the employee instructions are found on Page 1 of the TNC notice Instruct the employee to indicate on the TNC notice whether he or she will contest the DHS TNC Ensure that you and the employee sign and date the TNC notice after the employee has indicated his or her choice Indicate that the employee has been notified by selecting the M 775 E Verify User Manual for Employers May 2011 Page 37 of 86 check box Confirm Employee Notification Employ
58. ify M 775 E Verify User Manual for Employers May 2011 Page 15 of 86 Section 2 Employer Review and Verification To be completed and signed by employer Examine one document from List A OR examine one document from List B and one from List C as listed on the reverse of this form and record the title number and expiration date if any of the document s List A OR List B AND List C Document title Issuing authority Document Expiration Date if am Document Expiration Date jf any CERTIFICATION I attest under penalty of perjury that I have examined the document s presented by the above named employee that the above listed dogume appear to be genuine and to relate to the employee named that the employee began employment on montl day vea ais nd that to the best of my knowledge the employee is authorized to work in the United States State employment age reies Qu date the employee began employment Print Name Signature of Employer or Authorized Representative Date month dav vear Business or Organization Name and Address Street Name and Number City State Zip Code If you rehired an employee and completed Section 3 of Form 1 9 enter the Date of Rehire from Section 3 of the employee s Form 1 9 as the hire date in E Verify If the employee s hire date changes after you have created the case in E Verify no additional action Is required in E Verify as you cannot
59. ify 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 TNC 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 TNC but did not take action to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work 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 by the employer for receiving a Final Nonconfirmation result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the tentative nonconfirmation but was u
60. ilot Usage select a report Corporate Overview of Pilot Usage User Audit Report User Report Report Comporade Ovara of This report displays the number of cases indieied by your company within fiscal year It your Company has not n isted any queries during the fiscal year they wall ill appes on fhe repari wilh zero tobas This report is valahe lo Corporate Administrators and Program Admineiratars Cancel Click Next M 775 E Verify User Manual for Employers May 2011 Page 56 of 86 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 fistal year they will still appear on the report with zero totals This report is available to Corporate Administrators and Program Administrators Report Format PDF Excel Description Fiscal Year 2010 gt Determine and select which report format Portable Document Format PDF or Microsoft Excel you would like to view gt Use drop down list to select the fiscal year for which you want a report Click Run Report Use report as needed 5 2 USER AUDIT REPORT This report provides summary case information about each case that matches the user criteria entered The case information includes the case verification number the date the case was submitted the last four digits of th
61. it bt lt bt bm i lt bt i CHECK INFORMATI ON If the information entered does not immediately match Social Security Administration SSA or U S Department of Homeland Security DHS records the Check Information screen appears to confirm that the information was entered correctly The user may either confirm that the information matches Form 1 9 or change the information in certain fields if the information was entered incorrectly Follow the steps in the Check Information Overview M 775 E Verify User Manual for Employers May 2011 Page 18 of 86 CHECK INFORMATION OVERVIEW E Verify prompts you to review and confirm that the information entered into E Verify is correct Enter Form 9 Information Verification Results Close Case amp Check Information O The information below MUST match the employee s Form 1 9 Check that the following intormation is correct e Last Name e FirstName e Middle Initial Maiden Name Date of Birth e Social Security Number If this information is gt Correct click Continue gt NOT correct update the appropriate fieldis and click Continue if the information entered is not correct and cannot be updated click Close Case if you created this case in error or no longer need to continue this verification click Close Case LastName First Name Middle Initial Test Test Maiden Name Date of Birth Social Security Number Month Day Year v Citizenship Status
62. it to the employee s Form 9 Client An individual or company that hires an E Verify employer agent to create E Verify cases on their behalf Close Case The step in the verification process when either a final result has been provided or the user no longer needs to continue the verification and the case is ready to be closed Corporate Administrator Corporate administrator access is used only for managing multiple employer accounts and doesn t allow corporate administrator users to create and manage E Verify cases New corporate administrators must attend a free regularly scheduled Web based training session before their accounts can be activated D DHS No Show A response received when the employee did not contact the U S Department of Homeland Security DHS to resolve his or her case and 10 federal government workdays have passed since the date of referral The DHS No Show result is considered a final nonconfirmation DHS Verification in Process A case result of DHS Verification in Process means that the employee s information did not match U S Department of Homeland Security DHS records The case is automatically referred to DHS for further verification DHS responds to most of these cases within 24 hours but has up to three federal government workdays to respond Employers should check E Verify periodically for a response Document Type Type of document s presented by a newly hired employee to verify i
63. les form m 274 pdf Employees have the right to choose which document or combination of documents to present Any List B document presented to an employer participating in E Verify must contain a photograph Admission Number or 1 94 Number An 11 digit number that is found on the Arrival Departure Record Form 1 94 or Form 1 94A Alien Noncitizen An individual who is not a citizen or national of the United States Alien Authorized to Work A noncitizen who is allowed to work because of his or her immigration status or a noncitizen who is granted work authorization by the U S Citizenship and Immigration Services Alien Registration Number or Alien Number A number A unique seven eight or nine digit number assigned to a noncitizen at the time his or her A file is created The 9 digit U S Citizenship and Immigration Services number listed on the front of Permanent Resident Cards Form 1 551 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 MOU requires participating employers to display both the English and Spanish versions
64. lish and Spanish Notice of E Verify Participation and the Right to Work posters Complete Form l 9 for each newly hired employee before creating a case in E Verify Ensure that Form 1 9 List B identity documents have a photo Section 2 1 Create a case for each newly hired employee no later than the third business day after he or she starts work for pay Obtain a Social Security number SSN from each newly hired employee on Form l 9 Provide each employee the opportunity to contest a tentative nonconfirmation TNC Allow each newly hired employee to start and continue working during the E Verify verification process even if he or she receives a TNC Ensure that all personally identifiable information is safeguarded Employers participating in E Verify MUST NOT Use E Verify to prescreen an applicant for employment Check the employment eligibility of an employee hired before the 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 M 775 E Verify User Manual for Employers May 2011 Page 11 of 86 of his or her national origin citizenship or immigration status Selectively verify the employment eligibility of a newly hired employee Sh
65. ment Eligibility W DHS Tentative Nonconfirmation TNC Print Review amp Sign Confirm Employee _ Rele Employee Print Review amp Sign THE Notice a Dedsion 7 i Pj arai ateria s ll Print Review amp Sign TNC Notice Review the DHS TNC with the employee Follow the steps listed below 1 Print the DHS Tentative Nonconfirmation Notice Notification to Employee of Choose which language to print DHS Tentative Nonconfirmation English 2 Review the DHS TNC privately with the employee Have the employee indicate whether he or she will contest the OHS TNC on the DHS Tentative Nonconfirmation Notice Ensure thal 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 I have notified this employee of the TNC 5 After these steps are complete click Continue If you created this case in error or no longer need to continue this verification click Close Case 7 To return to this case at later time click Save Case and Exit 7 Keep the original signed TNC notice on file with Form 1 9 gt Provide a copy of the signed TNC notice to employee Once you complete the steps above click Continue gt Next confirm employee s decision to contest or not contest the case result M 775 E Verify User Manual for Employers May 2011 Page 38 of 86 Employment Eligibility
66. ment of Homeland Security DHS issued document Employers should be able to determine whether the photos match Photo Mismatch The photo on the employee s document does not match the photo supplied by E Verify The photo transmitted by E Verify should be the same identical photo that appears on an employee s U S Department of Homeland Security DHS issued document If the employer determines that it does not match a DHS Tentative Nonconfirmation TNC case result is issued and the employee must be given the opportunity to contest Point of Contact An individual in your company who can be contacted about E Verify issues This person may or may not be one of the two user types M 775 E Verify User Manual for Employers May 2011 Page 85 of 86 Prescreening The prohibitive practice of creating a case in E Verify before a job offer has been accepted and Form 1 9 is complete Program Administrator This user type creates user accounts at his or her site This user can view reports create cases update account information and unlock user accounts Q R Referral Letter An employee who has chosen to contest an SSA or DHS Tentative Nonconfirmation TNC case result is provided with the appropriate agency referral letter instructing the employee to contact or visit the appropriate agency within eight federal government workdays from the date of referral to initiate the resolution of the employee s E Verify case Reque
67. mployment AUINONIZSG raises tauren ndasaashcenactuxneenaanidueenadeawessuicrantstuheanustamades 22 Request Name ReVICW 0cccceecceeesccee cesses eesaeeeeeseeeeeaeeeteaeeenegeeeneaaes 24 Tentative Nonconfirmation TNC ccccece cece eee eeeeeeeeeeeeeeeeeeeeeeeeeeneennes 25 2 5 DHS Verification in Process arnnnnnnnnennnnnnnnnernnnnnernernnnnnernennnnsnnnnernnnnnnne 26 3 0 INTERIM CASE RESULTS Lusis ed br 27 3 1 SSA Tentative Nonconfirmation TNG ararannvernvennvernvernnnnnnrnnrnnnnnnnnnnnenn 27 Notify Employee of SSA TNC ccccccc cece eee cease eee eeee eens esas sane eeneegneegnenass 27 Refer Employee to SSA 1 0 0 ccc cece cece eee e cece een eee tenet ene e ene e eee enee ene egee eee nea 31 3 2 Review and Update Employee Data cc cece cc cce cece ee ee eae eeeeeeeeeenaeeeeaes 34 3 3 DHS Tentative Nonconfirmation TNC c ccccceeee cess eee e esse eee eaeeeaeeeaeeeaees 35 Notify Employee of DHS TNC cccccccceccececeeeeeccseceeeecencsteeeeeeeeuttteeeeeeneee 35 Refer Employee to DAS maur ananasen draned dren 38 3 4 SSA Case in Continuance and DHS Case in Continuance a rannannannnnnnnnnnenr 44 4 0 FINAL CASE RESOLUTION Lappe am ennu 45 4 1 FT RE 45 SSA Final Nonconfirmation and DHS Final Nonconfirmation asranrrrnrrnnnnrr 45 HEN nr 46 Error Close Case and Resubmit asrauvannvanvannennvaneenvennennesnvnnnenneennennesnenn 47 4 2 GO EE NE RE 48 Ca
68. n and date SSA referral letter e Visit an SSA field office within eight federal government workdays and present the SSA referral letter 3 2 REVIEW AND UPDATE EMPLOYEE DATA In some instances a case result of Review and Update Employee Data occurs and you will receive a prompt to review and update the employee s information This means that the Social Security Administration SSA found a discrepancy in the information it received in the E Verify referral A Review and Update Employee Data case result occurs for reasons including typographical errors and or incorrect information provided on Form 1 9 This case result does not mean that the employee is not authorized to work 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 Review and Update Employee Data Process Overview REVIEW AND UPDATE EMPLOYEE DATA PROCESS OVERVIEW 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 To make changes click Continue gt Modify the employee s information in the blank fields You may update a case one time Ensure that this action is correct before updating the case Verification Results Close Case Ci Review and Update Employee Data SSA requires that you review with the employee his or her Form 9 and correct some info
69. n did not match Social Security Administration SSA or U S Department of Homeland Security 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 an SSA field office or contacted DHS but more time is needed to determine a final case result IMPORTANT You may not take an adverse action against an employee for any interim case result 3 1 SSA TENTATIVE NONCONFIRMATI ON TNC An SSA Tentative Nonconfirmation TNC results when the information submitted in E Verify does not initially match Social Security Administration SSA records An SSA TNC does not mean that the employee is not authorized to work in the United States An SSA TNC case result may occur because the employee s e Citizenship or immigration status was not updated with SSA e Name change was not reported to SSA e Name Social Security number or date of birth is incorrect in SSA records e SSA record contains another type of mismatch e Information was not entered correctly by the employer The employee must be notified of this result as soon as possible by following the steps in the Notify Employee of SSA TNC Process Overview NOTIFY EMPLOYEE OF SSA TNC You must promptl
70. n example of an acceptable password is found in the Password Example PASSWORD EXAMPLE This is an acceptable password IL keH20 At least eight characters in length An uppercase letter lowercase letter special character number Passwords expire every 90 days E Verify automatically prompts you to create a new password when the old one expires However if you think your password has been compromised change it immediately If a user attempts to log in with an incorrect password three consecutive times E Verify locks him or her out Password help contact information is listed in the information box If you are locked out of your user account first try to reset your password using the Forgot your password link G If you forget your user ID you may retrieve it by using the Forgot your User ID link and providing your e mail address when prompted However if you have more than one user ID associated with your e mail address you must contact E Verify Customer Support at 888 464 4218 for assistance M 775 E Verify User Manual for Employers May 2011 Page 61 of 86 If you are unsuccessful at resetting your password with the automatic system contact your program administrator If your program administrator is not available contact E Verify Customer Support at 888 464 4218 CHANGE YOUR PASSWORD If your password has been compromised change it immediately To change a passwo
71. n means that the case must be closed in E Verify You may terminate employment based on a case result of DHS No Show with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the E Verify Memorandum of Understanding for Employers MOU hl E hl Enter Form l 9 Information P P Verification Results P Close Case Employment Eligibility OG DHS No show DHS could not confirm that Su Lin is authorized to work in the United States and the employee did not contact DHS within the 8 federal government workdays This response is considered a final nonconfirmation To complete the verification process click Close Case Q M 775 E Verify User Manual for Employers May 2011 Page 47 of 86 DHS NO SHOW SUMMARY EMPLOYER ACTION e Receive DHS No Show case result e Close case EMPLOYEE ACTION ERROR CLOSE CASE AND RESUBMIT If E Verify prompts an Error Close Case and Resubmit case result you cannot continue the case because the expiration date you entered for the employee s U S Passport Passport Card or driver s license IS incorrect When you close the case in E Verify select the closure statement option The case is invalid because the data entered is incorrect You must submit a new case for this employee because you cannot change document information for a case that has already been submitted Therefore you must close this case and create a n
72. n unexpired document from the employee for Form l 9 Click New Case and enter the employee s unexpired Form l 9 document information IMPORTANT An expired document presented for Form l 9 does NOT mean that the employee is not authorized to work in the United States Obtain an unexpired document and then re enter the case in E Verify E Verify will then return a case result for this employee E VERIFY PHOTO MATCHING Photo matching is an automatic part of creating a case in E Verify that prompts you to compare an employee s photo ID with a photo displayed in E Verify This helps ensure that the document provided is valid The photo matching step happens automatically This may occur when you create a case for an employee who has presented a U S Passport Passport Card Permanent Resident Card Form 1 551 or an Employment Authorization Document Form 766 for his or her Form l 9 documentation When the employee presents one of these documents and the Form 9 information entered by the employer matches U S M 775 E Verify User Manual for Employers May 2011 Page 20 of 86 Department of Homeland Security DHS records the employee s photo automatically displays in E Verify You must make a copy of the employee s Form 1 9 photo document and retain it with Form 1 9 in order to match the photos Matching photos is easy simply compare the photo displayed by E Verify to the photo on the employee s actual document or a c
73. nable 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 TNC but did not take action to resolve it The employer terminated the employee because of the no show result gt The employee was terminated by the employer for choosing not to contest a Tentative Nonconfirmation E Verify cannot verify that this employee is authorized to work in the United States The employee chose not to contest the tentative nonconfirmation TNC The employer terminated the employee because the employee chose not to contest the TNC gt The employee voluntarily quit working for the employer The employee chose to stop working for the employer M 775 E Verify User Manual for Employers May 2011 Page 51 of 86 The employee was terminated by the employer for reasons other than E Verify The employer terminated the employee for reasons unrelated to E Verify gt The case is invalid because another case with the same data already exists An E Verify case with the same data was already created for this employee This is a duplicate case NOTE If a case is closed as invalid it does not void the case or change the case result A case closed as invalid will still display the last ca
74. ne the following results 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 REQUEST NAME REVIEW SUMMARY EMPLOYER ACTION e Determine if a name review is required if not close case e Click Continue e Input reason for name review request in Comments field e Click Continue e Follow steps outlined in DHS Verification in Process EMPLOYEE ACTION be akbkbkakbkkkkkkkkkkkkkkbkkkkbbkkklle TENTATIVE NONCONFIRMATION TNC A tentative nonconfirmation TNC case result means that the information entered into E Verify from Form l 9 differs from either Social Security Administration SSA or U S Department of Homeland Security 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 result
75. need additional time and provide you with an estimated response time Office of Special Counsel for Immigration Related Unfair Employment Practices OSC OSC is available to answer your questions about immigration related employment discrimination including discrimination based on citizenship status immigration status or national origin in the Form l 9 and E Verify processes Employer Hotline 800 255 8155 800 362 2735 TTY Employee Hotline 800 255 7688 800 237 2515 TTY Website www justice gov crt osc M 775 E Verify User Manual for Employers May 2011 Page 78 of 86 APPENDI X A ACRONYMS Acronym Definition DHS U S Deparment of Homeland Secunty FaR Federal Acquistion Reguaton urira egal immigration Reform and mmiant Responsibly At ma migration ana Natonalty ActoF 1952 mou Memorandum ofUndestandng OOO NAICS North American Industry Classification System Employment Practices POF Potable Document Foma ssa Social SecuryAdministaton s n Social Securiynumber ooo M 775 E Verify User Manual for Employers May 2011 Page 79 of 86 APPENDI X B GLOSSARY A Acceptable Documents for Verifying I dentity and Employment Eligibility Documents designated for determining employment eligibility and identity under the Immigration and Nationality Act INA are listed on Form Il 9 and in the Handbook for Employers Instructions for Completing Form 1 9 M 274 found at http www uscis gov fi
76. new user ID M 775 E Verify User Manual for Employers May 2011 Page 65 of 86 i You may accept the system generated user ID displayed below or create your own gt To accept the system generated user ID click Submit New User b To create your own user ID delete the system generated user ID and type your desired user ID Your user ID must be exactly eight alphanumeric characters letters and numbers and is not case sensitive When you are finished click Submit New User Add User Create User ID User ID Q Review the information submitted and then click Submit New User gt The new user will receive his or her user ID and password by e mail NOTE Most people receive our confirmation e mail within a few minutes Instruct your new user to check his or her e mail inbox as well as spam or junk mail folders because sometimes our e mails are mistakenly marked as spam If the e mail is not received within 48 hours call E Verify Customer Support at 888 464 4218 for assistance 7 2 VIEW EXISTING USERS Only program administrators can view user information and reset passwords View Existing Users allows you to view search and maintain the general users and program administrators assigned to your company as demonstrated in the View Existing Users Process Overview VIEW EXISTING USERS PROCESS OVERVIEW gt From My Company select View Existing Users My Company Edit Company Profile
77. nges 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 Generally most Identification Number companies are required to have an employer identification number and any company that has employees is required to have one for wage and tax reporting purposes Parent Organization An organization that owns or controls other organizations sometimes called subsidiaries For corporations a parent corporation is often defined as a corporation that owns more than 50 percent of another corporation Administrator Companies may link their employer accounts to a corporate administrator account also called an E Verify corporate account This gives your corporate administrator access to your employer or E Verify employer agent account profile user administration and reports that contain case information You should link your account only if you have been instructed to do so by your corporate administrator 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 Com
78. nt records thereby ensuring a legal workforce To view or download Form 1 9 go to the following website http www uscis gov 9 For more information on Form l 9 procedures refer to the View Essential Resources link on the left navigation menu you will find the Handbook for Employers Instructions for Completing Form 1 9 M 274 To view or download the Handbook for Employers Instructions for Completing Form 9 M 274 go to the following website http www uscis gov files form m 274 pdf For additional assistance on Form l 9 contact E Verify Customer Support Monday through Friday 8 a m 5 p m at 888 464 4218 Newly hired employees must complete Section 1 of Form 1 9 in its entirety Providing a Social Security number on Form l 9 is usually voluntary however a Social Security number is required by employers who use E Verify Therefore all newly hired employees including seasonal temporary and rehires MUST have a Social Security number A case cannot be created in E Verify without a Social Security number If a newly hired employee has applied for but has not yet received his or her Social Security number i e if he or she is a newly arrived immigrant make a note on the employee s Form l 9 and set it aside The employee should be allowed to continue to work Once the employee receives a Social Security number then you must create a case in E Verify using the employee s Social Security number
79. of the notice in a prominent place that is clearly visible to prospective employees This notice is available in the Essential Resources section of E Verify For questions about discrimination during the employment eligibility verification process employers may contact OSC at 800 255 8155 or 800 237 2515 TTY or visit OSC s website at http www justice gov crt Osc Arrival Departure Record Form l 94 or 1 94A A document issued to noncitizens when admitted to the United States Some of these forms are stamped to indicate work authorized status Form 1 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 May 2011 Page 80 of 86 C Case in Continuance This response Is given if the Social Security Administration SSA or the U S Department of Homeland Security DHS needs more than 10 federal government workdays to provide a final case result The employee continues to work until a final case result is provided in E Verify from SSA or DHS Case Verification Number A unique number assigned to each E Verify case that is created when an employer Submits an initial verification Employers participating in E Verify are required to record the case verification number on the employee s Form 1 9 or to print the screen containing the case verification number and attach
80. of the password contain any simple pattem of letters or numbers such as qwerty or xyr123 e Be any word noun or name spelled backwards Old Password New Password Re type New Password Submit Password Change Click Submit Password Change 6 3 UPDATE USER PROFILE INFORMATION Every E Verify user has a profile that includes his or her name telephone number fax number and e mail address Users should update this information whenever necessary using the Edit Profile link To update this information follow the steps outlined in Edit Profile Process Overview M 775 E Verify User Manual for Employers May 2011 Page 63 of 86 EDIT PROFILE PROCESS OVERVIEW gt From My Profile select Edit Profile My Profile Edit Profile Change Password Change Security Questions Add information or edit fields as necessary A field with a red asterisk is a required field Click Submit User Profile Changes A confirmation message and your profile information will display Enter User Profile Information User ID Last Name Test First Mame Test M l mm Phone Number fo22 po En ext E Fax Number id E mall Address festet n Submit User Profile Changes Cancel Review the confirmation message to see whether the request for profile updates was successful If E Verify is unable to process the user profile updates try again later M 775 E Verify User
81. oft Excel you would like to view Use the drop down list to the select user role for which you want a report Click Run Report Use report as needed M 775 E Verify User Manual for Employers May 2011 Page 59 of 86 6 0 ACCOUNT ADMINISTRATION User account administration provides individual users specific functions and permissions to update their accounts change their passwords and perform other functions explained in this section It is important to distinguish that the user account functions are different for each user role 6 1 USER ROLES Permissions and functions in E Verify granted to the user differ for each user role There are two user roles program administrator and general user Every employer account must have at least one program administrator who provides support for the general user and manages the company profile A company can choose to have general users who will only be able to create and manage their own cases General users and program administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted The User Role Functions Overview provides an explanation of the functions of each user role USER E FUNCTIONS OVERVIEW ROLE ADD VIEW ees ier VERIFY USERS Res pee USERS PG Program Administrator at least one required General User optional 6 2 USER ID AND PASSWORD CREATI ON Adding users is comple
82. on to be Closed ri New Updates Docs Expiring am Case alerts can also be accessed gt From My Cases select Search Cases Employment Eligib Click any 7 for help Home ie BW de aoe New Case View Cases View Cases Search Cases Search Cases J Determine your search criteria and click Search M 775 E Verify User Manual for Employers May 2011 Page 53 of 86 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 Venication Humber SoCal Security Number Ahern Humber 1 24 Humber Empioyer Case ID Initiated By Date Submitted a 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 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 view Al
83. opy of 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 variations in shading and detail between the two photos based upon the age and wear of the employee s document and the quality of your computer monitor A watermark has been added to the photo displayed in E Verify to prevent unauthorized use The photo on the document presented by the employee will not have a watermark Absence of a watermark on the document photo does not mean that it is not authentic Do not compare the photo displayed by E Verify to the employee directly The direct comparison between the document and the individual happens during Form 1 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 You must obtain a copy of the employee s document and retain it with Form 9 Account for minor variations in shading and detail between the two photos and select Yes or No Enter Form I 9 Information gt Verification Results gt Close Case Photo Matching Does the photo below match the photo on the Unexpired U S Passport or U S Passport Card provided by the employee Select yes or no and click Continue NOTE If No Photo on this Document appears below select yes and
84. or changes to case results 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 case result will provide one the following case results EMPLOYMENT AUTHORIZED Section 2 4 DHS TENTATIVE NONCONFIRMATION TNC 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 eee ee eee ewe 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 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 ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew 3 M 775 E Verify User Manual for Employers May 2011 Page 27 of 86 3 0 INTERIM CASE RESULTS An interim case result requires additional action before E Verify can provide a final case result and you can complete the verification process Interim case results are displayed in the Interim Case Results Overview Interim Case Results Overview SSA or DHS Tentative Nonconfirmation TNC Informatio
85. or no longer need to continue this verilicabon click Close Case To begin new case click New Case Check E Verify for case updates and follow steps based on next case result IMPORTANT You should ONLY close the case when E Verify provides a final case result or if you no longer need to continue to verify the employment eligibility of the employee SSA has 10 federal government workdays to update the case result in E Verify You should check E Verify periodically for an update in case result A case referred to SSA is updated with one the following results 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 the SSA TNC refer case e Ensure that the information on the SSA referral letter is correct e Print review sign and date SSA referral letter 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 M 775 E Verify User Manual for Employers May 2011 Page 34 of 86 provided EMPLOYEE ACTION e Sig
86. ore you must use a mail delivery service that can provide a confirmed delivery date 2 Review and explain the next steps to the employee instructions to the employer are on Page 1 of the SSA referral letter and the employee instructions are on Page 2 Ensure that you and the employee sign and date the SSA referral letter Provide a copy of the signed SSA referral letter to the employee the employee is required to provide the letter to an SSA field office if he or she chooses to contest File the original SSA referral letter with Form l 9 5 After these steps are complete click Continue Employment Eligibility W Employee Referred to SSA Print Review amp Sign z Confirm Employee ey Refer Employee af Print Rewiew amp Sign Th i Holde Dedsion Referral Letter Print Review amp Sign Referral Letter This employee eferred to 554 on March 15 2010 The employee must visit a SSA feld office within amp federal gover are vorkdays To complete the referral pro cess follow the steps below Gh Print the SSA Referral Letter SSA Referral Letter Choose which language to print Enalish E Print Letter Review Ihe 554 Referral Letter privately wih the empioyee 3 Ensure that you and the employee sign and date the SSA Referral Letter Q Give the employee the signed 34 Referral Letter The employee will need 15 bring the letter to the 55A field office 5 Alter you complete these steps click Continue if you created t
87. pany Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account Click View Edit in the Total Points of Contact section of the Company Information page to modify this information The Points of Contact Summary page opens M 775 E Verify User Manual for Employers May 2011 Page 71 of 86 Company Information Company Name ARC Company View I Edit Company ID Humber 15022 Doing Business As DBA Name DUNS Humber Physical Location Mailing Address Address i Maln Street Address 1 Address 2 Address 2 City New York City State HY State Zip Code TOC Zip Code County NEW YORK Additional Information Employer Identification Humber g Total Number of Employees 500 to 999 Farent 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 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 Click Delete to delete a point of contact The updated Points of Contact Summary List page will appear Points of Contact Summary List Previous Next First Name Last Name Middle
88. press mail To submit a copy of the employee s photo document select one of the options below follow the instructions then click Refer Case When you click Refer Case It starts the 8 federal government workdays that the employee has to contact DHS Attach and Submit Copy of Employee s Photo Document gt Make a digital copy of the employee s photo document and save it to your computer For example you may choose to scan or take a digital photo of the document gt Use the Browse button to select the file les must be in the GIF format and no larger than 1 5 A Browse After the file is selected click Refer Case 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 mail to the address below and click Refer Case U S Department 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 OHS You must use an express shipping carrier of your choice at your own expense DHS will not pay for any shipping costs you created this case in error or no longer need to continue this verification click Close Case To return to this case at a later time click Save Case and Exit After you complete the above click Refer Case After you have referred the case complete the following steps 1 Select the DHS refe
89. r Form FR 6 gt Verification Results gt Close Case ra ail yf Select the appropriate statement and click Continue Q Co The employee continues to work for the employer after receiving an Employment Authorized result The case is invalid because another case with the same data alread y exists O The case is invalid because the data entered is incorrect 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 gt Enter Form 9 E gt Verification Results p gt Close Case P pek Employment Authorized 3 You have closed cas Record this case verification number on the employee s Form 9 or print the case details and keep on file Last Name First Name Middle initial Maiden Name Date of Birth Social Security Nunitber Litirenship Status A nonctizen national of the United States Document Type Document Number Document Expiraton Date Unexpired U S Passport or US Passport Card Hire Date Employer Case ID March 12 2010 submitted By Subnitted On March 15 2010 This completes the E Verify verification process Every case created in E Verify MUST be closed To close a case select one of the case closure statements E Verify will present only those statements that are relevant to each case In some scenarios not all of the case closure statements are available NOTE CLOSE CASE When answering the question
90. ram administrators have these options gt gt gt gt gt gt gt gt gt v ESSENTI AL RESOURCES View Essential Resources under My Resources contains links to important documents and tools for employers that participate in E Verify The Essential Resources Overview provides specific information on the resources available to users ESSENTIAL RESOURCES OVERVIEW i LINK il INFORMATION i E Verify Essentials gt E Verify Participation Poster Right to Work Poster E Verify User Manual E Verify Notices Blank Notice to Employee of Tentative Nonconfirmation Referral to the U S Department of Homeland Security and Referral to the Social Security Administration available in nine languages M 775 E Verify User Manual for Employers May 2011 Page 7 of 86 Form I 9 Resources gt The latest version of Form l 9 in English and Spanish The Handbook for Employers Instructions for Completing Form l 9 M 274 Memorandums of Blank copy of the most recent version of the Understanding MOU MOU Resources for Employers Websites and links to Web pages of particular interest to employers participating in E Verify Select Press Releases and Information on photo standards document Other Guidance guides and announcements related to employment documents 1 3 E VERIFY PARTICIPATION ENROLLMENT VS REGISTRATION It is important to understand the difference betw
91. rd follow the steps in Change Password Process Overview M 775 E Verify User Manual for Employers May 2011 www dhs gov E Verify Page 62 of 86 CHANGE PASSWORD PROCESS OVERVIEW From My Profile select Change Password My Profile Edit Profile Change Password Change Security Questions Enter Old and New Passwords page will display Type current password in the Old Password field Type new password in the New Password field gt Retype new password in the Re Type New Password field The new password cannot be the same as any of the last six passwords Enter password challenge questions and answers Enter Old and New Passwords Oo Passwords must have the following charactenstics e Atleast one uppercase or lowercase letter e Atleast one number e Atleast one special character Special characters indlude 1 Q lt gt 7 e Contain no mare than two identical consecutive characters in any poston from the previous password e Contain a nor numeric in the first and last positions e Not be identical to the User ID Additionally as a policy it is recommended that passwords should not e Contain any dictionary word e Contain any proper noun or the name of any person pet child or fictional character nar any emplovee serial number Social Security Number birth date phone number ar any information that could be readily Be iia essed about the creator
92. red it is important to provide the DHS referral letter to the worker promptly If the employer fails to match photos during E Verify photo matching a photo mismatch TNC may occur A photo mismatch TNC requires an additional step but follows the same guidelines of any TNC If the employee chooses to contest the photo mismatch TNC the employee must be referred to DHS and you must send a copy of the photo ID document to E Verify You may not terminate suspend delay training withhold pay lower pay or take any other adverse action against an employee based on the employee s decision to contest a TNC or because the case is still pending with DHS 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 May 2011 Page 40 of 86 REFER EMPLOYEE TO DHS PROCESS OVERVIEW Click Refer Case W dis Tentative TNC Print Riedew Sign er Contin Employee ety Refer Employee Print Review Sign TNG Notice Decision R teral Letter y Refer Employee You indicated thal ihe employee chose to contest the DHS TNC The next step is to refer the employee to DHS To refer the employee to DHS click Refer Case When you click Refer Case it starts the 6 federal government workdays that the employee has to contact DHS if you created Ihis case in error or no longer need to continue this veniicalion cick Close Case
93. rm Employee Notification O Ihave notified this employee of the TNC 5 After these steps are complete click Continue i you created his case in error or no longer need to continue this vernfication click Close Case 7 To return to this case at later time click Save Case and Exit 7 Keep original signed TNC notice on file with Form l 9 gt Provide a copy of the signed TNC notice to the employee Once complete click Continue Next confirm the employee s decision to contest or not contest the case result M 775 E Verify User Manual for Employers May 2011 Page 30 of 86 gt Enter Form 1 9 Information P Verification Results Close Case P a m g Employment Eligibility W ssa Tentative Nonconfirmation TNC Print Review amp Sign af Confirm Employee Refer Employee Print Review Sign TNC Notice Derision F Referat 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 or reprint the SSA Tentative Nonconfirmation Notice click Back if you created this case in error or no longer need to continue this verification click Close Case 7 To return to this case at later Ume click Save Case and Exit 7 ee o gt If the employee chooses to contest the SSA TNC click Contin
94. rmation gt After you make these corrections click Continue If you created this case in error or no longer need to continue this verification click Close Case To return to this case at a later time click Save Case and Exit LastName GJ First Name Middle Initial Maiden Name Date of Birth Social Security Number Oct 01 a Citizenship Status A citizen of the United States Hire Date Employer Case ID Apnl 08 2070 Submitted By Submitted On GLOCKTST Apnl 08 2010 M 775 E Verify User Manual for Employers May 2011 Page 35 of 86 gt Click Continue Follow next steps based on the case result provided A case that is resubmitted to SSA is updated with one of the following case results 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 e Follow steps based on case result provided EMPLOYEE ACTION e Ensure that the information found on Form l 9 is accurate
95. rovided you must close the case You may terminate employment based on a case result of SSA or DHS Final Nonconfirmation with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the E Verify Memorandum of Understanding for Employers MOU M 775 E Verify User Manual for Employers May 2011 Page 46 of 86 gt Enter Form l 9 information gt gt Verification Results gt Close Case g F Pi Employment Eligibility 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 gt Enter Form l 9 Information gt gt Verification Results GD ecse Employment Eligibility 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 View Print Case Details View Print Case Details SSA DHS FINAL NONCONFIRMATI ON SUMMARY EMPLOYER ACTION e Receive SSA or DHS Final Nonconfirmation case result e Close case EMPLOYEE ACTION be a a a DHS NO SHOW A DHS No Show indicates that the employee did not contact the U S Department of Homeland Security DHS within the required eight federal government workdays A DHS No Show case result is considered a final nonconfirmation A final nonconfirmatio
96. rral letter in either English or Spanish and confirm that the name and Social Security number listed on the top of the letter are correct Print the DHS referral letter If the employee cannot read you must read the DHS referral letter to the employee If the employee does not fully understand English and understands Spanish Chinese Haitian Creole Japanese Korean Russian Tagalog or Vietnamese you must provide the employee with the DHS referral letter in one of these languages found in View Essential Resources IMPORTANT Once the DHS referral 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 The DHS referral letter is time sensitive therefore you must use a mail delivery service that can provide a confirmed delivery date 2 Review the DHS referral letter and explain the next steps to the employee Instructions to the employer are on Page 1 of the DHS referral letter and the employee instructions are on Page 2 Ensure you and the employee sign and date the DHS referral letter Provide a copy of the signed DHS referral letter to the employee and file the original letter with Form 1 9 5 After these steps are complete click Continue M 775 E Verify User Manual for Employers May 2011 Page 42 of 86 N Enter Form l 9 rama Verification Results gt Close C
97. rt only appears the first time the document expires subsequent expirations will not activate this case alert IMPORTANT The employee may not be re verified in E Verify M 775 E Verify User Manual for Employers May 2011 Page 55 of 86 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 reports are accessed from My Reports by selecting View Reports My Reports View Reports NOTE All reports display only the last four digits of an employee s Social Security number for added security and to protect employees privacy 5 1 CORPORATE OVERVIEW OF PILOT USAGE This report displays the number of cases created by your company within a federal government fiscal year which begins October 1 and ends September 30 of the following calendar year If your company has not created any cases during the fiscal year a report will still appear with a total of zero The report is available to corporate administrators and program administrators but not general users To create a Corporate Overview of Pilot Usage Report see the Corporate Overview of Pilot Usage Report Overview CORPORATE OVERVIEW OF PILOT USAGE REPORT OVERVIEW Select Corporate Overview of P
98. s from DHS or employee actions Section 3 0 Interim Case Results provides details and actions required when you receive a TNC M 775 E Verify User Manual for Employers May 2011 Page 26 of 86 2 5 DHS VERIFICATION IN PROCESS A case result of DHS Verification in Process means that the information did not match U S Department of Homeland Security DHS records The case is automatically referred to DHS for further verification No action is required by you at this time DHS will respond to most of these cases within 24 hours although some responses may take up to three federal government workdays Check E Verify daily for a response Follow the steps outlined in the DHS Verification in Process Process Overview IMPORTANT You may not take any adverse action against an employee who receives a DHS Verification in Process case result DHS VERIFICATION IN PROCESS PROCESS OVERVIEW gt E Verify displays DHS Verification in Process case result gt Enter Form l 9 tomas gt Verification Results gt Close Case Employment Eligibility W Ds 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 Check E Verify f
99. se Closure Statements raavannrnnvanvennrnnvvnvennenneennennennnnneennennennnnnnenneenne 50 4 3 GENT EEE EEE EE iad anaes 51 M 775 E Verify User Manual for Employers May 2011 E Verify Open Gases to be Cl0SCG Lure jer Cases with New Updates cc cece cece eee e cence ence eens tena ee eeaee esate eeaeeeeaeeees Work Authorization Documents EXpiring cccceeee eens eeneeeeaeeeeaeeeeaeeeeaees 5 0 CASE REPORTS erriren anisan n onkii quoidensetaraduinunian 5 1 Corporate Overview of Pilot Usage raannannannnnnnnnnnnnnnnnnnnnnnnnsnnnsnnnsnnener 5 2 CSCI AUG REDON EEE EEE EEE 5 3 RNA 6 0 ACCOUNT ADMINISTRATION ennnnnnnnrnvnnnnnnrnnnnnnnnnnnnnennnnnnnrnnnnnnnnnnnnnnnnnnn 6 1 ER Le 6 2 User ID and Password Creation rrrrnnvrnvvnrennvrnvennennernvennennennennvennennen Change Your Password aasrannnannnannnrnnnennnennnennnennnennnnnnennnennnennrnnnnnnnnenn 6 3 Update User Profile Information cccc cece cece eee eee eee ee eee ee eeeeeeeeeeeeaeeenees 7 0 MY COMPANY PROGRAM ADMINISTRATORG ccceeeeeeeeeeeeeeneeeeeans 7 1 Add New USGL EEE rnrn tr trt rrr r rnnr 7 2 View Existing USES i ccxeivcdtavquhaducrsratasnemodeisearnieiserenhednazesbaniaceessinageivanancecs Reset User s PaSSword ccscccscecscecsceescessceesseesceessessceenserscesssenssenseeties Delete User ON Lide 7 3 Edit COMPANY Profile vice0cceccssnecencoucessecenude ue nsepeessaetiecereeta
100. se result even though it has been closed gt The case is invalid because the data entered is incorrect The data entered for this employee was not correct NOTE If a case is closed as invalid it does not void the case or change the case result A case closed as invalid will still display the last case result even though it has been closed CLOSE CASE SUMMARY EMPLOYER ACTION e Click Close Case e Indicate whether the employee is still employed e Select the appropriate case closure statement e Record case verification number on Form l 9 or print screen and file it with Form l 9 e The E Verify process is now completed EMPLOYEE ACTION eee eee ewe ewe we 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 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 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 ew ew ew ew ew ew ew n 4 3 CASE ALERTS E Verify case alerts are found at the bottom of the user home page The purpose of this feature is to bring your attention to cases that need your action When you log in to E Verify case alerts inform you of one of the following Open Cases to be Closed Cases with New Updates 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 c
101. st Name Review In some cases E Verify returns a case result of Employment Authorized but the name shown as authorized does not match exactly the name you entered into E Verify from the employee s Form 1 9 This can happen because of name variations in U S Department of Homeland Security DHS records If the names do not match the case must be sent to DHS for review Taking this step ensures that the record associated with the Employment Authorized case result belongs to the employee whose information was entered into E Verify Review and Update Employee Data In some instances a case status of Review and Update Employee Data may occur This means that the Social Security Administration SSA found a discrepancy in the information it received in the E Verify referral This may occur because of typographical errors and or incorrect information on Form 1 9 The Form 1 9 will need to be reviewed with the employee the information corrected as applicable and then the case may be resubmitted S Social Security Administration SSA The federal government agency that administers a national program of contributory social insurance SSA and DHS jointly manage the E Verify program Social Security Administration SSA Referral After an employee is advised of an SSA Tentative Nonconfirmation TNC and has signed the Notice to Employee of Tentative Nonconfirmation also called a TNC notice the employee is referred to S
102. t they intended to be noncitizen nationals rather than U S citizens and certain children of noncitizen nationals born abroad Generally noncitizen nationals are American Samoans Notice to Employee of Tentative Nonconfirmation TNC This is a computer generated notice given to an employee after a tentative nonconfirmation TNC interim case result has been received from the Social Security Administration SSA or the U S Department of Homeland Security DHS If an employee contests the TNC he or she must contact or visit the appropriate agency within eight federal government workdays to initiate resolution of his or her E Verify case O Office of Special Counsel OSC Created by Immigration Reform and Control Act of 1986 IRCA the Office of Special Counsel for Immigration Related Unfair Employment Practices OSC within the Civil Rights Division of the U S Department of J ustice enforces the anti discrimination provision of the Immigration and Nationality Act 8 USC 1324b which prohibits discrimination in hiring and discharging based upon citizenship or immigration status and national origin and discrimination during the employment eligibility verification process which includes Form 9 and E Verify M 775 E Verify User Manual for Employers May 2011 Page 84 of 86 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
103. ted by the program administrator All users are assigned a user ID and initial password Upon being initially registered by the program administrator users receive an e mail with a user ID and password E Verify will prompt users to change the initial password for security purposes Do not share a password with other users Each user must have his or her own user ID and password Passwords are case sensitive and must be between 8 14 characters different from the assigned user ID changed every 90 days and have the following characteristics e At least one uppercase or lowercase letter e At least one number and at least one special character special characters include lt gt e Contain no more than two identical and consecutive characters in any position from the previous password M 775 E Verify User Manual for Employers May 2011 Page 60 of 86 e Contain a non numeric in the first and last positions e Not 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 child or fictional character nor any employee ID number Social Security number birth date phone number or any information that could be readily guessed about the creator of the password e Contain any simple pattern of letters or numbers such as qwerty or xyz123 e Contain any word noun or name spelled backwards A
104. tered in E Verify amp not valid according to SS This does NOT mean that the employee is not authorized to work in the United States however addil action is required e To begin TNC process cick Continue you treated this case in error or no longer need to continue hs venicaton cick Close Case 7 To return to ihis case al later time click Save Case and Exit Complete the following steps 1 Select the TNC notice in either English or Spanish Confirm that the name and Social Security number listed on the top of the notice are correct Print the TNC notice If you or the employee notices that the information is incorrect you must close the case and create a new case for the employee When you close the original case select the case closure statement The case is invalid because the data entered is incorrect If the employee cannot read you must read the TNC notice to the employee If the employee does not fully understand English and understands 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 TNC notice to the employee in person by fax e mail overnight or next day delivery service as long as you take the proper precautions to ensure the employee s information is protected The TNC notice is time sensitive therefore you must use a
105. term employer means any U S company corporation or business entity that is required to complete Form l 9 Employment Eligibility Verification referred to hereafter as Form 1 9 including any company employee with an E Verify user account This section introduces the background and overview basic website navigation participation user roles rules and responsibilities and the privacy and security guidelines of E Verify 1 1 BACKGROUND AND OVERVIEW In 1996 Congress passed the Illegal Immigration Reform and Immigrant Responsibility Act IIRIRA which required the Social Security Administration SSA and U S Citizenship and Immigration Services USCIS formerly the Immigration and Naturalization Service to initiate an employment verification pilot program Under the U S Department of Homeland Security DHS the U S Citizenship and Immigration Services operates the E Verify program previously referred to as Basic Pilot E Verify implements the legal requirements in the Illegal Immigration Reform and Immigrant Responsibility Act by allowing any U S employer to verify the employment eligibility of all its newly hired employees E Verify is a voluntary program for most employers but mandatory for some such as employers with federal contracts or subcontracts that contain the Federal Acquisition Regulation FAR E Verify clause and employers in certain states E Verify is an Internet based system operated by DHS in partnership with
106. the entry of the bearer into a foreign country Passport United States Document issued by the U S Department of State to U S citizens and noncitizen nationals Password A unique identifier that allows registered E Verify users access to E Verify Permanent Resident or Lawful Permanent Resident A noncitizen who has been lawfully granted the privilege of residing and working permanently in the United States Permanent Resident Card Form 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 Permanent Resident Card Form 1 551 the name of the document was changed from Resident Alien Card to Permanent Resident Card Photo Matching During the verification case employers match the photos on certain documents provided by employees when completing Form 1 9 with the photo that appears in E Verify Photo matching is activated only when an employee has provided a U S Passport Passport Card Permanent Resident Card Form 1 551 or an Employment Authorization Document Form 1 766 as his or her Form l 9 document Photo Match The photo on the employee s document matches the photo supplied by E Verify The photo transmitted by E Verify should be the same identical photo that appears on an employee s U S Depart
107. throughout this manual REFER EMPLOYEE TO DHS SUMMARY EMPLOYER ACTION e If employee chooses to contest the DHS TNC refer case e Ensure that the information on the DHS referral letter is correct Print review sign and date DHS referral letter Have employee sign and date DHS referral letter e Keep original signed DHS referral letter on file with Form l 9 e Provide copy of signed DHS referral letter to employee e Attach and submit or express mail a copy of employee s photo document to DHS if the TNC is due to photo mismatch e Check E Verify for case result updates and follow steps based on case result provided EMPLOYEE ACTION e Sign and date DHS referral letter bn a a a a a a a M 775 E Verify User Manual for Employers May 2011 Page 44 of 86 e Contact DHS within eight federal government workdays e DHS instructs employee on the next steps 3 4 SSA CASE IN CONTINUANCE AND DHS CASE IN CONTINUANCE An SSA or DHS Case in Continuance indicates that the employee has visited a Social Security Administration SSA field office and or contacted the U S Department of Homeland Security DHS but more time is needed to determine a final case result The reason SSA or DHS needs more time varies with each situation You should check E Verify periodically for an update in case result You may not terminate or take adverse action against an employee while SSA or DHS is reviewing the employee s case gt Enter Form I 9 intorm
108. ticipation Notice The E Verify Participation Notice informs prospective employees that an employer is participating in E Verify The memorandum of understanding MOU requires participating employers to display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospective employees F Final Nonconfirmation If an employee s employment eligibility cannot be verified an employer will receive a Final Nonconfirmation case result in E Verify An employer receiving an SSA or DHS Final Nonconfirmation response may terminate the employee and will not be civilly or criminally liable under any law for the termination as long as the action was taken in good faith reliance on the information provided through E Verify as noted in Article Il Section C Responsibilities of the Employer 6 in the memorandum of understanding MOU G General Users This user type creates cases views reports and can update his or her user profile M 775 E Verify User Manual for Employers May 2011 Page 82 of 86 H Handbook for Employers Instructions for Completing Form l 9 M 274 Provides detailed instructions on how to complete and retain Form l 9 Hire Date The hire date is the date the employee began or will begin work for pay Enter the Section 2 Certification date from the employee s Form 1 9 as the hire date in E Verify If you rehired an employee and completed Section 3 of Form l 9
109. to them in the future E VERIFY RESOURCES E Verify Public Website www dhs gov E Verify General information about E Verify Program information and statistics Frequently asked questions E Verify user manuals E Verify quick reference guides Information about employee rights and employer obligations E Verify Enrollment Application https e verify uscis gov enroll e Website for initial company enrollment E Verify Access for Employers and https e verify uscis gov emp Corporate Administrators e User access to E Verify E Verify Access for E Verify https e verify uscis gov esp Employer Agents e User access to E Verify E VERIFY CONTACT INFORMATION E Verify Customer Support E Verify Customer Support is available to assist you with using E Verify password resets assistance with cases and technical support We can also answer your questions about E Verify policies and procedures Form l 9 and employment eligibility We are available Monday through Friday from 8 a m to 5 p m local time except on federal holidays For Employers 888 464 4218 877 875 6028 TTY E Verify dhs gov M 775 E Verify User Manual for Employers May 2011 Page 77 of 86 For Employees 888 897 7781 877 875 6028 TTY E Verify dhs gov Our normal response time for e mail inquiries is two federal government workdays If we need more time to respond to your inquiry we ll contact you within two federal government workdays to explain why we
110. ue gt If the employee chooses not to contest click Close Case and follow steps in Section 4 2 Close Case NOTIFY EMPLOYEE OF SSA TNC SUMMARY EMPLOYER ACTION Privately notify employee of the SSA TNC Print sign and date TNC notice Instruct employee to sign and date TNC notice Keep original signed TNC notice on file with Form l 9 Provide copy of signed TNC notice to the employee Take next action based on employee decision to contest or not contest SSA TNC EMPLOYEE ACTION Confirm that the information on the TNC notice is correct Decide to contest or not contest and indicate choice on signed TNC notice Acknowledge SSA TNC case result by signing and dating TNC notice e Take next action based on decision to contest or not to contest M 775 E Verify User Manual for Employers May 2011 Page 31 of 86 REFER EMPLOYEE TO SSA After being notified of the SSA Tentative Nonconfirmation TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the Notice to Employee of Tentative Nonconfirmation also called a TNC notice An employee who chooses to contest an SSA TNC is referred to the Social Security Administration SSA E Verify generates a Referral to the Social Security Administration also called an SSA referral letter that you must provide to the employee The employee must provide this letter to SSA if he or she chooses to contest You must
111. view amp Sign af Confirm Employee Refer Employed aF Print Review amp Sign ey THE Notice Deasion Referral Leter Check for Case Status Updates This employee was referred to DHS on March 15 2010 The employee has until March 25 2010 to contact DHS E Verify will update the employee s case status by March 29 2010 E Verify will alert you to an update through the case status alert feature on the E Venty home page Be sure to log in to E Verify penodically you ll need fo close the case once it is updated with final status To reprint the DHS Referral Letter select Reprint Letter DHS Referral Letter Cheose which language to print English w Fyreprint Letter To retum to the E Verify home page click E Verify Home you created this case in error or no longer need to continue this verification click Close Case To begin a new case click New Case eve rome IMPORTANT You should ONLY close the case when E Verify provides a final case result or if you no longer need to continue to verify the employment eligibility of this employee After 10 federal government workdays E Verify will provide one of the following case results 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
112. y notify the employee of the SSA Tentative Nonconfirmation TNC case result When notified of the SSA TNC the employee chooses to either contest or not contest the case result In either case the employee acknowledges his or her decision on the Notice to Employee of Tentative Nonconfirmation also called a TNC notice When an M 775 E Verify User Manual for Employers May 2011 Page 28 of 86 employee chooses to contest an SSA TNC it means that the employee will visit a Social Security Administration SSA field office within eight federal 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 memorandum of understanding MOU If the employee chooses to accept the case result and take no further action then you may close the case in E Verify and terminate employment without penalty For more information see Section 4 2 Close Case 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 Receive SSA TNC case result gt Click Continue Enter Form 9 information gt Verification Results Close Case Employment Eligibility W ss Tentative Nonconfirmation TNC The Social Security number en
113. y to verify its employees Most E Verify participants regardless of their business size or structure are enrolled under the employer access method This access method allows a company to electronically verify the employment eligibility of its newly hired employees and or employees assigned to a covered federal contract E Verify Employer My company plans to use E Verify on behalf of its clients to verify Agent Access their employees The E Verify employer agent access method allows an individual or company to act on behalf of other companies to verify the employment eligibility of their newly hired employees and or employees assigned to a covered federal contract For more information visit www dhs gov E Verify Corporate My company has a central office that needs to manage E Verify Administrator use for all of its locations that access E Verify Access Corporate administrator access is used only for managing multiple employer accounts and doesn t allow corporate administrator users to create and manage E Verify cases For more information visit www dhs gov E Verify M 775 E Verify User Manual for Employers May 2011 Page 9 of 86 Web Services My company plans to develop its own software to access E Verify Access for The Web services access method requires a company to develop Employers software that interfaces with E Verify to perform employment eligibility or verifications of newly hired employees and or employe
114. yer Category None of these categories apply 921 EXECUTIVE LEGISLATIVE AND OTHER GENERAL 7 m 7 as a GOVERNMENT SUPPORT Vinn Edle Total Hiring Sites i View I Edit T tal Points of Contact 2 View Edit View Mou Make the required changes and click Submit Click View MOU to view the MOU between E Verify and the employer If you have trouble viewing your MOU make sure you have disabled any pop up blockers and are using the latest version of your Portable Document Format PDF viewer software IMPORTANT After clicking Submit the program administrator cannot undo any changes that have been entered without manually re entering the original information MAINTAIN COMPANY INFORMATION FIELDS There are many fields that can be updated in the Maintain Company Information field For additional information on each field see Maintain Company Information Overview NOTE Any information you update will not change your company s original electronically signed memorandum of understanding MOU M 775 E Verify User Manual for Employers May 2011 Page 70 of 86 MAINTAIN COMPANY INFORMATION OVERVIEW FIELD NAME fDEscriPTiON i Company Name Company enrolled in E Verify Physical Location Location where employment eligibility verifications are completed Mailing Address Company s mailing address If this address is different from the physical location use this field to make the necessary cha

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