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E-Verify User Manual - Messing Law Offices

1. 9 Make a copy of the signed referral letter for the package that will be sent to USCIS 10 Include in the DHL package see details for DHL Account usage and instructions later in this manual the referral letter and the photocopy of the employee s document used for matching Send the package through DHL to USCIS Verification Division 875 Frontage Rd SW Washington D C 20024 To use the DHS express courier account Register your user profile https sso dhl usa com sso register asp nav Reg Please use 799649141 as the Account Number and Zip Code 20529 Prepare to ship http Awww dhl usa com shipping shipstart asp nav PrepareShip For general information about the DHL shipping account http www dhl usa com dhs homeland index asp Forward this shipping information to all of your hiring sites USCIS will pay for the shipping costs associated with E Verify through its DHL account However participants are free to use the carrier of their choice at their own expense 1 4 2008 Page 30 E Verify User Manual Note Important Do not send original documents to UCCIS After you give the referral letter to the employee he or she has 3 Federal Government workdays from the date of referral to resolve the discrepancy in his or her case by calling a toll free number and providing the Immigration Status Verifier with his or her verification number and other information on the referral notice If the employee contacts DHS E Verify
2. 3 1 1 Overview of the Verification Process The verification process consists of a series of steps including Submitting an initial verification Viewing the results Acknowledging the employee s response Notice of Tentative Non confirmation Referring the case and Resolving the case akWN 3 2 Completion of the Form 1 9 Employers are responsible for ens uring that their newly hired employees fully complete Section 1 of the Form l 9 when hired Unless the employee attests in Section 1 of the Form l 9 that he or she is a citizen or national of the United States the employee must provide his or her Alien Number or I 94 Number Employers must complete Section 2 of the Form l 9 by examining evidence of identity and employment eligibility The employer may not specify which document s from the approved list of documents shown on the Form LO an employee may present 1 4 2008 Page 9 E Verify User Manual An employer may accept one document from List A which proves both identity and work authorization or a combination of documents from List B and List C Any List B document presented to an employer participating in the E Verify Program must contain a photograph If the employee is a noncitizen and provides an Alien Number but not a supporting immigration document you may not ask to see a document that shows the employee s Alien Number However if the employee presents a Social Security card with a legend VA
3. 1 Select Initiate DHS Referral The Confirm Employee Notification page will appear with the question Has the employee been notified of the Tentative Non confirmation Notice Two buttons also appear Notified and Not Notified 2 lf the employee has been notified of the referral select Notified The DHS referral letter will appear 3 Print the referral letter using your browser s tool bar 4 Select Close to close the referral letter 5 The employee and employer should sign and date the letter 6 Provide the referral letter to the employee e The referral letter instructs the employee on how to contact DHS 7 Check the E Verify system daily for a response 3 5 Photo Screening Tool 3 5 1 Introduction to Photo Screening In 2007 E Verify created the Photo Screening Tool in order to enable participating employers to determine whether certain documents produced during Form l 9 completion are fraudulent This new tool adds security to employers hiring processes by reducing the risk of identity theft which provides further assurance that new employees are authorized to work Employers now have the ability through a system query to match certain photographs produced by new employees when completing the Form I 9 with the photograph that appears in the records of U S Citizenship and Immigration Services USCIS The employer s conclusion concerning whether the photographs match will lead to either a final confirmation of em
4. MOU requires participating employers to 1 4 2008 Page 58 E Verify User Manual display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospective employees F Final Non confirmation If an employee s work eligibility cannot be confirmed an employer will receive a Final Non confirmation response from the Social Security Administration or the Department of Homeland Security An employer receiving a Final Non confirmation response may terminate the employment of the employee and shall not be civilly or criminally liable under any law for the termination as long as the action was taken in good faith reliance of the information provided through the E Verify system G General Users This user type performs verification queries views reports and has the capability to update their personal user profile Green Card A slang term describing the Permanent Resident Card Resident Alien Card Form 551 Many versions of the 551 are not green in color H Handbook for Employers M 274 Provides a step by step explanation of what an employer must do to meet its responsibilities under the Employer Sanctions provision of the Immigration and Nationality Act INA It also explains the responsibilities and rights of employees in the hiring and verification process and provides expanded information about how to avoid employment discrimination based on citizenship or national origin Ill
5. as soon as possible to provide them the opportunity to contest the Tentative Non confirmation The employee should continue to work during the verification process A Tentative Nonconfirmation response does not imply that the employee is not authorized to work When you receive a Tentative Nor confirmation response you should notify the employee as soon as possible and provide them with a copy of the 1 4 2008 Page 15 E Verify User Manual Notice to Employee of Tentative Non confirmation You should review the Notice with the employee and instruct him or her to provide written confirmation of their choice to contest the Notice Then you and the employee should sign the Notice File the original Notice with the employee s Form LO and give a copy to the employee Note The Tentative Non confirmation Notice is record of notification to the employee of the Tentative Non confirmation response The Notice does not provide instructions to the employee on how to contact the appropriate agency to resolve the discrepancy in his or her records If the employee contests the Tentative Norn confirmation Response it is the employer s responsibility to initiate a referral Exhibit 3 5 displays a Case Details page with a Tentative Non confirmation response Exhibit 3 5 Case Details Page with an SSA Tentative Non confirmation Response Initial Verification Last Name Nutt First Name Coc Middle initial Maiden Name Social Sccuri
6. employee s document does not match the photo supplied by E Verify At this point inform the employee of the DHS Tentative Non confirmation and give him or her the option to contest Rote Ifthe employee does not visit a SSA office or does not return the referral letter stamped and signed by the SSA the employer should resubmit the case after 10 Federal Government workdays from the date of referral To resubmit a case to the SSA begin with the Case Details page as shown in Exhibit 3 9 1 4 2008 Page 20 E Verify User Manual Exhibit 3 9 Case Details Page Prior to Resubmittal to the Social Security Administration Case Delaiis Windows Internet Explarer E E htositest uts conde tapi ontas pC NATN 07241 4421 NZ W EI KE A poo G Do whei i Cu bne Recources Tutorial Home Contact va Get a Zeon Case Vertication wm her 200724 11442172 y Cane Administration Initial Verification gt ILretual Verficatios Last Name vaughr First Name Jones Meddle Inmet Meiden Name Raia Social Security Member 00 00 0002 Date of Birth User Admanistratiom Hire Date 22005 Onizenship States Alien Rumber 1 94 Member Document Type st 6 C Doaument Doc Expiration Date Initiated By SOLPao1 Inetiated Om 08 25 gt View Cassa Marge Password gt Pwd Challenge Q amp A Change Profile Site Administration Initial Verification Results gt Add User gt View Usera irstsal Elegibulity ESA TENTATIVE NONCONF
7. 800 741 5023 Policy or Procedural Questions 888 464 4218 Assistance by E mail Employer Pilots dhs gov 1 4 2008 Page 3 E Verify User Manual 2 GETTING STARTED 2 1 Participating in E Verify E Verify is voluntary and free of charge to participating employers 2 1 1 Notifying Prospective Employees of your E Verify Participation As an employer participating in E Verify you are required to post the notice provided by DHS indicating your company s participation in the program as well as the anti discrimination notice issued by the Office of Special Counsel for Immigration Related Unfair Employment Practices in an area that is clearly visible to prospective employees Both of these notices must be posted prior to using E Verify These notices are available in the On line Resources section of E Verify Note If posting notices is impossible due to the setup of your business you may print these notices and ensure that all prospective employees receive them with their application materials 2 2 Preventing Discrimination The E Verify Rules of Use It is important that employers follow these E Verify Rules of Use very carefully e Employers may not use the system to pre screen applicants for employment e The employee must be newly hired and the Form l 9 completed before the employer initiates a verification query e Employers may not verify selectively and must follow E Verify procedures for all new hires e Employers must
8. 9 documentation The employee may choose what documentation to use when completing the Form l 9 e Employers will be required to make photocopies of the new hire s PRC or EAD cards e Employers will also be required to keep these photocopies on file with the Form l 9 for each employee e Employers may use the Photo Screening Tool only for new hires employers may not use the tool for applicants or existing employees 3 5 3 Submitting an Initial Verification using the Photo Screening Tool To submit an initial verification using the Photo Screening Tool follow these steps 1 Select Initial Verification from the Case Administration menu The Initial Verification page will appear 2 Select the status that the employee is attesting to There are 3 choices a Citizen of the United States b Lawful Permanent Resident c Alien Authorized to Work 3 Once you select the employee s status the Enter Employee Information from the Form l 9 screen will appear Here select the document the employee has provided for his her l 9 verification 1 4 2008 Page 26 E Verify User Manual 4 After selecting the document s that were provided to the employer for the Form l 9 you will enter the employee information from the form l 9 on the next screen 5 After you enter the employee s LO information a confirmation screen appears which gives you a chance to check for typos If any information has been entered incorrectly use the Back button
9. E mail Address dkistler csc com User Status 6 3 1 Modifying a User Account On the Administer Users page you may access a user s account to modify information or reset the password Note You may also delete a user account from the Administer Users page by selecting Delete User 1 4 2008 Page 44 E Verify User Manual Exhibit 6 6 displays the Administer Users page which has 2 sections View Modify User Information and Reset User Password Exhibit 6 6 Administer Users Page View Modify User Information User ID DKIS5S159 User Role General User v Last Name Kistler First Name David M I M Phone Number 202 HES 7929 ext WS Fax Number i H E mail Address dkistler csc com Reset User Password New Password Submit User Modifications Re type New Password Once you have selected the user account you want to modify update the information as needed and select Submit User Modifications In addition to modifying user information you can also reset a user s password To reset a password type a temporary password into the New Password and Re type New Password fields and select Submit User Modifications 6 4 Maintaining Employers This section provides instructions on using the Maintain Employer option to update your company s information Select Maintain Company from the Site Administration menu The Company Summary page displays
10. State consulate or embassy abroad which authorizes a non citizen to apply for admission as an immigrant to the United States This document does not grant work authorization Initial Query The first step of the automated employment verification process Initial Verification An automated query of the Social Security Administration and if necessary the Department of Homeland Security databases Results will either verify employment eligibility or require additional verification which is conducted through the E Verify system Invalid Query A resolution option for a duplicate query or incorrect data input J K L Lawful Permanent Resident A non citizen who has been lawfully granted the privilege of residing and working permanently in the United States M N Non Immigrant A non citizen who enters the United States temporarily for a specific period of time and purpose This category includes foreign government officials visitors for business and pleasure students and temporary workers No Show A response received when the employee did not contact the Department of Homeland Security to resolve his or her case and 10 Federal Government workdays have passed since the date of referral The No Show response is considered a Final Non confirmation 1 4 2008 Page 60 E Verify User Manual Notice to Employee of Tentative Non confirmation This is a computer generated notice given to an employee after a Tentative Non confirmation respo
11. a query with incorrect data Employee Not Terminated Select this option to notify DHS that you are not terminating an employee whose employment is not authorized SSA FINAL NON CONFIRMATION DHS EMPLOYMENT UNAUTHORIZED or DHS NO SHOW or who is not contesting a Tentative Non confirmation response Page 33 E Verify User Manual 4 Select Submit Resolve Case 5 The Enter Case Resolution section changes to the Case Resolution section and the Print Case Details button returns to the Case Details page 6 Note Once you have resolved a case no further changes may be made to the case 7 Select Print Case Details 8 The Case Details Report appears on another page 9 Select your browser s print option 10 Your default printer will print the report 11 Select Back on the browser s toolbar to return to the Case Details page 12 Select Close to return to the Case Summary List 13 File the report with the employee s Form l 9 Tips why You may print the Case Details Report at any time during the verification A process 3 6 1 Searching for Cases The View Cases option allows you to search for cases display a list of cases and access the details of a specific case 1 4 2008 Page 34 E Verify User Manual Exhibit 3 18 displays the Case Search page which provides several search options Exhibit 3 17 Case Search Page Enter Gase Scarch Cnitena Case Status Al Open casas O Cases Reyuiri y Activ Oacre
12. accounts at his or her site for other Program Administrators and General Users Program Administrators have the capability to view reports perform queries update profile information and unlock user accounts 3 Corporate Administrators This user type is responsible for managing multiple company accounts from a central location Corporate Administrators have the ability to unlock accounts view reports for multiple company sites as well as register and administer company sites and user accounts User roles determine which functions are available The following table shows the full navigation menu and which users have access to the various menus 1 4 2008 Page 2 E Verify User Manual Note Only functions to which a user has access appear in a user s menu navigation area Case Client User Site Reports Administration Administration Administration Administration View Reports Initial Verification Add Client Change Password Add User View Cases View Clients Change Profile View Users Maintain Employers Request Termination ad a a a ee Program X X X X x Administrator Corporate X X X Administrator Method of E Verify Designated E Verify E Verify E Verify Access Agent Designated Agent Designated Agent Designated Agent Designated Agent 1 4 Contacting DHS for Assistance If you need help operating E Verify please feel free to call the Verification Division of DHS for assistance Contact Us for Help Technical Help Desk
13. at the bottom of the screen Do not use your browser s back button If the information has all been entered correctly click the Next button It is important to always check your work typos will lead to Tentative Non confirmations and delay the verification process 6 If the employee provides documentation other than a Permanent Resident Card or Employment Authorization Card the Photo Screening Tool will not activate and the E Verify process will continue as usual If the employee presents one of the above cards and the information provided is found to match the SSA and DHS databases E Verify will present a screen asking the employer to make one of three determinations e Photo Match This response indicates the photo on the employee s document matches the photo supplied by E Verify e Photo Non match This response indicates the photo on the employee s document does not match the photo supplied by E Verify e Cannot be determined This response means that the employer is unable to determine whether the photo on the employee s document matches the photo supplied by E Verify upon query 3 5 4 Standard for Photographic Comparison USCIS recognizes that employers are not document or photographic comparison experts However because the photograph transmitted by E Verify should be the same identical photograph that appears on an employee s USCIS issued document employers should be able to determine whe
14. e Change or update their company s profile information e Terminate their company s access to the E Verify The person who registered for E Verify is automatically defaulted as a Program Administrator 6 1 Adding a User Account Employers may use the Add User Personal Information page to add a user account The user account information must include the user s role name telephone number and email address The fax number is optional Exhibit 6 1 displays the Add User page with the Personal Information section Exhibit 6 1 Add User Page with Personal Information Section Add User Personal Information User Role Last Name First Name M I Phone Number Fax Number E mail Address Next The user roles relate to what data and functions users may access They are e General Users may perform verification queries view reports and update their personal user profiles e Program Administrators may create user accounts at their sites for other Program Administrators and General Users view reports perform verification queries update profile information and unlock user accounts Note The new user must be located at the site with the Program Administrator You must enter the new user s information in the Personal Information Section and select Next E Verify will generate a User ID which will appear in the User ID field You may either accept or change this User ID This
15. he or she does not contest a Social Security Administration or Department Homeland Security Tentative Non confirmation response Employment Authorized A response received from either the Social Security Administration or the Department of Homeland Security indicating the information provided by the employer matched the information contained in the database s and work eligibility has been confirmed Employment Authorization Document EAD I 766 A document issued to non citizens who are authorized to work temporarily in the United States The document has been issued since January 1997 Employment Eligibility Verification Form l 9 Every time an employer hires any employee to perform labor or services in return for wages or other remuneration the employee and the employer must complete the Form Lo This requirement applies to all employees hired after November 6 1986 E Verify The E Verify is a voluntary program formerly known as the Basic Pilot Program in which employment eligibility of all newly hired employees will be confirmed after the Employment Eligibility Verification Form l 9 has been completed This involves separate verification checks if necessary of databases maintained by the Social Security Administration and the Department of Homeland Security E Verify Participation Notice The E Verify Notice informs perspective employees that a company is participating in the E Verify Program The Memorandum of Understanding
16. is the only opportunity you will have to modify the User ID 1 4 2008 Page 40 E Verify User Manual Note The User ID must be exactly 8 characters The characters may be letters numbers or a combination of both The User ID is not case sensitive Next enter a password in the Password and Re type Password fields You will create a temporary password using the following guidelines The password must be between 8 and 14 characters and include at least three of the following characteristics One upper case letter One lower case letter One number One special character lt gt 4 Note Passwords are case sensitive Once you have entered all of the data select Submit New User Exhibit 6 2 displays the Add User page with Enter Password section Exhibit 6 2 Add User Page with Enter Password Section Add User EnterPassword __ ean Dean Password Re type Password You the Program Administrator will need to provide the User ID and temporary Password to the user you just added When the user logs into the system for the first time he or she will be prompted to change the password Note Each user at your site a General User or another Program Administrator must have his or her own User ID and password For security purposed passwords should not be shared posted or written down 6 1 1 Viewing User Accounts This section instructs employers on how to view and delete users change or updat
17. on an employee s USCIS issued document If the employer determines that it does not a DHS tentative Non confirmation is issued and the employee is given the opportunity to contest Point of Contact Someone in your company who can be contacted on E Verify policy issues This person may or may not be 1 of the 3 user types Primary Verification Initial Query The first step of the electronic verification process Program Administrator This user type is responsible for creating user accounts at their site for Corporate Administrators and General Users They have the capability to view reports perform queries update account information and unlock user accounts Q R Referral Notice An employee contesting a Tentative Non confirmation response from the Social Security Administration or the Department of Homeland Security is provided with the appropriate agency referral notice instructing him or her to contact the Government within 8 Federal Government workdays from the date of referral to resolve any discrepancy in his or her record Refugee Any person who is outside their country of nationality who is unable or unwilling to return to that country because of persecution or a well founded fear of persecution Unlike asylees refugees apply for and receive this status prior to entry into the United States This status is covered by Section 207 of the Immigration and Nationality Act Request Additional Verification If the information re
18. perform a verification query within 3 business days of hiring a new employee e Employers may accept only those List B identity documents that contain a photograph e Employers may not use the system to re verify employment authorization e Employers must provide employees with an opportunity to challenge Tentative Non confirmation responses and may nottake adverse action against an employee while the case is being resolved e Employers may not verify employees hired before the company signed the MOU with DHS and SSA 1 4 2008 Page 4 E Verify User Manual 2 3 Protecting Passwords Every system user will receive a User ID and password For security purposes passwords need to be protected You should not e Share your password with anyone or e Post or write down your password where it can be viewed by others Passwords expire every 90 days E Verify will automatically ask you to create a new password when the old one expires However if you feel your password has been compromised you should change it immediately see Paragraph 4 1 of this Manual for step by step instructions on how to change your E Verify password If you attempt to log on with an incorrect password three times the system will lock your user account If this happens contact your Program Administrator who is able to unlock your user account 2 3 1 Forgotten Password If you forget your password and you have not set up your password challenge questions cont
19. select Edit to view and or change the information for a specific Client Company The following table lists each of the column headers and the type of information that is displayed for each of them 7 4 Updating Information for your Client Company In addition to viewing clients on the Client Company Summary List page you may also view and or update a specific Client Company s record by selecting Edit for the corresponding row for the client whose record you want to view or update This takes you to the Client Company Summary page for the selected Client Company 1 4 2008 Page 53 E Verify User Manual Exhibit 7 7 shows the Client Company Summary page which lists the Client Company s information in 5 sections with a View Edit button for each section Exhibit 7 7 Client Company Summary Page Company information Client Company Name Marks Da Company Client Company Client ID Number 11041 Physical Location Mailing Address Address 1 123 Thank you st Address 1 Address 2 Address 2 City Fairfax City State VA State Zip Code 22032 Zip Code County FAIRFAX Employer Identification Number 2345 Total Number of Employees 1to4 Corporate Parent Company NAICS Code SSL MANAGEMENT OF COMPANIES AND ENTERPRISES View Edit Total Hiring Sites View Edit Total Points of Contact View Edit View MOU and Agency Agreement To update information for one of your clients perform the following steps 1 Select Edi
20. you want to edit After entering the information select Add Update 1 4 2008 Page 48 E Verify User Manual e AClient Company Point of Contact page appears for the selected point of contact e To delete a point of contact select Delete in the same row of the point of contact that you want to delete A Delete Point of Contact page appears for the selected point of contact Select Delete POC to remove the point of contact e Select Submit Modifications to accept Exhibit 7 2 displays the Point of Contact Summary List page Exhibit 7 2 Point of Contact Summary List Page bev ANA rn hus D senn MINHA FF PAFA 10 84 27 aM Tex 6 Enter the Additional Client Company information and then select Next The North American Industry Classification System NAICS Code page appears You can e Type the Client Company s employer identification number in the Employer Identification Number field This number is also known as the Federal Tax ID Number e Type the Client Company s number of employees in the Number of Employees field e Type or select the name of a Client Company s parent or affiliated company in the Corporate Parent Affiliated Company field If there is no corporate parent or affiliated company you should leave the field blank 1 4 2008 Page 49 E Verify User Manual Exhibit 7 3 displays the Additional Client Company Information page Exhibit 7 3 Additional Client Company Information Page Gnoimpany Tnfar
21. 22 2222 27731 326 Nutt Com 0407 206 HEEELHEL MEMLPOOL O57 0 amp 2 M20 7 Previous Next t Legerd aa Case Requiring ip Cass Ir Process ee Cosed Case Octicn Note Use the scroll bars that appear along the bottom and right side of the screen when the list information extends beyond the viewing area The column headers identify the types of information that appear for each case You may view the information listed on the Case Summary List page by using the scroll bars along the bottom of the screen Youmay also change the order of the listed cases by selecting a column header For example if you select the SSN column header E Verify will sort the list in ascending order by SSN If you select the header again the list will appear in descending order by SSN You may access the Case Details page of a specific case by selecting the verification number that appears underlined in the Verification Number column When the Case Details page appears you may view the history of the case You may also use one of the command buttons that appear at the bottom of the Case Details page These buttons change depending on the status of the case however the Print Case Details button is always available 1 4 2008 Page 36 E Verify User Manual 4 USER ADMINISTRATION Employers may use the User Administration menu to change passwords and update personal profiles 4 1 Changing Your Password Passwords need to be protected therefore do not wri
22. 94 Member Document Type List B C Documents Doc Expiration Date Intisted Ev MSOLPAD Teetinted Om 08 25 Initial Verification Results Irsitiel Ekgibdity SSA Referral Referral 8y MSOLP A Referral Date Verification Response Efigibaity Rewew ond Update Employee Response Date 08 25 2007 Lasi Naomei First Name James ni Marsden Name Social Security Number 50003 0001 Date of Birth 12121960 S eet 100 e Update the information provided by the employee in the fields of the Modify SSA Information section for agreement with any changes that were made to the employee s record at the time of his or her visit to the SSA Select Submit SSA Resubmittal The Confirm SSA Resubmittal page appears with a warning message and a Submit SSA Resubmittal button Read the warning message on the Confirm SSA Resubmittal Because a case may only be resubmitted once be sure to verify that you have met the criteria for proceeding with the resubmittal Select Submit SSA Resubmittal The response will be one of the following e EMPLOYMENT AUTHORIZED e SSA FINAL NON CONFIRMATION e DHS VERIFICATION IN PROCESS Page 22 E Verify User Manual 7 Resolve the case if the response is EMPLOYMENT AUTHORIZED or SSA FINAL NON CONFIRMATION If the response is DHS VERIFICATION IN PROCESS you should check the system daily for a response 3 4 3 DHS Verification in Process A DHS VERIFICATION IN PROCESS could have the fo
23. AICS code that is 3 digits To generate a 3 digit NAICS code click on Generate NAICS Code You must select your Sector and Subsector from the drop down lists provided If there is not a code specific to your type of business select the industry that best fits your company s type of work Once the 3 digit NAICS code is generated click Accept NAICS Code and Continue to continue with the Registration process NAICS Code 721 ACCOMMODATION Generate NAICS Code Accept NAICS Code and Continue 9 Select Single Site Verification to verify a single Client Company site The Client Company Confirmation page appears e In order to verify multiple Client Company sites select Multiple Sites Verification and enter the number of hiring sites per state 10 After entering the site verification information the Client Company Summary Page appears Review the information and revise if necessary Once you have reviewed the information select Register Client Company The Client Company Confirmation appears 11 Use the Client Company Confirmation page to generate and print the Memorandum of Understanding MOU by selecting Generate MOU The MOU sets forth the responsibilities of the Client Company the Designated Agent SSA and DHS Your client should sign the Employer s section of the signature page and your company should sign the Designated Agent Section After obtaining the signatures select the Scan and Upload button to scan a copy of
24. Beware E Verify Employment Eligibility Verification Case Administration User Admanistratiom gt Care Passw gt Pwd Challenge Q amp A Change Profile Site Administration add Uses P View Usera Initial Verification Last Name vous First Name Neddle Inzest Maiden Name Social Security Member 0 000 Date of Birth Hire Gate 232005 Catizeaship States Aliena Rumber 1 94 Member Document Type Doc Expiration Date Initiated By 08 29 2007 Initial Verification Results Inwtee Ekgibdity SSA Referral Referral By MBOLPA Referral Date Verification Response 06 25 2007 Ebegibatity Reven and Update Employee Date than Resubmit Response Date Enter Case Resolution Resolve Options Subm t Resohe Case Close U S DGesarkoant of Homeland Security SS Chrenshup and lmenegretron Sarees Done 1 4 2008 Resolved Authorized Select this option when employment is authorized Resolved Unauthorized Terminated Select this option when employment is not authorized SSA FINAL NON CONFIRMATION DHS EMPLOYMENT UNAUTHORIZED or DHS NO SHOW or when there is an uncontested Tentative Non confirmation response and employment is terminated Self Terminated Select this option if an employee quits or is terminated for reasons unrelated to employment eligibility status while the verification query is in process Invalid Query Select this option if you discover that you sent a duplicate query or
25. Exhibit 2 2 shows the full menu for the E Verify and Designated Agent Program Administrator 1 4 2008 Page 7 E Verify User Manual Exhibit 2 2 E Verify and Designated Agent Menus in the Navigation Area for Program Administrators 1 4 2008 Page 8 E Verify User Manual 3 CASE ADMINISTRATION 3 1 E Verify Requirements for Use When using E Verify to verify the employment eligibility of newly hired employees users must adhere to the following requirements e Employees must be newly hired and the Form I 9 must be completed before the employer initiates a verification query Please see additional instruction on the the Form l 9 below in section 3 2 e Employers must initiate verification inquiries within 3 business days of hire for each new employee e Employers cannot verify selectively and must follow the E Verify procedures for all new hires while their company is participating e Employers cannot use the system to pre screen applicants for employment e Employers cannot go back and verify employees hired before the company signed the Memorandum of Understanding MOU with the Department of Homeland Security DHS and the Social Security Administration SSA e Employers should not use the system to re verify employment authorization e Employers must provide employees with an opportunity to challenge tentative Non confirmations and cannot take adverse action against an employee while his or her case is being resolved
26. IRNATION gt Meirteim Company veier gt Request Termine tion SSA Referral Reports Referral 8y SOLPA0t Referral Date 08 29 2007 Gau Verification Response Efigibaity Re Update Employee Response Date 06 29 2007 Invalid Case Documents for Printing fotficabon to Erroloves Refers to Soni Secunty agminration iEngizh vegan Came Date H ferrs Agmingrstion JEngish ve arral te Seog Secunty Adminrtrstion Sogneh ver ES Erroioves Be Notficabon tp Erm itees Ra Intiate SSA Resubmita Reaohe Case Close To resubmit a case to SSA perform the following steps 1 Select Initiate SSA Resubmittal on the Case Details page The Modify SSA Information section will appear on the Case Details page 1 4 2008 Page 21 1 4 2008 E Verify User Manual Exhibit 3 10 Case Details Page to Modify Social Security Administration Information Case Delaits Windows Interne Explorer e E hitosti s cone bapi raita Stu Las evento rr 0724 1421 AMZ A poeot Employment Eligibility Verification Case Verstication wm 200724114421 7002_ gt View Canes User Administration hongt Posswerd gt Pwd Challenge Q amp A r Change Profile Site Administration gt Add User P View U Done Initial Verification Last Name vaughn First Name Jones Neddle Inetiat Maiden Name Social Security Nember 020 093 000 Date of Birth 22 22 2980 Hire Date 252005 Cathreaship Status Crier National of Aliena Number 1
27. LID FOR WORK ONLY WITH DHS AUTHORIZATION then the employer may ask to see the immigration document authorizing employment Note Some older Social Security cards may have the legend VALID FOR WORK ONLY WITH DHS AUTHORIZATION If you need further information relating to Form I 9 procedures please refer to the online resource Handbook for Employers or you may call the E Verify Program at 888 464 4218 for assistance 3 3 Submitting an Initial Verification Query Once a newly hired employee has completed the Form I 9 Employment Eligibility Verification the employer may then initiate a verification query for that employee Employers must conduct this initial verificationquery within three business days of hire Note You must follow E Verify procedures for all new hires while you are participating in the program You may not verify selectively Employers use the Case Administration menu to verify employment eligibility for all newly hired employees regardless of citizenship It is also used to manage any open or closed cases The Case Administration menu provides the following 2 options e Initial Verification e View Cases Employers will enter the newly hired employee s information onto the Initial Verification page 1 4 2008 Page 10 E Verify User Manual Exhibit 3 1 displays the Initial Verification page Exhibit 3 1 Initial Verification Page nitial Verification Windows Interne Explorer OC E hitos we z
28. List 8 C Documents Doc Expiration Date Initiated By MSOLPA01 Initiated On 08 17 2007 Case Administration gt Initial Verification gt View Cases User Administration Change Password gt Pwd Challenge Q amp A Change Profile Site Administration Initial Verification Results e Add User Initial Eligibility SSA TENTATIVE NONCONFIRMATION SSN does not match Case Documents for Printing Notification to Employee Social Security Administration Tentative Nonconfirmation English version Notification to Employee Social Security Administration Tentative Nonconfirmation Spanish version Initiate SSA Referral Resolve Case gt View Users gt Maintain Company gt Request Termination Reports View Reports 3 3 2 Requesting an Additional Verification for DHS Employment Authorized Optional In the Initial Verification Results section you should make sure that both the first and last name matches the information that you provided If they do not match you should request additional verification 1 4 2008 Page 14 E Verify User Manual When you request an additional verification E Verify will forward the case to a DHS Immigration Status Verifier A message will appear at the bottom of the Case Details page within seconds indicating that the request is in process DHS usually returns a response to a request for additional verification within 24 hours of receipt however DHS has up to3 F
29. Oo OO Note The default option for the Client Company Status is Pending Registration You may use this option or select another It is important to select the correct client status in order for the system to locate a specific client or group of clients 2 Select Display Client Company Summary List The Client Company Summary List page appears 1 4 2008 Page 52 E Verify User Manual 7 3 Navigating the Client Company Summary List Page The Client Company Summary List page displays the client companies in alphabetical order by Client Company name Each row on the Client Company Summary List page displays information for a single Client Company which is identified by its company ID number The Client Company Summary List page may include multiple rows or may include only one row depending on the search criteria that you used when you performed your search Exhibit 7 6 displays a Client Company Summary List with multiple rows Exhibit 7 6 Client Company Summary List Page Previnus Next Company Client Rejection Last Ip Canaypiany MANII Siya Requested Terminalinn Hyala ral Number name Lity state Address Status Date lermination Date Hy Marks Ca Edit Uomner Gu Amas fairfax ya L IT CU Wans Z ien you st Compary Previous kent The column headers identify the types of information that appear for each Client Company and may be used to sort the list View the information on the Client Company Summary List page or
30. SEIN NA U S Citizenship m y and Immigration EV Je gratio eri Services E Verify User Manual For General Users Program Administrators and Designated Agents E Verify Program in partnership with the Social Security Administration Form M574 TATY ee tee Ts INTRODUCTION EE 1 ENN et eete le 1 12 BASIC OVERVIEW OF E VERIFY ixcusssscanasssnicennosgenaincasnesmsssspaimnansncnbnsssncinnsyneawlenasnoiacanse 1 1 3 METHOD SOF ACCESS ee date Eeer Ee 2 1 4 CONTACTING DHS FOR ASSISTANCE 2 eccecececceseceseereecseaeseeeeaceeeaeeeesaseneaeeneesasenes 3 2 GETTING STARTED EE 4 2 1 PARTICIPATING IN EVE egener 4 2 1 1 Notifying Prospective Employees of your E Verify Participation 4 2 2 PREVENTING DISCRIMINATION THE E VERIFY RULES OF US 4 2 3 PROTECTING PASSWORDS seuss ingiinssgntcnnosancetuccsiedavasspietonasbeamenagsdcinammnndunaadsccvauasancuniass 5 2 3 1 Forgotten Password E 5 2 4 E VERIFY NAVIGATION BASICS wissssscsncavsasisncsinssneasasanvasencanenconsavneneisibenesananenessiannnxnsside 6 3 CASE ADMINIS TRATION scssscsssnissnasbavncinebuesesnenndeatesaneneansbeasabedbensanssnndscansanedansabvasdiesiasasaanses 9 3 1 E VERIFY REQUIREMENTS FOR USE eege 9 3 1 1 Overview of the Verification PrOC SS cscsccescseeesresseesseesrenseesee 9 3 2 COMPLETION OF THE FORM F9 jicoinssssanicasiecasoapsnednnagnceonedasocunsapseintinivanabasaysdbesnisnaniaryss 9 3 3 SUBMITTING AN INITIAL VERIFICATION QUERY s sssssssesese
31. TE ADIN IS EEN eege ee cf 40 6 1 ADDING A ee 40 6 1 1 Viewing User Accounts 41 6 2 NAVIGATING THE USER SUMMARY LIST PAGE s ececeeceseeeeeeeeeceeeateeeeeeeeeeeteeeeees 43 6 3 EE EINEN 43 6 3 1 Modifying a User ACCOM eege 44 6 4 MAINTAINING REENEN 45 6 5 How TO REQUEST TERMINATION FROM E VERIFY PARTICIPATION 0ee 0 e e00 46 7 CLIENT COMPANY ADMINISTRATION DARBP A 47 7 4 TREIE be eet ege 47 7 2 VIEWING CLIENT INFORMATION s ssssssssseeetseettitntttettntetttnttttntttennntatntnen nenene nenene eneee 51 7 3 NAVIGATING THE CLIENT COMPANY SUMMARY LIST PAGE e ceseseeeeeseeeereeees 53 7 4 UPDATING INFORMATION FOR YOUR CLIENT COMPANY s s sssessssneeeeeeeerenenerreneneeennee 53 7 5 TERMINATING WiCUIEN EE 55 1 4 2008 Page ii E Verify User Manual 1 INTRODUCTION 1 1 Background In 1996 Congress passed the Illegal Immigration Reform and Immigrant Responsibility Act IIRIRA which required the Social Security Administration SSA and the legacy Immigration and Naturalization Service INS now the U S Citizenship and Immigration Service USCIS to initiate employment verification pilot programs Presently two programs exist to implement this mandate the Systematic Alien Verification for Entitlements SAVE program for government benefits and the Employment Eligibility Verification Basic Pilot Program recently renamed E Verify for employment authorization for all newly hired employees 1 2 Basi
32. Tn Pro ese O Reso ved Cases Case Yeriication Kumber Alien Number 1 94 Noli Social Security Number Dale Tnilial ral Frau mme die on Dale Tnilial ral Tu mm d ev yy Initiated By Lase Label Disp ay C s Sur mary Lict You are able to search by Case Status if you choose All Open Cases Cases Requiring Action Cases in Process or Resolved Cases Once you have selected the appropriate case status you may search by e Case Verification Number Alien Number l 94 Number Social Security Number Date Initiated From Date Initiated To Initiated By Select Display Case Summary List after you have entered your search terms 3 6 2 Navigating the Case Summary List Page After entering the case search criteria each row on the Case Summary List page displays information for a single case which is identified by the verification number 1 4 2008 Page 35 E Verify User Manual Exhibit 3 19 displays a Case Summary List page with multiple rows Exhibit 3 18 Case Summary List Page Gase Summary List Previous Next Case Case Yerificotion Alien I 94 Date of Last Tirst Date of Initisted Ini Status Number SSN Number Number Birth Name Name Hire Status SIS A CH SL DACH 87 PAF 777 Dn PATSEAA MAANA an Pse Fail D e2zdGnk v aIECATIOH MO P n D IN PAOCESS EMPL NES E 2OC P2291 21700 7772 77 7777 36 IC 2325 Cste Fail 0122 20 MEOLP401 07 1 AUIH ARLZ ZSA CH Z0CTZZ9LZ SCUIS Z22
33. act your Program Administrator in order to obtain a temporary password Enter the temporary password provided by your Program Administrator in the Old Password field E Verify will ask you to create a new password H the Program Administrator cannot update or unlock your password contact the Technical Help Desk at 800 741 5023 If you are a Program Administrator and you have forgotten your password contact another Program Administrator at your site If you are the only Program Administrator at your site contact the Technical Help Desk at 800 741 5023 or the E Verify Program at 888 464 4218 1 4 2008 Page 5 2 4 E Verify User Manual E Verify Navigation Basics Screens within the E Verify Program are called pages Each E Verify page has five distinct areas Exhibit 2 1 shows a typical page with each of the five areas labeled Exhibit 2 1 E Verify Home Page 7 Dn been Assourcos Tutorial Some Abowt Exit E Verify Employment Eligibility Verificatior Cease Adminstration Welcome to NA em 44 12 2807 The be D i En Pilot progam has b E Verify gt BR For questions oa F Yerity policy or procedures call 1 098 464 4218 New Syater sew gt aa e1 2e07 Ahd Haer Banner Area The Banner area contains the E Verify name and logo Options Area The Options area contains five navigational controls On Line Resources Tutorial Return to Home About and Exit 1 4 2008 If you select On Line Resources the syst
34. am Administrator may update the user s profile information change the user s password or delete the user Exhibit 6 4 displays a User Summary List page with multiple rows liser Summary list Previous Sext Isl Firs EKORUTD OU TG user 1U Lompany User Hole Name Mame Date Status Locked Un Yaz S S Change DK S5119 Genaral Usar Kiser Lavid n N Celerz See Ab d bk Password Esler Yana d S Change MSCLEUC_ ipeneralUser Scllicay Kaze H N Cells um an Par vu Var f7 5 mscipamt 7 para Sta Mare CSU emp n v East Company Adrriristretor C7336 AM Varss Program hange A p EI H N d z SYARA Company Admiristrctor Hark Sollday Password Letets Previous Anse 6 3 Deleting a User Account If a user leaves the company or will no longer access the E Verify their user account must be deleted Each row on the User Summary List page contains a Delete button which allows you to delete the user account for that row Selecting this button takes you to the Delete User page which displays the information for the user whom you wart to delete Select Delete User to delete the user s account 1 4 2008 Page 43 E Verify User Manual Exhibit 6 5 displays the Delete User Page for a specific user Exhibit 6 5 Delete User Page User Deletion Information User ID DKISS159 User Role General User Last Name Kistler First Name David M I M Phone Number 202 824 7929 Fax Number
35. appropriate option to resolve close all cases queried through the E Verify Program Resolved Authorized A resolution option for the cases where an Employment Authorization response is received Resolved Unauthorized Terminated A resolution option if a Social Security Administration or Department of Homeland Security Final Non confirmation or No Show response is received or if the employee does not contest a Social Security Administration or Department of Homeland Security Tentative Non confirmation response and is terminated S Self Terminated A resolution option if the employee has quit or been terminated for reasons unrelated to employment eligibility status while the verification query is in process SSA Resubmittal After an employee is referred to the Social Security Administration and visits one of its local offices and 24 hours have passed since they returned the referral letter to the employer the user must resubmit the case through the E Verify system to receive a final response If the employee does not visit a Social Security Administration office or does not return the stamped and signed referral letter to the employer the employer should resubmit the case after 10 Federal Government workdays from the date of referral Social Security Administration A Federal Government agency that administers a national program of contributory social insurance whereby employees employers and the self employed pay contributions that a
36. ate its records You should ask the employee what updates were made to his or her record When you resubmit the case the information is compared to SSA records and within seconds the system will return a response Note The employee is responsible for notifying the employer of any changes made to his or her Social Security Administration record A case resubmitted to the SSA could have the following results e EMPLOYMENT AUTHORIZED This response indicates that employment eligibility is verified You should resolve the case ending the verification process e SSA FINAL NON CONFIRMATION This indicates that the SSA could not verify the furnished information You should resolve the case ending the verification process If an employee provides you with the SSA referral letter initialized by aSSA representative you may want to call the SSA s toll free number 800 772 6270 to inquire about the case e DHS VERIFICATION IN PROCESS This response indicates that the non citizen s information provided to SSA matches the information contained in SSA records The case is then referred to DHS for employment eligibility verification DHS responds to most of these cases within 24 hours although DHS is permitted up to 3 Federal Government workdays to respond You should check the system daily for a response e DHS TENTATIVE NON CONFIRMATION Photo Tool Non Match This response indicates that SSA and DHS determined that the photo on the
37. bit 6 8 displays the Request Termination page Exhibit 6 8 Request Termination Page Are you sure you sant to request termination of your company s access to k Yerify Li enoninaliun Request Idurpaliur Company hame Fas Compeny Termination Requcst Date oe 2120C7 Termination Requcst Reason Rezuzs Tzr ir atio Cznze 2 Next type the reason for termination 3 Select Request Termination 4 A message will appear informing you that the E Verify office will be notified of your request to stop participating in the program 7 CLIENT COMPANY ADMINISTRATION DABP This section contains information specific to the functions of Designated Agents Please continue reading this section only if you are a Designated Agent The Client Company Administration menu is used to add a client view client information update client information and terminate a client The Client Company Administration menu provides the following 2 options 1 Add Client 2 View Clients 7 1 Adding a Client To add a client perform the following steps 1 Select Add Client from the Client Company Administration menu The Client Company Address page appears 2 Use the Facility Address section for the Client Company s physical address If regular mail is delivered to an alternate address you should also complete the Alternate Address section 1 4 2008 Page 47 E Verify User Manual Exhibit 7 1 displays the Client Company Address page E
38. c Overview of E Verify E Verify is an Internet based system operated by USCIS in partnership with SSA E Verify is currently free to employers and is available in all 50 states the District of Columbia Puerto Rico Guam and the U S Virgin Islands E verify electronically compares information contained on the Employment Eligibility Verification Form l 9 herein Form l 9 with records contained in SSA and Department of Homeland Security DHS databases to help employers verify identity and employment eligibility of newly hired employees This E Verify User Manual is designed for use by participating employers and or those who will be performing employment eligibility verifications of newly hired employees Although participation in E Verify is voluntary employers must consent to certain conditions which are detailed in this manual Note This User Manual replaces the April 2004 Basic Pilot and Designated Agent User Manual This User Manual is organized into the following chapters Introduction Getting Started Case Administration User Administration Reports Site Administration Client Administration for Designated Agents OO eS 1 4 2008 Page 1 E Verify User Manual 1 3 Methods of Access E Verify offers four possible access methods 1 E Verify Participants submit verification queries for their own company 2 Designated Agent Participants use E Verify to perform the employment verification process for other compa
39. changes immeciately Your employer may rot temnate your ermpley neat or teke adverse action against you Secaase your case has been referee to che 3594 If you do not uadecstaad what you are required to de please call the SSA toil free numser and they will assist ycu If you have questions or conces about immizration relate unfair employmert prectices you mey cal the Ces of Speciel Course for Immigratoa Feiated Unfar Imaloyment Practice Free at 1 600 258 7668 or 1 800 237 2515 TDD for the heating impaired Tha le Referrer tn 38A 06 29 2097 Name oF Er pioyer Minhs Comprarry Name of Emp over Representative Mark Soltider Phone gt Lid 112 4211 Emplever Officials Sicnatuse Date Sicred less S gneture Dat Signed 3 Print the referral letter using your browser s print option 4 Select Close to close the referral letter 5 Sign and date the referral letter 6 Instruct the employee to sign and date the referral letter 1 4 2008 Page 19 E Verify User Manual 7 Give the referral letter to the employee and instruct the employee to return the referral letter to you after the SSA representative signs and dates the letter The referral letter provides instructions about how the employee can contact the SSA 3 4 2 Resubmitting a Case to the Social Security Administration After the employee visits the SSA and notifies you of the visit you must wait 24 hours before resubmitting the case This allows the SSA time to upd
40. ded by the employee and the picture displayed by E Verify upon query As a result these types of cases will automatically be processed as secondary verifications where the decision as to a photograph match non match will be made by DHS and will be a final determination 1 4 2008 Page 57 E Verify User Manual Customer Processing System The Department of Homeland Security s database accessed by benefit issuing agencies licensing agencies other entities and employers to verify immigration and employment eligibility status D DHS Verification in Process The response given if the employee s information matches the Social Security Administration records but the Social Security Administration does not have employment eligibility information for the non citizen employee The system automatically forwards the case to the Department of Homeland Security for verification of employment eligibility The Department of Homeland Security responds to most of these cases within 24 hours but has up to 3 Federal Government workdays to respond An employer should check the system periodically for response Document Type Type of document s presented by the newly hired employee to verify identity and employment eligibility E Employee Not Terminated A closure option used when the employee is not terminated after the employer receives a SSA Final Non confirmation DHS Employment Unauthorized DHS No Show or if the employee is not terminated after
41. e Lin First Name Su Middle Inrtiak Maiden Name Social Security Number 00 00 0007 Date of Birth 03 05 1987 Hire Date 08 01 2007 Citizenship Status Lawful Permanent Residert Alien requeed Alien Number OD 1 94 Number Cord Number MSC Document Type 1 55 Doc Expiration Date Initiated By TOONBFOL Initiated Om 68 29 2007 Case Administration gt Areal Verification gt Vien Caves User Administration gt Change Password gt Pwd Challange Qaa gt hoege Profile Site Administration gt Add User Initial Verification Results Last Hamer LIN First Names Su Ve X Wern Usa Ur weem e Expire Dato INDEFINITE Maia Compeny gt Request Termination Reports Vien Reports f Enl Initial Eligibility EMPLOYMENT AUTHORIZED Case Documents for Printing Gass Details Resohe Case Close or meret The initial eligibility statement will be one of the following responses e EMPLOYMENT AUTHORIZED This response indicates you checked YES indicating a Photo Match and that employment eligibility is verified You may now resolve the case See above exhibit e TENTATIVE NON CONFIRMATION This response indicates you checked NO indicating the photo did NOT match The employer must notify the employee of the Tentative Non confirmation response and refer him or her to DHS if he or she 1 4 2008 Page 28 E Verify User Manual contests You may not take adverse action against the em
42. e user information and reset user passwords The View Users option allows you to view and maintain user accounts 1 4 2008 Page 41 E Verify User Manual Select View Users from the Site Administration menu in order to access the User Search page Exhibit 6 3 displays the User Search page which provides several search options Exhibit 6 3 User Search Page Enter User Search Criteria User Role all Roles Program Administrators General Users User Status all O Locked Password Change Required User Last Name First Name Phone Number E mail Address Display User Summary List You may search for a user by selecting the person s User ID from the User List If you are searching by user name you may type up to 30 alphabetic characters hyphens and spaces allowed You can also enter a partial name and use the percent sign before or after as a wildcard character For example to find all users whose name begins with JU you would enter Ju in the First Name field The search results would include users with names such as June Juan or Juanita After entering the search criteria select Display User Summary List This takes you to the User Summary List page 1 4 2008 Page 42 E Verify User Manual 6 2 Navigating the User Summary List Page Select the User ID you want to view On the View Modify User Information Screen the Progr
43. e also includes the information 1 4 2008 Page 31 E Verify User Manual on the case in the order in which it was entered or supplied by the system It is recommended that you print the case information for your records Exhibit 3 16 shows the Case Details page for a case that may be resolved Exhibit 3 15 Case Details Page Initial Verification Iasi Naime Hd Firs bar Middle Initial Maiden Name Social Security Number 222 223 2222 Date of Dirth IF IL 19Z6 Hire Date Od CT Z00E Citizenship Status Titzer or Netional Alien Numbcr L 94 Number Die umrul Type Fist gt Cna mra ds Din Fnpmiroalim Dale initiated By CLD UI Initiated Un Jej LAUL 7 Jnilial Yerilicaliun Resulls Tuilial Fliyihility REA TENTAT YF NON CONFORMATION Gah Joes rot mata RSA Referral Referral By MS SLEAU Heferral Date Jeiz YUL 7 Case Ducumerils fur Prinliny Cas gt Dis lritiac ESA Recucmital Resotve Sase To resolve a case perform the following steps 1 Display the Case Details page if it is not already displayed 2 Select Resolve Case 3 In the Enter Case Resolution section select the appropriate resolve option Exhibit 3 17 displays the Enter Case Resolution section with the resolution options 1 4 2008 Page 32 E Verify User Manual Exhibit 3 16 Case Details Page with Resolution Options Case Deiatts Windows Internet taplerer OC E Mtns iitect techs conde hip aeta Sta Seet sre 0724 14421 ANT WR
44. ederal Government workdays to respond Exhibit 3 4 shows the Case Details page prior to submitting a request for additional information Exhibit 3 4 Case Details Page Initial Verification Last Name Ester First Name Paul Middle initial Maiden Name Social Sccurity Number WF 77 7777 Date ot Birth 05 30 1925 llire Date 02 22 2004 Citizenship Status Citizen or Nationa of the United Stetes Alien Marrabyer 1 94 Number Document Type Lst B Z Docunencs Doc Expiration Date Initiated By HS HAL initiated Un 03 1 70 Initial Verification Results Initial Eligibility EMTLOYMEN AUTHORIZED Case Documents for Printin Cose Deta s Recove Case Close To request an additional verification perform the following steps 1 Select Request Additional Verification A Comments field and the Submit Additional Verification button will appear on the Case Details page 2 Type the reason for the additional verification request in the Comments field 3 Select Submit Additional Verification An updated Case Details page will appear and the verification response will be DHS VERIFICATION IN PROCESS 4 Check the system daily for a response 3 4 Notifying an Employee of a Tentative Non confirmation Response A Tentative Nonconfirmation response indicates neither SSA and nor DHS were able to confirm that the employee s personal information matches SSA and or DHS records It is the employer s responsibility to contact the employee
45. eeiererereeeerereetsterenerrnnsnereneneee 10 3 3 1 Viewing the Results of an Initial Verification 2 ccccccececeeeseeseeeetteees 14 3 3 2 Requesting an Additional Verification for DHS Employment Authorized E te 14 3 4 NOTIFYING AN EMPLOYEE OF A TENTATIVE NON CONFIRMATION RESPONSE 15 3 4 1 REFERRING AN EMPLOYEE TO THE SOCIAL SECURITY ADMINISTRATION 18 3 4 2 Resubmitting a Case to the Social Security Administration 20 3 4 3 DHS Verification ITF OCS SS pistes vtec issnsslea ol sees eege 23 3 4 4 Referring an Employee to the Department of Homeland Security 23 3 5 PHOTO SCREENING El 25 3 5 1 Introduction to Photo EE eg 25 3 5 2 Rules for Use of the Photo Screening Tool 26 3 5 3 Submitting an Initial Verification using the Photo Screening Tool 26 3 5 4 Standard for Photographic COMPALSISON cccccccccececeecsseseersetesseeenetees 27 3 5 5 Viewing the Results of a Photo Verification scsccccceeeeseeserseeseeees 28 1 4 2008 E Verify User Manual TABLE OF CONTENTS 3 5 6 Referring an Employee to the Department of Homeland Security 29 Page i E Verify User Manual 3 6 TRESOEVING CASES E 31 36 7 Searching e e 34 3 6 2 Navigating the Case Summary List Page 35 4 USER ADMINISTRAT ION EE 37 4 1 CHANGING YOUR PASSWORD EEN 37 4 2 UPDATING YOUR PROFILE cicculsvavovetta dais cveneadesteivan ites natin emusic cena 38 5 TRE POR eer 39 5 1 GENERATING PRINTING AND SAVING HERORTS 39 6 SI
46. egal Alien A foreign national who 1 entered the United States without inspection or with fraudulent documentation or 2 who after entering legally as a non immigrant violated status and remained in the United States without authorization Immigrant A non citizen who has been lawfully granted the privilege of residing and working permanently in the United States Immigration and Nationality Act of 1952 INA The Act INA which along with other immigration laws treaties and conventions of the United States relates to the immigration temporary admission naturalization and removal of non citizens Immigration Reform and Control Act of 1986 IRCA Public Law 99 603 Act of 11 6 86 which was passed in order to control and deter illegal immigration to the United States Its major provisions stipulate legalization of undocumented 1 4 2008 Page 59 E Verify User Manual non citizens who had been continuously unlawfully present since 1982 legalization of certain agricultural workers and sanctions for employers who knowingly hire undocumented workers and increased enforcement of U S borders Immigration Status The legal status conferred on a non citizen by immigration law Immigration Status Verifier ISV A Department of Homeland Security employee who has the responsibility for verifying immigration and employment eligibility status for SAVE customers Immigrant Visa A document issued by a United States Department of
47. em will display additional information relating to employment verification including the E Verify Participation Poster the Right to Work Poster and the E Verify User Manual If you select Tutorial the system will display the Web based tutorial lf you select Return to Home the system will display the E Verify home page If you select About the system will display a link to an E Verify Web page with contacts for assistance If you select Exit the system will log off from E Verify and display the Verification Information System Logon page Page 6 E Verify User Manual Note To exit the E Verify system you should always select Exit from the Options area otherwise the system will consider you logged on Message Area Although the Message area does not appear on every page it often displays the results of an action For example the Message area may display a page reference when there are multiple pages In addition the Message area will display each case s verification number News Ticker The News Ticker contains information affecting employment verification and related articles Navigation Area The Navigation area contains menus that list various options Selecting an option from a menu is the first step of a task or function and displays the page that is needed for completion The menus that are available depend on your role General User or Program Administrator and which version of the E Verify you are using
48. erification of a new hire who has used a Permanent Residence Card I 551 or a Employment Authorization Document 766 The employer is now required to enter the card number in the first data entry field when typing in the employee s information for verification Common prefixes for the card number are WAC SRC or EAC Some old cards i e Resident Alien Cards do not have numbers so if your employee s card does not have a number on it please enter all zeroes in that field like this 0000000000000 Case in Continuance The Department of Homeland Security needs more than 10 Federal Government workdays to resolve acase The employee continues to work until a definitive answer is received from the Department of Homeland Security Case Verification Number The Case Verification Number is a unique number returned by the E Verify system Employers participating in the E Verify Program are required to record the case verification number on the employee s Form l 9 or to print the screen containing the case verification number and attach it to the employee s Form l 9 Corporate Administrator This user type can only view reports for the site where they are physically located They can also update their personal user profile Could Not Be Determined An employer would select could not be determined when they are unable to determine whether there was a photographic match non match based on a comparison of the document provi
49. es not mean that you are not work authorized or that the information you provided is incorrect There are many reasons why a work authorized employee could be the subject of a tentative nonconfirmation The tentative nonconfirmation means however that you must contact the SSA to resolve the situation if you wish to continue your employment You have a voluntary choice You may Contest the tentative nonconfirmation or you may choose to Not Contest the tentative nonconfirmation If you Contest this tentative nonconfimation you must contact the SSA By contesting your employer will refer your case through E Verify and provide you with a referral notice that will el you how to contact the SSA You will be provided Federal government work days from the date of that referral notice to resolve your situation with SSA At the SSA office you may nave to provide additional information or documents that will permit the SSA to notify your employer that you are work authonzed During the 8 Federal government work days your nmployer may not terminate your employment or take adverse action against you based upon your employment eligibility status or because you have chosen to contest the tentative aonconfimmation If you do Not Contest the tentative nonconfirmation you are making a choice voluntarily to give up your opportunity to correct the tentative nonconfinnation If you do not contest the ventative nonconfirmation it automatically becomes a final nonconfirma
50. f the system was unable to process the user profile updates the user should update his or her profile later If the second profile update attempt fails contact the Technical Help Desk at 800 741 5023 5 REPORTS Employers may use the Reports menu to generate and view reports as well as print and save reports The Reports menu provides the following option View Reports 5 1 Generating Printing and Saving Reports You can choose from a selection of pre defined reports and set parameters for the generation of the various reports To generate a report perform the following steps 1 Select View Reports from the Reports menu The Report Selection page will appear 2 Select the appropriate report and view the description if necessary the description will appear on the lower half of the page 3 Select Next The Report Parameter Data Entry page will appear with fields for the parameters and a Run Report button 4 Enter the parameters for the selected report Refer to the table on the previous page s for the list of appropriate parameters 5 Select Run Report The report will appear as an Adobe Portable Document Format PDF file 6 Select the Print icon to print the report 7 Select the Save icon to save the report 1 4 2008 Page 39 E Verify User Manual 6 SITE ADMINISTRATION Program Administrators use the Site Administration menu to e Add General Users and other Program Administrators located at their site
51. ferred to the Department of Homeland Security for a replacement card Anti discrimination Notice The Anti discrimination Notice is published by the Office of Special Counsel for Immigration Related Unfair Employment Practices Department of Justice and provides information to employees concerning discrimination in the workplace The E Verify Memorandum of Understanding requires participating employers to display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospective employees 1 4 2008 Page 56 E Verify User Manual Arrival Departure Record Form I 94 A document issued to non citizens when admitted into the United States Some of these forms are stamped to indicate work authorized status The Form l 94 contains an 11 digit Admission Number which may be used as part of the Primary Query verification process if the non citizen employee does not have an Alien Registration Number Asylee A non citizen already in the United States or at a port of entry who is granted asylum in the United States based on race religion nationality or membership in a particular social group or political opinion This status is covered by Section 208 of the Immigration and Nationality Act INA Asylum Asylum may be granted to a person who is unable or unwilling to return to his or her country of nationality because they fear persecution B Cc Card Number A new field of entry in the initial v
52. ident or Legal Permanent Resident A non citizen who has been lawfully granted the privilege of residing and working permanently in the United States Permanent Resident Card Form l 551 DEC 1997 Issued by the former INS after December 1997 this card is the current version given to Permanent Resident Aliens The document is valid for 10 years In this version of the l 551 the card title was changed from Resident Alien to Permanent Resident Card Photo Screening Tool During the verification query employers match the photographs on certain documents provided by new employees when completing the Form LO with the photograph that appears in the records of U S Citizenship and Immigration Services USCIS photo screening tool is triggered only when a new hire produces a Permanent Resident Card Green Card 551 or an Employment Authorization Card 766 for their LO documentation Photo Match The photograph on the employee s document matches the photograph supplied by E Verify The photograph transmitted by the E Verify should be the same identical photograph that appears on an employee s USCIS issued document employers should be able to determine whether or not the photographs do match 1 4 2008 Page 61 E Verify User Manual Photo Non match The photograph on the employee s document does not match the photograph supplied by E Verify The photograph transmitted by E Verify should be the same identical photograph that appears
53. ion ot Marks Da Company Clicnt Company s access to E Ycrity Client Terrninalivn Request Infunmnoliun Client Compony Name Marks Da Company Tlisnt Cer pans Employer Identitication Number 2345 Lity fairfax Stater ME Corporate Parent Company MOU Gan Date 03 16 2037 lermination Request Date UZELA lermination Request Reason Zen est Client Teni winn Sanrel To terminate a client perform the following steps 1 Select Terminate in the row for the client you need to terminate from the E Verify Program on the Client Company Summary List page The Request Client Company Termination page appears 2 Type the reason for the termination in the Termination Request Reason field 3 Select Request Client Termination 1 4 2008 Page 55 E Verify User Manual Glossary A Acceptable Documents for Verifying Identity and Employment Eligibility Documents designated for determining employment eligibility under the Immigration amp Nationality Act INA are listed in the Handbook for Employers M 274 Part Eight pages 20 and 21 The list has been modified since the publication of the Handbook List A now includes only the following 1 an Unexpired Expired United States Passport 2 an Alien Registration Receipt Card with a photograph or Permanent Resident Card Form 551 3 an Unexpired Foreign Passport with a Temporary 551 stamp or attached Form I 94 indicating unexpired employment authorization and 4 an Unexpired Employ
54. l letter will also appear see Exhibit 3 8 Exhibit 3 8 SSA Referral Letter E VERIFY Notification to the Employee REFERRAL TO THE SOCIAL SECURITY ADMINISTRATION Name oF Emp oyee Vaughn Steven Soc al Securty Number SSN 900 00 0022 Morth Yezt of Bith 0171950 Reason bn Re eral Tx SSN dies nm mekt I S8N is invalid 5 S98 sed tor conn U 3 Cienia E J388 rerund does nat varity Other Reesor E J384 sed ta eren dete Thes enpliyer is K W it ir a pital projet with the Socal Se 3 9 AC um 38A sn the Deiratueg of Hometand Ser mily to verify enploymen eligihitiy mars Am mx dat when vun ample eted the Fema 1 9 When youn rm mit wit imeal tr SSA records 334 ce dit rona Ihat vin wirk shiy ite Par the veasem showr ahne You Tasen fo cunt st SCC lenik alive mt mm mbrna Am Te ag ele eum im den o een ai Pie em aen yen vim avided zu wuer au i meer z mur visit ie SSA tates vum vase Wher am visit BEA you was d eng proof of y wir age ideality etal iivensbip on aben star You aust st tent omignial Arem Please vel SSA at 1 800 772 1213 RAN 325 0778 TIM fin tie en meer d you have ety questo or um fied oot Ihe Jura of the nemesi 334 uMi It is your responsibility to visit SSA within 8 Tederal Government work days from today te clarify your employment eligibility status TAKI TINS FORM WITII YOU TO SSA If as a r of your visit to ESA any of the information you gave your employer changes you must netify your empleyer of those
55. llowing results e EMPLOYMENT AUTHORIZED This response indicates that employment eligibility is verified and the case can be resolved e DHS TENTATIVE NON CONFIRMATION This response indicates that employment eligibility could notbe verified so the employee must be notified of the response and referred to DHS if he or she contests e DHS TENTATIVE NON CONFIRMATION Photo Tool Non Match This response indicates that SSA and DHS determined that the photo on the employee s document does not match the photo supplied by E Verify At this point inform the employee of the DHS Tentative Non confirmation and give him or her option to contest e CASE IN CONTINUANCE This response indicates that DHS needs more than 10 Federal Government workdays to resolve employment eligibility You must wait until a DHS provides a definitive response before resolving the case Note The employee continues to work during the verification process 3 4 4 Referring an Employee to the Department of Homeland Security If DHS sends a DHS TENTATIVE NON CONFIRMATION response you must notify the employee within 3 Federal Government workdays By agreeing to participate in E Verify you must provide the employee a copy of the Notice to Employee of Tentative Non confirmation review it with him or her and explain the right to contest the Tentative Non confirmation or risk being fired After you have explained the referral letter to the employee ask the emplo
56. matinn Client Company Name Marks Da Comaany Client Comaany Virw t Edit Client ID Number 1104 hysical Location Mailing Address Address 1 123 Thark ycu sz Address l Address z Address 2 fily ett fax Fily State vA Stote Zip Code 22022 Zip Codc Lounty FRE AN Finployer Vales fy alinn Nailer 7345 Total Number of Cmployecs 1t34 Corporate d Parcent Company NAICS Code JIL FANAGCMCONT OF COYP4NICS AND CNTCRFRISCS view Udit Total Hiring Sites 1 view Edt Total Points of Contact Belun u Gan a zs Y ew MOU wid Asp Suggest 7 If you know the NAICS Code enter the code and select Accept NAICS Code and Continue The Hiring Sites page appears If you do not know the NAICS Code select Generate the NAICS Code 8 The NAICS Code an industry classification system is a 6 digit code that represents the following information Sector first 2 digits Subsector third digit Industry group fourth digit NAICS industry fifth digit United States industry sixth digit Note E Verify requires only a three digit number be entered for the NAICS Code up to the subsector 1 4 2008 Page 50 E Verify User Manual Exhibit 7 4 displays the NAICS Code page Exhibit 7 4 NAICS Code Page If you know your company s 3 digit North American Industry Code System NAICS code please enter it and click Accept NAICS Code and Continue If you do not know your NAICS code you must generate a N
57. ment Authorization Document EAD issued by the Department of Homeland Security which contains a photograph Form I 766 List B and C are unchanged from those stated in the Handbook but list B documents presented to an employer participating in the E Verify Program must contain a photograph Admission Number or l 94 Number An 11 digit number that is found on the Arrival Departure Record Form l 94 Alien Non citizen Any person who is not a citizen or national of the United States Alien File A File The history file containing data and documentation pertaining to an individual non citizen An A File is created when any one of several Department of Homeland Security actions occur for example application for permanent resident status Alien Registration Number A Number Alien ID Number or Alien Number A unique 7 8 or 9 digit number assigned to a non citizen at the time his or her A File is created Alien Registration Receipt Card Form I 151 This card was introduced in 1946 and issued to lawful permanent residents Through 18 years of various revisions it remained primarily green in color causing it to become known as a green card As of March 20 1996 the Form 151 is no longer acceptable as evidence of lawful permanent resident status If a non citizen is in possession of a Form 151 it does not revoke his or her lawful permanent resident status however the document itself is expired and the applicant should be re
58. n addition the SAVE program conducts the E Verify program that enable employers to quickly and easily verify the work authorization of their newly hired employees W X Y Z 1 4 2008 Page 64
59. nies e To become a Designated Agent you must register and sign a Memorandum of Understanding MOU with SSA and DHS Once approved as a Designated Agent you must register the employer s who agrees to have your company perform the employment verification on its behalf An MOU must be signed by the Designated Agent the employer USCIS and SSA before a Designated Agent may begin the verification process for its clients employers 3 Corporate Administrator E Verify Corporate Administrators have the capability to register maintain and oversee companies under the jurisdiction of their Corporate Offices Corporate Administrators cannot perform employment verification queries In order to perform verification queries for your Corporate Office you will need to register for participation in the E Verify Program 4 Web Services The Web Service access method allows your company to extract information from your existing system or an electronic Form l 9 and transmit the data to SSA and USCIS to verify the employment authorization of newly hired employees The Web Services access method requires your company to develop software to interface between your system and the USCIS database There are three types of user roles 1 General Users This user type performs verification queries views reports and has the capability to update his or her personal user profile 2 Program Administrators This user type is responsible for creating user
60. nse has been received from the Social Security Administration or the Department of Homeland Security If an employee contest the Tentative Non confirmation response he or she must contact the appropriate Government Agency to resolve the discrepancy to continue employment An employee has 8 Federal Government workdays to resolve his or her case O P Parolee A non citizen applying for admission to the United States may be paroled into the United States under emergency conditions or when the non citizen s entry is determined to be in the public interest Parolee status is covered by Section 212 of the INA Passport Any travel document issued by competent authority showing the bearer s origin identity and nationality if any which is valid for the entry of the bearer into a foreign country If this document is used for Form l 9 purposes it must be unexpired with either an 551 stamp or an attached Form l 94 indicating unexpired employment authorization Password Each person performing verification queries should have his or her own password The password provided to a new user is temporary and should be changed A password must be between 8 and 14 characters and include 3 of the following 4 characteristics an upper case letter a lower case letter a number and a special character i e lt gt A user will be required to change his or her password every 90 days and will be prompted by the system to do so Permanent Res
61. ontact your Program Administrator who will give you a temporary password When you log on next enter your old password which is the password that your Program Administrator provided The system will prompt you to create a new password 4 2 Updating Your Profile Each person with access to E Verify has a user profile that includes his or her name telephone number fax number and e mail address Users should update this information whenever necessary using the Change User Profile page Exhibit 4 2 displays the Change User Profile page which is used to change your profile Exhibit 4 2 Change User Profile Page Enter User Profile Information User ID MSOLPA401 Last Name Solliday First Name Mark M I Phone Number i11 bin pmm Fax Number H E mail Address msollida csc com Submit User Profile Changes To update your profile perform the following steps 1 Select Change Profile from the User Administration menu The Change User Profile page will appear 2 Add information or edit the fields as necessary An asterisk next to a field indicates that it is a required field 1 4 2008 Page 38 E Verify User Manual 3 Select Submit User Profile Changes The Change User Profile Results page which contains the confirmation message and your profile information will appear 4 Review the confirmation message to see whether the request for profile updates was successful I
62. oyer would enter the Alien Number A1234567 as 001234567 7 Select the type of document s presented by the employee as shown in Section 2 of the Form l 9 from the Document Type drop down list 8 Type the expiration date for the presented document s if applicable in the Document Expiration Date field Enter the date in mm dd yyyy format Slashes must be included in the date field 9 Select Submit Initial Verification The Confirm Initial Verification Information page will appear 10 Review the information you entered and select Submit Initial Verification If necessary you may return to the previous page to edit the information by selecting Back The Case Details page will appear and the verification number will appear in the Message area The Case Verification Number is a unique number returned by the E Verify system Employers participating in E Verify are required to write the Case Verification Number on the employee s Form l 9 or print the Case Details page which consists of the Case Verification Number and attach it to the employee s Form l 9 E Verify analysts use Case Verification Numbers to assist employers in researching queries therefore it is important for employers to retain this number for their records 1 4 2008 Page 13 E Verify User Manual 3 3 1 Viewing the Results of an Initial Verification Within seconds of submitting an initial verification the Case Details page appears displaying
63. ployee based on the Tentative Nor confirmation until it is resolved This response does NOT indicate the employee is not authorized to work e DHS VERIFICATION IN PROCESS This response indicates that you could not determine if the employee s photo on his or her document matched the photo displayed in E Verify The system automatically refers these cases to DHS for additional photo verification You should submit a copy of the employee s document to DHS using either the scan and upload function in the system or the express courier provided by DHS DHS responds to most of these cases within 24 hours of receiving a copy of the employee s document You should check the system daily for a response You may not take adverse action against the employee because additional verification is required To notify an employee of a Tentative Non confirmation or DHS Verification in Process response you must follow the procedures discussed below in Section 3 5 5 3 5 6 Referring an Employee to the Department of Homeland Security If the employee contests a USCIS TENTATIVE NON CONFIRMATION or DHS VERIFICATION IN PROCESS response you must refer him or her to DHS to resolve the discrepancy in his or her record You must provide the referral letter to the employee The referral letter provides specific instructions on how to contact DHS to resolve the discrepancy in the employee s record Failure to provide the letter to the employee may constitute unlawful di
64. ployee contests an SSA TENTATIVE NON CONFIRMATION response you must refer the employee to the Social Security Administration to resolve any discrepancies in their record You must also provide a referral letter to the employee which will provide employees with specific instructions on how to contact SSA to resolve any discrepancies The employee has 8 Federal Government workdays from the date of referral to resolve the discrepancy in his or her case by visiting his or her local Social Security Administration office The employee should take the SSA referral letter and any documentation proving his or her status to the local SSA office After the employee visits the SSA you must wait 24 hours to resubmit the case If the employee does not notify the employer of the SSA visit or did not visit the SSA you should resubmit the case after 10 Federal Government workdays of the referral date To begin the referral process begin with the Case Details page displayed in Exhibit 3 7 Exhibit 3 7 Case Details Page to Initiate an SSA Referral l Emol t Eligibility Verificati Ondine Resources Tutorial Home About Exit H npioymen igibility Verification E Verify eee Veri Case Y erification Number 2007229120430UG Case Administration Initial Verification gt Initial Verification Last Name Nutt First Name Coco kamt Cases Middle Initial Maiden Name Petes Social Security Number 222 22 2222 Date of Birth 07 31 1926 User Administration Hi
65. ployment eligibility or a Tentative Non confirmation This newPhoto Screening Tool is triggered only when a new hire produces a recent version of the Permanent Resident Card Green Cara I 551 or an Employment Authorization Card I 766 for their l 9 documentation Exhibit 3 12 shows an example of a Permanent Resident Card PERMANENT RESIDENT CARD NAME CRITTENDEN LEE W CTUSAOD2Z 235456791 EACI73S005S3S465 lt lt 4910040M9411014CAN lt lt lt lt lt lt lt lt lt e lt lt 9 CRITTENDEN lt lt LEE lt W lt lt lt lt lt lt lt lt lt ecc lt 1 4 2008 Page 25 E Verify User Manual Exhibit 3 13 shows an example of an Employment Authorization Card US DEPARTMENT OF HOMELAND SECURITY U 5 Oifiecestdp aad Leenigration Services EMPLOYMENT AUTHORIZATION CARD The perwee ieutified is authorised ze sark ie the US fer the sal of bt cond ame VOID VOID V dan W On Ss A 000 000 376 NI st gt rA NORYALID FOR REENTRY TO US CARD VALID FROM O1 01 50 Ce 01 01 50 3 5 2 Rules for Use of the Photo Screening Tool It is important that you follow these rules on the use of the Photo Screening Tool e Employers are required to use photo screening when a new hire presents a DHS issued Permanent Resident Card or Employment Authorization Card as his her LO documentation e Employers may not require non citizens to use Permanent Resident Cards PRC or Employment Authorization Cards EAD for their l
66. r Employee Information from Form 1 9 gt Initial Verification Alien Number i E gt View Cases 1 94 Number Jser Administration Last Name gt Change Password First Name Required Last Name must be between 1 and 40 alphabetic _ characters Numbers and special characters are not allowed Spaces hyphens and quotes are not allowed gt Pwd Challenge Q amp A Middle Initial gt Change Profile EES Maiden Name Site Administration Social Security Number At the bottom of each page there are command buttons In addition to the command button s specific to the displayed page some of the pages associated with a task or function may contain one or more of the following buttons Back Next or Cancel The Back button will take you to the previous page The Next button will take you to the next page The Cancel button will stop a task and return you to the E Verify system home page Note On certain pages selecting Cancel takes you to the previous page To submit an initial verification perform the following steps 1 Select Initial Verification from the Case Administration menu The Initial Verification page will appear 2 Type the employee s name exactly as it appears in Section 1 of the Form l 9 in the Last Name First Name Middle Initial and Maiden Name fields For assistance in recording compound and hyphenated names select the View Instructions for Entering link located to the right of
67. rd Meb piiuktd sote v HE WE e Bimavencxen D E mm Dptoe 23 d Qu tne Resources Tutorial Mowe Contact we fait E Verify Employment Eligibility Verification SSS SEC Cane Administration Enter Employee Information from Form IT 9 gt wti a Alsen Number 1 94 Number User Admanistratiom Lest Name gt Crange Password ee gt Pwd Challenge Q amp A Middle Tomat Change Profile EE EEN Maidan Manic Site Administration gt Add Usos Social Security Number P View Usera Date of Berth ee ae men dl yyy Hire Date lt _ Wat eeh yy yy Reports Doc Expiration Date gt View Reports Request Tomino tos Case Label Back Next US Cepertmant of Momslend Secarhy Wis Citcsmaltie and Amber aan Service Employers may obtain the data to fill in the Initial Verification Page fields from the employee s Form l 9 When entering data onto a page you may type it directly into a field select an option button or select from a field s drop down list If there is an asterisk to the right of a field s text box then the field is required In addition each text box in the content area has a helper text feature When you place your cursor over the box the helper text gives you a brief explanation as illustrated in Exhibit 3 2 1 4 2008 Page 11 E Verify User Manual Exhibit 3 2 Helper Text E Verify Employment Eligibility Verification Li 1 case Administration Ente
68. re pooled in special trust funds The Social Security Administration and the Department of Homeland Security are jointly conducting the E Verify Program T Tentative Non confirmation The employee information was compared to Government records and could not be confirmed This does not mean that the employee is not work authorized or that the information provided was incorrect The employee must contact either the Social Security Administration or the Department of Homeland Security to resolve the discrepancy in order to continue employment U 1 4 2008 Page 63 E Verify User Manual U S Passport Document issued by the Department of State to United States Citizens and Nationals User ID Each person performing verification queries should have his or her own User ID The User ID is a system generated alphanumeric ID which the Program Administrator can accept or change when adding a new user The User ID must be 8 characters and may be letters numbers or a combination of both A User ID is not case sensitive V Verification Division The Verification Division is responsible for administering Department of Homeland Security verification programs involving customer access to the CPS database The Verification Division administers the SAVE Program itself which enables federal state and local benefit issuing agencies to obtain immigration status information needed in order to determine applicants eligibility for many public benefits I
69. re Date 04 07 2006 Citizenship Status Citizen or National of the United States gt Change Password Alien Number 1 94 Number gt Pwd Challenge Q amp A Document Type cai Documents Dor Expiration Date SE Initiated By MSOLPA01 Initiated On 08 17 2007 Change Profile Site Administration Initial Verification Results gt add User Initial Eligibility SSA TENTATIVE NONCONFIRIMATION gt View Users SSN does not match gt Maintain Company gt Request Termination Case Documents for Printing AAN a Case Details Reports ee e Notification to Employee Soci al Security Administration Tentative Nonconfirmation English version View Reports Notification to Employee Social Security Administration Tentative Nonconfirmation Spanish version Initiate SSA Referral 1 4 2008 Page 18 E Verify User Manual To refer an employee to the SSA perform the following steps 1 Select Initiate SSA Referral The Confirm Employee Notification page will appear with the question Has the employee been notified of the Tentative Non confirmation Notice Two buttons will also appear Notified and Not Notified 2 If the employee has been notified of the Tentative Non confirmation and has signed the Notice to Employee of Tentative Non confirmation then select Notified When you select the Notified button the Case Details page will appear with the Referral Date field and the Submit SSA Referral button The SSA referra
70. rovide one of the following responses e EMPLOYMENT AUTHORIZED e DHS EMPLOYMENT UNAUTHORIZED For either of these responses you should resolve the case which ends the verification process If the employee does not contact DHS to resolve his or her case and 10 Federal Government workdays have passed since the date of referral the system automatically provides the following response e DHS NO SHOW The DHS NO SHOW response is considered a Final Non confirmation You should resolve the case ending the verification process To begin the referral process begin on the Case Details page displayed in Exhibit 3 11 Exhibit 3 11 Case Details Page Case Verification Number 2UWU723Z1ULTLISSN Initial Yerificatien Last Warne Taste First Maas Steven Mac Jailial R Moxa Han Sozia Zeene Shuber 277 70 77 Zete of Bath OLOL Osc Awe Date USSU Uaumerskap sahs aiken Joarhorsxe to Morr Aber 3x Mi rigue Slien Hunbe 1 04 Hunbe 28374651587 Sucureal Typa 1 766 Due Ispita un Dale L2L207E Intiaed Br MSOLPAgl inctiaced Ox ie S54 Referral ZefarzAl Sy Refarval I ite 354 Resubmdttal ast Warne First Hars Mil Jaitial Maxa Han sona Seege Dharber zte of Bath inctiaced Br inctiaced Mix Resubmittal Verification Results Senit y Verification Response ZLetzcb e DZ Verification in Process Respemre Date 1 4 2008 Page 24 E Verify User Manual Summary To refer an employee to DHS perform the following steps
71. scrimination Also you must send a photocopy of the documentation that the employee provided to you You may do this by using the scan and upload function found in E Verify or you may mail a copy of the document along with a copy of the employee s referral letter to the USCIS address below U S Citizenship and Immigration Services Verification Division Attn Status Verification Unit 490 L Enfant Plaza East SW Suite 8001 Washington DC 20024 To refer an employee to DHS perform the following steps 1 4 2008 Page 29 E Verify User Manual 1 Select the Initiate DHS Referral button The Confirm Employee Notification page appears with the question Has the employee been notified of the Tentative Norn confirmation Notice Before continuing you will be asked to confirm whether you have notified the employee or not by selecting either Notified or Not Notified 2 Select Notified if the employee has been notified of the Tentative Non confirmation and has signed the Notice to Employee of Tentative Non confirmation 3 The Case Details page appears with the Referral Date field and the Submit DHS Referral button added The DHS referral letter appears 4 Print the referral letter using your browser s print option 5 Select Close to close the referral letter screen 6 Sign and date the referral letter 7 Instruct the employee to read sign and date the referral letter 8 Give the referral letter to the employee
72. t in the corresponding row for the client you need to update on the Client Company Summary List page The Client Company Summary page appears 2 Select View Edit for the section that you want to update 3 Modify the information on the corresponding page Company Address page Point of Contact Summary List page Additional Client Company Information page NAICS Code page Client Company Hiring Sites List page Each of these pages contains a Submit Company Modifications button 1 4 2008 Page 54 E Verify User Manual 4 Select Submit Company Modifications The Client Company Summary page appears 5 Repeat Steps 2 to 4 for each section you want to update 6 Select Return to Company List The Client Company Summary List page appears 7 5 Terminating a Client If you wish to terminate a client s participation in E Verify use the Client Company Summary List Page to initiate this request After selecting Terminate in the corresponding row for the client whose account you want to terminate the Request Client Company Termination page appears for the selected Client Company Note Ifthe Client Company has more than one site participating in the E Verify Program and all sites are dropping out you must go through this process for each of the Client Company s sites Exhibit 7 8 displays the Request Client Company Termination page Exhibit 7 8 Request Client Company Termination Arc you sure you want to rcqucst terminat
73. te down passwords or share them with anyone If you feel that your password may have been compromised change it immediately Exhibit 4 1 displays the Change Password page Exhibit 4 1 Change Password Page Old Password New Password Re type New Password Submit Password Change To change your password perform the following steps 1 Select Change Password from the User Administration menu The Change Password page will appear 2 Type your current password in the Old Password field 3 Type your new password in the New Password field The system will not all you to reuse your previous 6 passwords A password must e Beat least 8 characters in length but no more than 14 characters e Include 3 of the following characteristics e One uppercase letter e One lowercase letter e One number e One of the following special characters lt gt 4 Type your new password in the Re Type New Password field 5 Select Submit Password Change A confirmation message will appear 6 View the confirmation message e lf the system processed the password change then use the new password for the next E Verify session 1 4 2008 Page 37 E Verify User Manual e If the system was unable to process the password change due to user error carefully repeat the steps for changing your password e lf the system was unable to process the password change try changing your password later e f you forget your password c
74. the signature page Then Note You may only verify the employment eligibility of employees hired after signing the MOU 7 2 Viewing Client Information Employers will find an overview of client information on the Client Company Summary List page When accessing this page you may include all your clients or instead group them by their status Pending Active Terminated Request Termination or Rejected Or you may list just one company or perhaps all those associated with a particular parent or affiliated company 1 4 2008 Page 51 E Verify User Manual Exhibit 7 5 shows the Client Company Search page which is used to generate the Client Company Summary List page Exhibit 7 5 Client Company Search Page Enter Cent Company Search Criteria Company DD K umber Ulient Company Name 7 City State sa Address 1 Crpmroalr Z Parral Company client Company Status rencirg Reaiszrat 07 C Silive Cum a Hz equest lerm nator Term nated C gt ejected Bon Cicplay Cliant Conpary Sumnary Ls To view client information perform the following steps 1 In the Navigation area select View Clients The Client Company Search page appears You can search by the following criteria e Company ID Number Client Company Name City State Corporate Parent Affiliated Company Client Company Status o Pending Registration Active Companies Terminated Rejected All
75. the Last Name field 3 Type the employee s Social Security number as it appears in Section 1 of the Form l 9 in the Social Security field You have 3 options for entering an SSN with spaces without spaces or with hyphens 4 Type the employee s date of birth as it appears in Section 1 of the Form F9 in the Date of Birth field Enter the date in mm dd yyyy format Slashes must be included in the date field 5 Type the date when the employee was hired as it appears in Section 2 of the Form l 9 in the Hire Date field Enter the date in mm dd yyyy format Slashes must be included in the date field 1 4 2008 Page 12 E Verify User Manual 6 In the Citizenship Status field select the appropriate citizenship residency or work authorization status as indicated in Section 1 of the Form l 9 e f you select Lawful Permanent Resident the Alien Number is a required field e f you select Alien Authorized to Work the Alien Number or I 94 Number depending on which number was provided by the employee is a required field Alien Numbers vs l 94 Numbers 2 Alien numbers consist of nine digits or less whereas I 94 numbers consist of eleven digits Because the Alien Number field requires a nine digit number add leading zeros if the Alien Number is less than nine digits Alien numbers are preceded by the letter A but do not type the letter A into the Alien Number field For example an empl
76. the current information for your company Each section of this page may be modified by selecting View Edit in the section you want to update i e Name and Location Contacts Additional Information NAICS and Total Hiring Sites Make the required changes and submit the modification for updating 1 4 2008 Page 45 E Verify User Manual Exhibit 6 7 illustrates the Company Summary page Exhibit 6 7 Company Summary Screen Campany Intormation Company Kame Marts ilomaany hysical Location Mailing Address Address 1 123 Main Zreck Address 1 Address z Address z City ony towr City Slale a gt Stale Zip Code 12345 Zip Code County SPOCHE Fmpluyer Tir aai f alinn Naviialee er 111171 Total Number of Cmployecs 20 to 93 Corporate f Parent Company Marks Corpcration NAICS Code 721 ACCIFPMODS IN irs y M it Total Hiring Sites iew sExtt lotal Points of Uontact Views Exit 6 5 How to Request Termination from E Verify Participation You may request termination of your company s participation in the E Verify Program In order to Request Termination follow these procedures 1 Begin by selecting Request Termination from the Site Administration menu Selecting this option takes you to the Request Termination page Note If your company has more than one site using the system and the entire company is dropping out then each site must go through this process 1 4 2008 Page 46 E Verify User Manual Exhi
77. the results in the Initial Verification Results section of the page The initial eligibility statement will be one of the following responses e EMPLOYMENT AUTHORIZED This response indicates that employment eligibility is verified and the case may be resolved e SSA TENTATIVE NON CONFIRMATION This response indicates that the employee s Social Security information could not be verified The employee must be notified of the Tentative Non confirmation response and referred to SSA if he or she contests e DHS VERIFICATION IN PROCESS This response indicates that the non citizen s information provided to SSA matches the information contained in SSA records The case is then referred to DHS for employment eligibility verification DHS will respond to most of these cases within 24 hours although some responses may take up to 3 Federal Government workdays You should check the system daily for aresponse Exhibit 3 3 shows the results of an initial verification query Exhibit 3 3 Case Details Page Empl t Eligibility Verificati On line Resources Tutorial Home About Exit H a E Verify mployment Eligibility Verification Case Verification Number 2007229120430UG Initial Verification Last Name Nutt First Name Coco Middle Initial Maiden Name Social Security Number 222 22 2222 Date of Birth 07 31 1926 Hire Date 04 07 2006 Citizenship Status Citizen or National of the United States Alien Number I 94 Number Document Type
78. ther or not the photographs do match Employers should determine if the photograph transmitted by E Verify reasonably appears identical to the photograph on the USCIS issued document produced to complete the Form l 9 Employers must recognize that 100 percent certainty is not required to determine that the photographs are identical For example employers should account for minor variances in shading and detail between the two photographs based upon the following non exhaustive list of factors e The age and wear of the employee s DHS issued document and e The quality of your computer monitor 1 4 2008 Page 27 E Verify User Manual e Whether you are comparing the E Verify generated photograph with a copy or faxed copy of an employee s document 3 5 5 Viewing the Results of a Photo Verification Within seconds of submitting photo verification the Case Details page will appear and display the results in the Initial Verification Results section of the page Exhibit 3 14 displays the Initial Verification page with a sample photograph F Case Details Microsoft Internet Explorer Fie Edt vem Favorites Tods Hep Ze Gan QO DAG Pow germ OC m OAS Z nn El Leute est ve omw ebt Cas eet als zept Mun 2007Z L14L1OLNQ y DE Dis z Verbe Rarources Tutorial Home Contact Us Ext D z J ibili ferification E Verify Employment Eligibility Verificatior Case Verification Number Z007241141101MQ Initial verification Last Nam
79. tion That means that your employer may terminate you immediately as an unauthorized employee Ifyou do not sontest the tentatsye nonconfirmation a legal presumption is created that your employer is in violation of the lew if it continues your employment f you have questions or concems about immigration related unfair employment practices you may call the Office of Special Counsel for lmmigration Related Unfair Employment Practices voll free at 1 200 255 7683 os 1 200 237 2515 TDD for the hearing impaired choose to check one Contest the tentative nonconfirmation 1 understand that must contact the Social Security Administration within 3 Federal Government work days from the date shown on the referral notice which is to be provided by my employer Not Contest the tentative nonconfirmation I choose voluntarily to give up my opportunity to conect the tentative nonconfinmetion I understand that my voluntary choice not to contest the tentative nonconfirmation authorizes my employer to terminate my employment immediately Signature of Employee Date E VERIFY NOTICE TO EMPLOYEE OF TENTATIVE NONCONFIRMATION loyer s Certification certify that this employer has received a tentative nonconfismation relating to the employee whose name and signature appear above and that the employee has made the choice indicated I also certify that the employee has executed and signed this document that the employee s choice to the best of my knowledge
80. turned from the Department of Homeland Security database is different from the information provided by the employee on the Form F9 this feature provides the employer an option to provide additional information on the employee s case to the Department of Homeland Security requiring a further search of the case Resident Alien Card Form I 551 AUG 1989 This card was introduced in August 1989 and was the first Resident Alien Card to contain an expiration date The card was issued to both conditional and lawful permanent residents Valid only for a limited period of time 2 years from the date of admission adjustment for conditional permanent residents and 10 years from issuance for lawful permanent residents The expiration date indicates when the card expires and must be renewed It does not indicate that the non citizen s status expires The expiration date is stated on the front of the card This version is rose colored with a blue logo It was modified in January 1992 when a white box was added behind the fingerprint 1 4 2008 Page 62 E Verify User Manual Resident Alien Card Form 551 JAN 1977 This card was introduced in January 1977 and phased in over a period of time Although this card is no longer issued it is valid indefinitely In addition to the photograph the 551 will contain the bearer s signature and photograph This card was issued to lawful permanent residents Resolve Case This feature allows the user to select the
81. ty Number 222 22 2222 Date ot Birth 07 31 1926 lire Dote 04 07 2006 Citizenship Status Cizizen or Nationa of the United Stetes Alien Narubrer 1 94 Number Document Type Lst B C Documencs Doc Expiration Date initiated Hy MSO_PALL initiated Un 03 17 407 Initial Veritication Results Initial Eligibility SSA TENTATIVE NONCONFIRMATION SS does nat etch Case DucumenLs for Printing D uch CH uti H iv Gabun man iain nliale SSA Refenal Resu ve Case Cluse To notify an employee of a Tentative Non confirmation response follow these steps 1 Select View Tentative Non Confirmation and Print Non confirmation Notice The Notice to Employee of Tentative Non confirmation will appear See Exhibit 3 6 1 4 2008 Page 16 E Verify User Manual Exhibit 3 6 SSA Tentative Non confirmation Notice E VERIFY NOTICE TO EMPLOYEE OF TENTATIVE NONCONFIRMATION Employee Name Nutt Coco SSN 222 222 2222 Date of Tentative Nonconfirmation 08 17 2007 Agency Providing Tentative Nonconfirmation Social Security Administration This employer is participating in a pilot project with the Social Security Administration SSA and the Department of Homeland Security to verify employment eligibility information you provided when you completed the Form 1 9 When your information was compared electronically to government records SSA could not confirm that you are eligible to work im the United States This tentative nonconfirmation do
82. was a knowing and voluntary choice and that the ployee has not been coerced or pressured in any way by this employer regarding his or her choice whether to contest the tentative nonconfirmation Name of Employer Marks Compans Signature of Employer Representative Date 2 Print the Notice to Employee of Tentative Non confirmation using your browser s print option 3 Instruct the employee to check the space to the left of either Contest or Not Contest 4 Instruct the employee to sign and date the Notice in the Signature of Employee area 5 Sign and date the Notice in the Signature of Employer Representative area 6 Give a copy of the signed Notice to the employee 7 File the original signed Notice with the employee s Form l 9 1 4 2008 Page 17 E Verify User Manual 8 If the employee contests the SSA Tentative Non confirmation response you must refer the employee to the SSA to resolve his or her employment eligibility The employee should continue to work while eligibility is being resolved 9 If the employee does not contest the Tentative Non confirmation response resolve the case See Resolving Cases Section 3 6 below e Employment may be terminated without the company being civilly or criminally liable for the termination as noted in Article Il Section C Responsibilities of the Employer 6 in the Memorandum of Understanding 3 4 1 Referring an Employee to the Social Security Administration If the em
83. will provide you with one of the following responses e EMPLOYMENT AUTHORIZED e DHS EMPLOYMENT UNAUTHORIZED For either of these responses you should follow the procedures described below to resolve the case which ends the verification process 3 6 Resolving Cases The final step in the employment verification process is to resolve the case Resolving cases will e Remove cases from your screen and e Assist DHS with maintaining statistics on the E Verify program If you do not resolve your cases the system will indicate that you have cases requiring action and that some of those cases need to be closed You may resolve a case under the following circumstances e When the SSA response is either EMPLOYMENT AUTHORIZED or SSA FINAL NON CONFIRMATION e When the DHS response is EMPLOYMENT AUTHORIZED DHS EMPLOYMENT UNAUTHORIZED or DHS NO SHOW e When the employee does not contest a response of SSA TENTATIVE NON CONFIRMATION or DHS TENTATIVE NON CONFIRMATION e When the employee quits or been terminated for reasons unrelated to immigration status while the verification query is in process e When a duplicate case or case with incorrect data was entered into the system you should resolve as an invalid query After you resolve the case the Case Resolution section appears on the Case Details page which includes the case resolution the User ID of the person who resolved the case and the date of resolution The Case Details pag
84. xhibit 7 1 Client Company Address Page Company Information Company Name np Physical Location this is not the mailing address This is the location where the verification queries will be performed Address 1 np Address 2 City State ALABAMA Zip Code E E County Parish v Mailing Address Provide if different from physical location Address 1 Address 2 City State Zip Code LL Enter Additional Information Employer Identification Number also known as Federal Tax ID Number gt Total Number of Employees Bes including full time part time and seasonal employees of the site s being verified for Corporate Parent Company OR p Enter Corporate Parent Company Nea 3 Enter the Client Company s name and address information and then select Next The Client Company Point of Contact page appears 4 Type the Client Company s point of contact information and then select Add Update POC The Point of Contact Summary List page appears 5 Update the point of contact list information if necessary and then select Next The Additional Client Company Information page appears e To add another point of contact select Add to add a point of contact A blank Client Company Point of Contact page appears After entering the information select Add Update e To edit and existing point of contact select Edit in the same row of the point of contact whose information
85. yee to indicate on the Notice whether or not he or she contests If the employee contests the DHS TENTATIVE NON CONFIRMATION response you must refer him or her to DHS in order to resolve the discrepancy in the employee s record You must provide the referral letter to the employee which provides specific instructions for the employee on how to contact DHS in order to remedy their records Instruct the employee that he or she has 8 Federal Government workdays from the date of referral to resolve the discrepancy in his or her case by calling a toll free number and providing the Immigration Status Verifier with his or her verification number and other information on the referral notice Both you and the employee will sign the notice Before filing with the employee s Form l 9 provide a copy to the employee 1 4 2008 Page 23 E Verify User Manual Note When employees do not contest the DHS Tentative Non confirmation employers can terminate employment without being liable for civil penalties Information about resolving cases is discussed below in Section 3 6 The toll free telephone number provided to employees listed on the E Verify Referral Notice is staffed by Immigration Status Verifiers located in Los Angeles California Their office hours are 7 00 AM until 5 30 PM Pacific Standard Time The toll free number is 888 897 7781 The toll free fax number is 888 265 0999 If the employee contacts DHS the E Verify system will p

E-Verify User Manual - Messing Law Offices

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