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E-Verify User Manual for Designated Agents

1. 93 DHS No SHOW AOE 54 5 2 ili 4 ror 99 Close Case Statements sssssssssssssssesssesseeee esee nnn 96 o9 CaSe AICS E 58 M 776 E Verify User Manual for Designated Agents E Verify Open Gases to be CIoSO0 oso tert ue ieu Shiv sscre Vv Rc Ea Ea Viva PU PIN SENE bdre cr Fa ie Cases with New Updates cc ccc cece c eee e cence ee ee tenes sse esee Work Authorization Documents Expiring cesses 6 0 CASE REPORT S e E 6 1 Corporate Overview of Pilot Usage csssssssssss mn 6 2 Sic ICI WC Ors RE TE TT 6 3 Mi IS COMA RN IEEE T E 7 0 USER ACCOUNT ADMINISTRATION eene nennen nnne nennen 7 1 BI 1 E EE TTE 7 2 User ID and Password Creation cccccccccce eens eee eee e tees seat eeaeeneeeaeeeaeeeanes Reset or Change PaSSWOld ccccccceee ence eee e cnet esse eee eene nnns f Update User Profile Information 00 cece cece cece eee eee eee ee eea ee eeaeeeeaeeeeaeees 8 0 MY COMPANY PROGRAM ADMINISTRATORS eee 8 1 Add New USO v isaecuxaeduvahak Vad s rekexxswbetdiaddaxv Aun d dEXEAN LE DES Vandas deut MR dax d FK RR ded 8 2 MAURO dpeEE m E Reset User s aS WONG eu idu REERUbEM NEN UU v Ea ON Dus uPE DO Dd ad EU REND E DPDNe dis BrcicsB gieesb pe 8 3 My COMPANY MEER TETTE Maintain
2. My Company Edit Company Profile Add New User View Existing Users Close Company Account Click View Edit in the Total Hiring Sites section of the Company Summary page Company Information Company Mamm M Comp Miner Edit Company ID Humber Doing Business Ag DBA Narr DUNS Number Physical Location Mailing Address Address 1 Jan Sheel Address 1 Address 2 Address 2 City Meng York Cite State iv State zip Code TORFI ap Code County Additional Infarmatian Employer Identification Number Total Humber of Employees Parent Organization Anmministratar Organization Designation Employer Category HAIS Code Be2 JuSTICE PUBLIC ORDER AND SAFETY ACTIVITIES Mew Edit Total Hiring Sites 4 Total Points of Contact Vitr Edit Click Add to add hiring sites for a new state Select the state from the drop down list enter the number of hiring sites then click Update gt To edit the number of hiring sites in a state where the company currently has hiring sites click Edit next to the state whose number of hiring sites you wish to edit Change the number of hiring sites and then click Update gt To delete a state from the company s hiring site list click Delete next to the state you want to remove Confirm that you want to remove the state and all of its hiring sites by selecting Delete Site gt Click Next to submit modificati
3. My Company Edit Company Profile Add New User View Existing Users Close Company Account Click View Edit in the Total Points of Contact section of the Company Summary page to modify this information The Points of Contact Summary page opens Company Information Company Name ARC Company View Edit Company ID Number 13882 Doing Business As DBA Mame DUNS Number Physical Location Mailing Address Address 1 Main Street Address i Address 2 Address 2 City Hew York City State HY State Zip Code 10041 zip Code County HEW YORK Additional Information Employer Identification Number g Total Number of Employees 500 to gg Parent Organization Administrator Organization Daslgnatlan Employer Category Hane of these categories apply NAICS Code 822 JUSTICE PUBLIC ORDER AND SAFETY ACTIVITIES View Edit I Total Hiring Sites 4 Vins f Eii Total Points of Contact 1 View Edili gt Points of contact summary page list Click Add to add a new point of contact gt Click Edit after adding the new point of contact s information or modifying an existing point of contact s information The updated Points of Contact Summary List page will appear Click Delete to delete a point of contact The updated Points of Contact Summary List page will appear Page 75 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Points of Conta
4. 2009 025 View Cases r EN The effective date of the final rule requiring certain j Net Federal Co read more gt Add Mew Client 1 View Existing Clients Verify Employee Edit Profile p 1 Change Password For help with E Verify call Change Security Questions 888 464 42 18 mycompany or e mail us at E Verify dhs gov Edit Company Profile Add New User View Existing Users Case Alerts You Must Take Action Clase Company Account View Reports Open Cases _ 1 Cases with My Resources to be Closed y New Updates View Essential Resources j Work am Authorization Docs Expiring n Take Tutorial View User Manual Contact Us US Deparment of Homeland Securty weew dhs goy US Citizenship and immigration Services vww uscis gov Accessb ty Download Viewers Area 1 displays the E Verify logo and the telephone number for Customer Support 888 464 4218 Area 1 also includes a quick shortcut to begin the verification process By clicking the green Verify Employee button you may begin the verification process Area 2 contains E Verify News which includes important updates on E Verify information affecting employment verification and best practices and current events Page 5 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Area 3 contains E Verify navigation options which are identified in the Area 3 Navigation Overview Selecting a navigation menu link is t
5. E Verify User Manual For Designated Agents June 2010 Seer U S Citizenship NU and Immigration Te Services Wu Us TY 40 eo M 776 E Verify User Manual for Designated Agents EE gratte spe SECO 3 D PA NN x USA t zr z z ee MM e 1Np st NI I uM TABLE OF CONTENTS UE ad oie e 1 1 Background amp OVEIVICW ccccce eee e eee e eee ence ence eens eme me menn nnns 4 4 1 2 Basic Website NavigatiOn cccccceece eee e eee eee eeeeeseeeesseeesseeeesseeesseeeeeseeeenes 9 7 9 1 1 3 E Verify Participation Enrollment vs Registration ccccceeeeeeeeeeeeeeeeens 1 4 Overview of User Roles csssssssesssssseeseee eene emen enne 1 5 User Rules amp ResponsibilitieS c cece ccc cece cence cece eee ee eee ee eeaee tease eeaeeeas 0 1 6 Privacy and Security Statement cccccecece cece sees sees eeeeeeeeeeeessnesanenanens 12 7b Ae 6 8 ERR ee eee es 13 2 1 eiiis 13 2 2 Maintain Client Information cesses emm 19 Company Information Fields sess 21 2 3 View Client MOU iisissssssssennee eee nennen nnne nennen enn enn 22 2 4 Terminate Client Participation ccc cece cece cence cence eeneeeeeeeeeaeeeeaeeenaeeenaes 23 3 0 INITIAL VERIFICATION scene enne 24 3 1 Form l 9 and E Verify ssssssssss eere nee rene nrr rens 24 3 2 O
6. E Verify is an Internet based system operated by DHS in partnership with SSA that allows participating employers to electronically verify the employment eligibility of their newly hired employees E Verify works by electronically comparing the information on an employee s Form Il 9 with SSA and DHS records to verify the identity and employment eligibility of each newly hired employee At this time an employer can verify the employment eligibility of only one person at a time within E Verify All new temporary seasonal and rehire employees must be entered into E Verify individually E Verify is free and the best means available to determine the employment eligibility of new hires and the validity of their Social Security numbers SSNs E Verify is currently available in all 50 states the District of Columbia Puerto Rico Guam and the U S Virgin Islands Page 4 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 1 2 BASIC WEBSITE NAVI GATI ON All E Verify users need to be familiar with the website navigation links The figure below provides a screen shot of the Designated Agent user web page The navigation links within each area vary depending upon the user E Verify Welcome User ID Last Logen Employment Eligibility Verification E Verify Sample DASAMPPA 40 19PM 04 19 2010 Log Out Home Welcome to E Verify q E Verify News vi 2 New Casa E s Federal contractor rule delayed until May 2
7. Process Overview Page 44 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify NOTIFY EMPLOYEE OF DHS TNC PROCESS OVERVIEW gt Receive DHS TNC case result and click Continue to proceed with the notification process inter Form ta informatio sous Employment Eligibility W pus Tentative Nonconfirmation TNC The employee s infomation did not match U S Department of Homeland Security DHS records This does NOT mean that the employee is not authored to work in the United States however addibonal action s required b To begin TNC process click Continue If you created this case in error or no longer need to continue this verification click Close Case 9 To return to this case at a later me click Save Case and Exit o Save Case and Exit Continue Inform the Client employer of the DHS TNC Complete the following steps listed on the screen above 1 Select to print the DHS TNC Notice in either English or Spanish Confirm that the name and SSN listed on the top of the notice are correct Print the DHS TNC Notice Send the DHS TNC Notice to the employer as soon as possible and instruct them to review the DHS TNC Notice privately with the employee instructions are found on page one of the DHS TNC Notice Instruct the employer to have the employee indicate whether he or she will contest the DHS TNC on the DHS TNC Notice Instruct the employer and the employee to sign
8. e Provide copy of signed DHS Referral Letter to employee EMPLOYEE ACTION e Sign and date DHS Referral Letter e Contact DHS within eight federal government workdays e DHS instructs employee on the next steps Page 51 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 4 5 SSA CASE IN CONTINUANCE amp DHS CASE IN CONTI NUANCE A SSA or DHS Case in Continuance indicates that the employee has visited a SSA field office and or contacted DHS but more time is needed to determine a final case result The reason SSA DHS needs more time is unique and varies with each situation The Designated Agent must check E Verify daily for case status updates Employers cannot terminate or take adverse action against the employee while SSA DHS is reviewing an employee s case Enter Form l 9 nronmatiom P Verification Results Close Case P d F d Employment Eligibility Y SSA Case In Continuance E Verify needs additional time to verify the employment eligibility of this employee The employee should continue to work until E Verify provides a final response E Verify will alert you to an update through the case status alert feature on the E Verify home page Be sure to log in to E Verify periodically you ll need to close the case once it is updated with a final status Once DHS and or SSA have updated E Verify one the following case results shows For DHS CASE IN CONTI NUANCE EMPLOYMENT
9. 2 Certification on Form l 9 The E Verify case can be created before the employee begins work for pay as long as the employee has accepted an offer of employment and Form l 9 is complete In these situations the date you should enter into the hire date field in E Verify is the date you create the case in E Verify You cannot enter a future date in the hire date field Section 2 Employer Review and Verification To be completed and signed by employer Examine one document from List A OR COLE ONE document fi GM List 5 amd ene jf QN List C EL cied en the FEYETI E of this for ffl and record me title number kd expiration date if amy of the documents List A OR List B AND List C Document tile lasuing authority Document 8 F Expiration Date i any CERTIFICATION I attest under penalty of perjury that I have examined the document s presented by the above named emplovee that the above listed document s aprysar to be genuine and to relate to the employee named that the emplovee began employment on montl day vear and ihat to the best of my knowledge the employee is authorized to work in the United States State employment agegges may omit the date the employee began employment 5agnarure of Emplgifer or Authorized Representative Print Mane Employees hired before November 6 1986 are neither subject to Form l 9 nor verification through E Verify To create a case in E Verify take the information that the empl
10. AUTHORIZED Section 3 5 DHS FINAL NONCONFIRMATION Section 5 1 For SSA CASE IN CONTINUANCE EMPLOYMENT AUTHORIZED Section 3 5 SSA FINAL NONCONFIRMATION Section 5 1 REVIEW AND UPDATE EMPLOYEE DATA Section 4 2 DHS VERIFICATION IN PROCESS Section 4 3 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY DESIGNATED AGENT ACTION e Check E Verify for case result updates e Close Case CLIENT ACTION e NONE EMPLOYEE ACTION eee eee ee ew ew we ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ewe ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew S Page 52 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 5 0 FINAL CASE RESOLUTI ON To complete the E Verify process every case must receive a final case result and be closed 5 1 FINAL NONCONFIRMATI ON FNC A Final Nonconfirmation means that a final case result has been provided and the Designated Agent must close the case There are three Final Nonconfirmations FNC These include SSA Final Nonconfirmation e DHS Final Nonconfirmation DHS NO SHOW SSA FINAL NONCONFI RMATI ON AND DHS FINAL NONCONFI RMATI ON A SSA or DHS Final Nonc
11. Agents These include Corporate Overview of Pilot Usage User Audit Report and User Report This section provides direction on how to create each of these reports in E Verify All reports are accessed from My Reports and selecting View Reports 6 1 CORPORATE OVERVIEW OF PILOT USAGE The Corporate Overview of Pilot Usage report displays the number of cases created by your company within a fiscal year If your company has not created any cases during the fiscal year a report will still appear with a total of zero This report is available to Program Administrators only To create a Corporate Overview of Pilot Usage Report follow the steps outlined in the Corporate Overview of Pilot Usage Report Overview gt Select Corporate Overview of Pilot Usage Select a report Corporate Cwerview of Pilot Usage User Audit Report User Report This report displays the number of cases initiated by your company within a fiscal year It your company has not initiated any quent during the fiscal year they wall stil appear on fhe repari wih zero dolals This report is valable t Corporate Administrators and Program Adrinistratars Cancel gt Select Next gt The screen below will be shown Page 61 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Enter Report Parameters Report Corporate Overview of Pilot Usage This repart displays the number of cases initiated by
12. Closed ri New Updates L Docs Expiring Page 58 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Case Alerts can also be accessed gt From My Cases select View Cases Empl t Eligibili mployment Eligibili Te Home My Cases New Case New Case View Cases View Cases Determine your search criteria click Search Search Cases view All Open Cases gt Case Status Open Cases Cases With New Updates Closed Cases Work Authorization Docs Expiring Cases In Process Open Cases to be Closed Case Venfication Humber Social Security Humber Alien Humber 1 84 Humber Employer Case ID Initiated By Date Submitted From Month Day Year To Month Day Year OPEN CASES TO BE CLOSED Any case created in E Verify and assigned a Case Verification Number must be closed The Open Cases to be Closed Case Alert provides quick access to all cases that need to be closed Features of this tab include Sort cases by status last name first name case number or Hire Date A quick link to each case by clicking on the Case Number CASES WITH NEW UPDATES The Cases with New Updates Case Alert is a quick link to all cases that have had a change in case result All interim case results must receive a final case result and be closed This Case Alert is an easy way to manage these cases Page 59 of 88 M 776 E Verify User Manual for D
13. Company Information Fields ccccceeee cence eee e eee eeeeeeaeeeaeeeae eens Updating Points of COntact 0c cece ccc e eee eee eee ence sees mmm Updating North American Industry Classification System NAICS Code faeta zie ono i08scccesvesatuscctexeccsiteennsbendevacescatosesdebtdeces ceaanesbavendauseaedeeesieksess Add New Hiring Site S ccccccceeeceeeceeeceeseeeeeeeeeeeeeseeeeeeeseeesersneranerags Close Company ACCOUNL cccccce ence naan eee ease ease sme eme me nennen easy 9 0 RESOURCE AND CONTACT INFORMATION seen enne GLOSSARY A M 776 E Verify User Manual for Designated Agents 59 59 60 61 61 62 63 65 65 65 67 68 69 69 70 71 72 73 74 74 76 78 80 81 82 TANTA EN i Q 2 z I E v T gt e yp st a SEC ty a ME VieTw 1 0 INTRODUCTI ON Welcome to the E Verify User Manual for Designated Agents This manual provides guidance on E Verify processes and outlines the rules and responsibilities for Designated Agents enrolled in E Verify All users must follow the guidelines set forth in the Designated Agent Memorandum of Understanding MOU and the rules and responsibilities outlined in this User Manual For the purpose of this manual the term Designated Agent means any U S company corporation or business entity that is providing the service of verifying employees as a t
14. Eligibility W pus verification in Process E Verify needs additional time to verify the employment eligibility of this employee This case has been referred to DHS for further verification No action is necessary at this point Check back periodically for a case status update The employee should continue to work until E Verify provides a final response Check E Verify case results daily for changes DHS has three federal government workdays to respond Follow the next step based on the case result provided After the three federal government workdays a DHS Verification in Process will provide one the following case results EMPLOYMENT AUTHORIZED Section 3 5 DHS TENTATIVE NONCONFIRMATI ON Section 4 4 DHS CASE IN CONTINUANCE Section 4 5 Page 43 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Each result requires a different action to continue or close the case by following the steps outlined in the corresponding case result section Every case must be closed SUMMARY DESIGNATED AGENT ACTION e Check E Verify daily for case result updates e Follow next steps based on case result provided CLIENT ACTION e NONE EMPLOYEE ACTION 4 4 DHS TENTATIVE NONCONFI RMATI ON TNC A DHS TNC results when the information submitted to E Verify does not initially match with the DHS database A DHS TNC does not mean that the employee is not authorized to work in the Unit
15. If the Alien Number is less than 9 digits add leading zeroes Although Alien Numbers are preceded by the letter A do NOT type A into the E Verify Alien Number field For example Enter the Alien Number A1234567 as 001234567 Form l 94 numbers consist of 11 digits found in bold print at the top of the Arrival Departure Record Form 1 94 REMI NDER Clients must complete Form l 9 for each new employee before a Designated Agent can create a case in E Verify Create a case for all newly hired employees no later than the third business day after they start work for pay Page 27 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 3 3 INITIAL CASE RESULTS The information entered into E Verify is checked against SSA and DHS records After this information is entered and submitted a result for each case is displayed The location of the case result is displayed by the blue arrow gt Enter Form l 9 Information gt gt Verification Results gt Close Case gt Employment Eligibility v Employment Authorized is authorized to work in the United States To complete the verification process click Close Case Last Name First Name Middle Initial Maiden Name Date of Birth Social Security Number X RK Citizenship Status A noncitizen national of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or U S Passpor
16. Ine SSA TNC The next step i to refe To refer the employee to SSA click Refer Case When you Click Refer Case it starts the 8 federal government workdays that the employee has to visit SSA I you created this case in error or no longer need to continue ins verihcalion cick Close Case o ase at a later time click Save Case and Exit Refer Case Complete the following steps 1 Chose to print the SSA Referral Letter in either English or Spanish and confirm that the name and SSN listed on the top of the letter are correct Print the SSA Referral Letter Send the SSA Referral Letter to the employer as soon as possible and instruct them to review and explain the next steps to the employee instructions to the employer are on page one of the SSA Referral Letter and the employer instructions are on page two Instruct the employer and employee to sign and date the letter Instruct the employer to give a copy of the signed SSA Referral Letter to the employee and file the original letter with Form l 9 After these steps are complete click Continue Page 39 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Enter Form l 5 informatio Employment Eligibility W Employee Referred to SSA N Print Review amp Sign 4 Confirm Employee Refer Employee E dh Print Review amp Sign iCal Not L J ULM i 5 Referral Letter Print Review amp Sign Referral Letter This employee
17. MOU If the employee chooses to accept the case result and take no further action then the Designated Agent can close the case in E Verify and the employer can terminate employment without penalty See Section 5 2 Close Case To notify an employee of the SSA TNC case result follow the steps outlined in the Notify Employee of SSA TNC Process Overview Page 35 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify NOTIFY EMPLOYEE OF SSA TNC PROCESS OVERVIEW gt Receive SSA TNC case result Click Continue to proceed with notification Enter Form l 9 informatio Verification Results Close Case Employment Eligibility W ssa Tentative Nonconfirmation TNC The Social Security number entered in E Verify is not valid according to SSA records This does NOT mean that the employee is not authorized to work in the United States however additional SC On is required bh To begin TNC process click Continue If you created this case in error or no longer need to continue this verification click Close Case To retum t this case al a later time click Save Case and Exit eo Save Case and Exit continue Inform the Client employer of the SSA TNC Complete the following steps 1 Select to print the SSA TNC Notice in either English or Spanish Confirm that the name and SSN listed on the top of the notice are correct Print the SSA TNC Notice Send the SSA TNC Notice t
18. a required NUMEN mes field From Section 1 and 2 of Form 4 Fo 2 l 9 enter all required information into Enter Form 1 8 information then click Continue required each text field 7 Larg Hane First Hoare Click Continue Makian Hama Date of Birth Social Security Humb Month lav we fears Employer Case ID is an optional field A citizen of the Linined States for users that wish to assign an Pe mu p ocunent Type Document Humber cra Exp ation Dale _ internal tracking code to a case gi uoeoeedus Passport or U S Month S Dav rear E a F assport Card Hire hate E Employer Case ID Kj Month Dien Tear m Continue Page 26 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify If an E Verify case is not submitted within three days of hire the user must indicate the reason for the delay One of the following reasons Vert EopIovse may be chosen m e Awaiti ng Social Secu rity Nu mber epee y reason why this case has not been submitted within 3 business days of hire then e Technical Problems e Audit Revealed that New Hire Was Not Run e Other The user may also enter a specific reason in the field provided Click Continue To view HELP text click on the question mark icons Alien Numbers and Arrival Departure Record Form l 94 Numbers are NOT the same Alien numbers consist of 9 digits or less
19. and date the DHS TNC Notice after the employee has indicated his or her choice Indicate that the employee has been notified by selecting the check box Confirm Employee Notification Page 45 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Employment Eligibility W pus Tentative Nonconfirmation TNC Print Review amp Sign bh Confirm Employed UN Prin THC Hotice Dedsion r Rete Review amp Sign IE Print Review amp Sign TNC Notice Review the DHS TNC with the employee Follow the steps listed below e Print the DHS Tentative Nonconfinnation Notice Notification to Employee of Choose which language to print DHS Tentative Nonconfirmation English e Review the DHS TNC privately with the employee 9 Have the employee indicate whether he or she will contest the DHS TNC on the DHS Tentative Nonconfirmation Notice o Ensure that you and the employee sign and date the DHS Tentative Nonconfirmation Notice indicate that the employee has been notified by selecting the check box below Confirm Employee Hotification have notified this employee of the TNC o After these steps are complete click Continue If you created this case in error or no longer need to continue this verification click Close Case e To return to this case at a later time click Save Case and Exit o gt Employer must keep original signed DHS TNC Notice on file with Form l 9 and sen
20. name first name initial verification ekgbity additional verification ebgiblity third step elgibity and employer resolution code gt Select Next Below screen will be shown Page 62 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Enter Report Parameters Report User Audit Report The User Audit Report provides summary level case data about each case that matches the user entered query criteria The summary level case data includes the case verification Description number the date the case was initiated the social security number alien number S4 number last name first name initial verification eligibility additional verification eligibility third step eligibility and employer resolution code Report Format PDF Excel Initiated By ALL Reporting Date From rm dd yyyy Reporting Date To IF 5 mm dd yyyy Run Report Determine and select which Report Format PFD or Excel you would like to view gt Use drop down box to select the E Verify User gt Enter dates gt Select Run Report gt Use report as needed 6 3 USER REPORT This report displays a detailed list of your company s users including user name user role telephone number and last system log in To create a User Report follow the steps outlined in the User Report Report Overview gt Select User Report Select a report Corporate Overview of Pilo
21. send a paper copy to DHS via express mall To submit a copy of ihe employee s photo document select one of ihe options below follow the instructions then click Refer Case When you click Refer Case it starts the 8 federal government workdays that the employee has to contact DHS Q Attach and Submit Copy of Employee s Photo Document b Make a digital copy of the employee s photo document and save it to your computer For example you may choose to scan or take a digital photo of Ihe document E Use the Browse button to select the file Files must be in the GIF formal and no larger than 1 5 MB Browse After the file is selected click Refer Case CQ Mail Copy of Employee s Photo Document b Mail a copy of the employee s photo document along with a copy of the DHS Referral Letter via express mail to the address below and click Refer Case u s Department of Homeland Security USCIS 10 Fountain Plaza 3rd Floor Buffalo HY 14202 Attn Status Verification Unit Photo Matching IMPORTANT Send only a copy not the original document to DHS You must use an express shipping carrier of your choice at your own expense DHS will not pay for any shipping costs IT you created this case in error or no longer need to continue this verification click Close Case To return to this case at a later time click Save Case and Exit gt After you complete the above click Refer Case The employee has been referred to DHS and the cas
22. was referred to 55A on March 15 2010 The employee must visit a SSA field office within amp federal government workdays To complete the referral process follow the steps below eh Print the SSA Referral Letter S54 Referral Letter Choose which language to print English o Review the 55A Referral Letter privately with the employee e Ensure that you and the employee sign and date the SSA Referral Letter Give the employee the signed SSA Referral Letter The employee will need to bring the letter to the SSA field office o After you complete these steps click Continue If you created this case in error or no longer need to continue this verification click Close Case To retum to this case at a later time click Save Case and Exit o Ihe employee has been referred to SSA and the case status is Employee Referred to SSA The employee has eight federal government workdays to visit an SSA field office 5 Enter Form l 9 Information Verification Results Employment Eligibility y Employee Referred to SSA Print Review amp Sign Confirm Employee Refer Employee QP Pant R ew amp Sion A TNC Notice y dun gt y aL S Check for Case Status Updates This employee was referred to SSA on March 15 2010 The employee has until March 25 2010 to visit a SSA field office E Verify will update the employee s case status by March 29 2010 E Verify will alert you to an update through the case status alert feature on th
23. 8 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify A document issued to noncitizens that are authorized to work temporarily in the United States The Form 1 766 has been issued since January 1997 Form I 9 Employment Eligibility Verification must be completed for each newly hired employee including U S citizens permanent residents and temporary foreign workers to demonstrate the employer s compliance with the law and the employee s work authorization E Verify E Verify is an Internet based program in which the employment authorization of a newly hired employees and existing employees assigned to a Federal contract will be verified after the Form l 9 Employment Eligibility Verification has been completed This involves separate verification checks if necessary of records maintained by SSA and DHS E Verify Participation Notice The E Verify Notice informs perspective employees that an employer is participating in E Verify The Memorandum of Understanding MOU requires participating Federal contractors to display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospective employees These notices must also be displayed in a prominent place that is clearly visible to all employees who are to be verified through E Verify F Final Nonconfirmation If an employee s employment authorization cannot be verified an employer will receive a Final Nonconf
24. C s Ce Or o RR 25 3 3 Ital ase se S Ulli ccc dos rae canenetetarcoassanrisene teu oat edid Featud sett E iss 28 3 4 E Verify Photo Matching mereri nn 29 3 5 Employment AUTNONZEG stains uoaiuo drehen CREER ERE Du rierada r iani d e 31 3 6 Request Name ReVICW cccceccceeeeecee cesses eeneeeeeaeeeeeaaeeetegenenegeeeneaags 32 40 INTERIM CASE STATUS ccscessesseseessecseesseeseeseesseeseeseesseeseeeseeeaes 35 4 1 SSA Tentative Nonconfirmation TNC ssessssssseese m 35 Notify Employee of SSA TNC ccccccc cece cece eeee eens meme eme nne nn nnn nnns 35 Refer Employee to SSA 2 0 0 ccc cece cece cece ene eee eee eee e eee e eee menses 38 4 2 Review and Update Employee Data 0 c ccc cece cence cece eee eeeeeeeenaeeeeaes 42 4 3 DHS Verification In ProCeSs ccccccee eee eee e eee ee tees eee mmm mnes 43 4 4 DHS Tentative Nonconfirmation TNC ccccceceee eee eeee sees tees sent eeaeenae ena 44 Notify Employee of DHS TNC s emere erre nnns 44 Refer Employee to DES in re rita eure Ex uuo EE RN ibien ratis Etr ETNEA NEREPEMULEME Af 4 5 SSA Case in Continuance and DHS Case in Continuance susus 52 5 0 FINAL CASE RESOLUTION socsteccccswstncnsssccsesswsnasticcussstntuvaetvecdvescneteieeunnues 53 5 1 Final Nonconfirmation FNO ssssssssssssssss mmm nnn 93 SSA Final Nonconfirmation and DHS Final Nonconfirmation
25. Case and Exit e Save Case and Exit Refer Case In some cases E Verify prompts you to submit a copy of the employee s photo document to DHS Follow the steps below to complete this step when prompted gt First obtain a copy of the employee s Form l 9 photo document gt Then determine how you will submit a copy of this document to DHS You may submit an electronic copy or send a paper copy by selecting one of the following Attach and Submit Copy of Employee s Photo Document OR Mail Copy of Employee s Photo Document If you chose to mail a paper copy send it through express mail to the address below U S Department of Homeland Security USCIS 10 Fountain Plaza 3 Floor Buffalo NY 14202 Attn Status Verification Unit Photo Matching DHS will not pay for any shipping costs Participants are free to choose an express shipping carrier at their own expense Inform all hiring sites of the DHS shipping information Page 48 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Enter Form l 3 veneno Verification Results Close Case j e 4d a Employment Eligibility W DHS Tentative Nonconfirmation TNC Refer Employee You indicated that the employee chose to contest the DHS TNC The next step is to submit a copy of the employee s photo document and refer the employee to DHS You may attach an electronic copy of the photo document on this page or
26. Company Client ID Humber 14137 Doing Business As DBA Hame DUN S Number Physical Location Mailing Address Address 1 7 gaa Seat Address 1 Address 2 Address 2 City hare Yok City State Wy Siabe Zip Code 10000 Zip Code County HEW YORK Additional Information Employer icengzificadon Humer Total Humber of Employers Parent Organization Amine bbe Organization Designation Client Company Category Hone of theta categories apply NAICS Code 333 MACHINERY LANL AC TURIN Tet Hiring Pits Total Points of Contact gt Enter the date the MOU was signed by the Client attach the signature page and click Submit Electronic Document Q enter the date the client company signed the MOU and upload the scanned image in GIF format of the signed signature page Once the signature page is uploaded the client company will be activated unless there is a need for the USCIS Verification Division personnel to review the client company Date client company signed MOU Wi Select the GIF file of the signature page to upload Maximum file size is 1572864 bytes Submit Electronic Document Cancel When the MOU signature page is submitted for the Client the Designated Agent may begin creating new cases in E Verify for the Client Page 18 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 2 2 MAINTAIN CLIENT INFORMATION If a Program Administrator needs t
27. ER Only Program Administrators can register E Verify users To add an additional user the Program Administrator must provide the user s name phone number fax number optional and e mail address If a user leaves the company or no longer needs access to E Verify a Program Administrator must delete the user s account To delete a user s account see Delete User Account Process Overview If you are a Program Administrator and you need to register add a new E Verify user follow the steps in the Register New Users Process Overview REGISTER NEW USERS PROCESS OVERVIEW gt From My Company select Add New User My Company Edit Company Profile Add New User View Existing Users Close Company Account Choose general user or program administrator and provide the person s name phone number fax number and e mail address and click Next Add User Personal Information User Role Last Name First Name M I Phone Number Fax Number E mail Address gt Choose a user ID and create a temporary password for the new user Accept the system generated user ID or create a new user ID Page 69 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Add User Enter Password User ID Password Re type Password Review the information submitted and then click Submit New User gt Provide the new user with the user ID and password created 8 2 VIEW E
28. Federal government workdays are Monday through Friday excluding federal holidays The start of the eight days begins on the date printed on the DHS Referral Letter Designated Agents are required to follow the instructions for express mailing a photocopy of the employee s document if the DHS TNC was a result of a photo mismatch You may not terminate suspend delay training withhold or lower pay or take any other adverse action against an employee based on the employee s decision to contest a TNC or while your case is still pending with DHS To refer an employee to DHS follow the steps outlined in the Refer Employee to DHS Process Overview Page 47 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify REFER EMPLOYEE TO DHS PROCESS OVERVIEW Click Refer Case Employment Eligibility W pus Tentative Nonconfirmation TNC Print Review amp Sign e Confirm Employee er Refer Employee Print Rewiew amp Sign INC Mobot Decision Referral Letter Refer Employee You indicated that the employee chose to contest the DHS TNC The next step is to refer the employee to DHS To refer the employee to DHS click Refer Case When you click Refer Case it starts the 6 federal government workdays thal the employee has to contact DHS If you created ihis case in error or no longer need to continue this venfication click Close Case e To retum to this case at a later time click Save
29. Manual for Designated Agents June 2010 www dhs gov E Verify employer The employer verifies the information signs and provides this letter to the employee The SSA Referral Letter provides instructions to the employer and employee regarding the next steps These steps are outlined in Refer Employee to SSA Process Overview Employees that choose to contest the SSA TNC have eight federal government workdays to visit a SSA field office Federal government workdays are Monday through Friday except for federal holidays The eight federal government workdays begin when the case is referred to SSA in E Verify The date by which the employee must visit SSA is printed on the SSA Referral Letter You may not terminate suspend delay training withhold or lower pay or take any other adverse action against an employee based on the employee s decision to contest a TNC or while your case is still pending with DHS To refer an employee to visit a SSA field office Designated Agents follow the steps outlined in the Refer Employee to SSA Process Overview REFER EMPLOYEE TO SSA PROCESS OVERVIEW gt Click Refer Case Enter Form l 9 Info mau Verification Results Close Case i d Employment Eligibility y SSA Tentative Nonconfirmation TNC Print Review amp Sign confvim Employee rd Refer Employee Prnt Rewew amp Sign MC H tte Decision Releral Leger Refer Employee You indicated thal the employee chose to contest
30. Marketing Channel Organization Designation Client Company Category None of these categories apply NAICS Code 333 MACHINERY MANUFACTURING Total Hiring Sites Total Points of Contact Register Employer gt To complete the enrollment process select Generate MOU Print and provide the Designated Agent Client Memorandum of Understanding MOU to the Client Page 15 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Qa complete the registration process select Generate MOU Select Print from your browser s toolbar to print the document The designated agent and the employer must sign the MOU signature page The designated agent must scan the MOU signature page in GIF format and upload the file to USCIS Click here to see instructions for scan and upload MOU signature page in Gif format REMINDER You must print and provide each of your clients with the English and Spanish versions of the E Venty Participation poster and the Right to Work poster These posters are located under the on line resources Your clent s must display the posters in plain view at their hiring site s to inform prospective employees that their company is participating in the E Verify Employment Verification Program Generate MOU gt Enrollment is complete after the MOU is provided to the Client and the Client signs the MOU Designated Agents must determine the best method to send th
31. S Code Generate NAICS Code Accept NAICS Code and Continue gt To generate a 3 digit code click Generate NAICS Code You must select your Sector and Subsector from the drop down lists provided If there is not a code specific to the Client s type of business select the industry that best fits the company s type of work Once the 3 digit NAICS code is generated click Accept NAICS Code and Continue gt Select Single Site Verification or Multiple Sites Verification for the Client Page 14 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Q Will the client s company verify for multiple sites or for a single site If the client s company is verifying for multiple sites click Multiple Sites Verification If the client s company is verifying for a single site click Single Site Verification Last Name First Name Phone Number FaxNumber E mail Address gt Review the company information click Register Employer Company Information Client Company Name Sample Company Doing Business As DBA Name DUNS Number Physical Location Address 1 1 Main Street Address 2 City New York State NY Zip Code 10000 County NEW YORK Additional Information Employer Identification Number 0000900090 Total Number of Employees 10 to 19 Parent Organization Administrator How did you hear about E Verity Other
32. State to U S citizens and noncitizen nationals Password A unique identifier that allows registered E Verify users access to the system Permanent Resident or Lawful Permanent Resident A noncitizen who has been lawfully granted the privilege of residing and working permanently in the United States Permanent Resident Card Form 1 551 Issued by the former Immigration and Naturalization Service beginning in December 1997 and now issued by U S Citizenship and Immigration Services this card is the current version given to permanent residents The document is valid for 10 years In the current version of the 1 551 the name of the document was changed from Resident Alien Card to Permanent Resident Card Photo Matching During the verification case employers match the photos on certain documents provided by employees when completing Form l 9 with the photo that appears in E Verify Photo matching is triggered only when an employee has provided a Page 86 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Permanent Resident Card Green Card Form 1 551 or an Employment Authorization Document Form 1 766 as his or her Form 9 document Photo Match The photo on the employee s document matches the photo supplied by E Verify The photo transmitted by E Verify should be the same identical photo that appears on an employee s DHS issued document Employers should be able to determine whether or not t
33. TATIVE NONCONFI RMATI ON Section 4 4 SSA FINAL NONCONFI RMATI ON Section 5 1 Page 42 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Each result requires a different action to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY DESIGNATED AGENT ACTION e Review the information in E Verify with updated information on Form l 9 for correctness e Access the employee s case e Enter employee s updated information into the blank fields provided e Click Continue e Follow steps based on case results provided CLIENT ACTION e Review the information on Form l 9 with the employee for correctness e Follow steps based on case result provided EMPLOYEE ACTION e Ensure that the information found on Form l 9 is accurate and correct 4 3 DHS VERIFICATION IN PROCESS A case result of DHS Verification in Process means that the information did not match DHS records No action is required by you at this time DHS will respond to most of these cases within 24 hours although some responses may take up to three federal government workdays Check E Verify daily for a response Follow the steps outlined in the DHS Verification in Process Process Overview fous VERIFICATION IN PROCESS PROCESS OVERVIEW Case result displays DHS Verification in Process gt Enter Form 1 9 information Verification Results Close Case Employment
34. The employee must contact or visit either SSA or DHS to resolve the discrepancy and continue employment U User ID The user ID is a system generated ID with letters and numbers that identifies the user of a computer system or network All people who create cases must have their own user IDs The user ID must be 8 characters and may be letters numbers or a combination of both A user ID is not case sensitive W X Y Z Page 88 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify
35. ULES amp RESPONSIBILITI ES All E Verify users are bound by the guidelines set forth in the MOU and the rules and responsibilities outlined in this User Manual All E Verify users must follow the guidelines specified in the Rules and Responsibilities Overview Many of these requirements are the ultimate responsibility of the Designated Agent Client Representatives at each client site should be instructed to adhere to the following guidelines in conjunction with responsibilities outlined in the Designated Agent Client E Verify MOU Inu es AND RESPONSIBLITIES OVERVIEW All Designated Agents participating in E Verify MUST Follow E Verify procedures for all new hires while enrolled participating in E Verify Notify all job applicants of E Verify participation Clearly display both the English and Spanish Notice of E Verify Participation and the Right to Work Poster s Complete the Form l 9 Employment Eligibility Verification for each newly hired employee before creating a case in E Verify Ensure that all Form l 9 List B identity documents have a photograph Create a case for all newly hired employees no later than the third business day after they start work for pay Obtain a Social Security number SSN from all newly hired employees Provide employees the opportunity to contest Tentative Nonconfirmation TNC Allow newly hired employees to start and continue working during the E Verify verification process even if they re
36. XISTING USERS Only Program Administrators can view user information and reset passwords View Existing Users allows you to view search and maintain the General Users and Program Administrators assigned to your company as demonstrated in the View Users Process Overview VIEW USERS PROCESS OVERVIEW From My Company select View Existing Users My Company Edit Company Profile Add New User View Existing Users Close Company Account gt Search for a user using the criteria displayed in each field You can enter a partial name and a percent 96 sign as a wildcard character Enter User Search Criteria User Role All Roles Program Administrators General Users User Status All Locked Password Change Required User Last Name First Name Phone Number E mail Address Display User Summary List Click Display User Summary List gt A list of user accounts displays you can view or modify a user account by selecting the user ID Page 70 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify User Summary List Previous Mex Last First Last Login L UserRole Name Hame Date Status Locked On Sample DASAMPGU Designated Agent Sample sc several aieia SSHO0666 Designated FEM anao add DISSE User Agent se General 3HB 2010 User sample E Verify 02 55 PM Gumeni NH Current M Previous Med RESET USER S PASSWORD To reset a u
37. ach Client must be enrolled in E Verify To enroll a Client in E Verify follow the steps outlined in New Client Enrollment Process Overview NEW CLIENT ENROLLMENT PROCESS OVERVIEW gt From My Clients select Add New Client My Clients Add New Client View Existing cIlents gt Select which category best describes your Client s organization Organization Designation Before continuing please identify whether your client s company is part of the Federal Government State Government Local Government or a Federal Contractor If your client s company does not fall within any of these categories please select None of these categories apply Which category best describes your client company s organization wv d 7 T to help Click on the help icon call our Customer ityipdhs gov None of these categories apply Federal Contractor with FAR E Verify Clause Federal Contractor without FAR E Verify Clause Federal Government State Government Local Government gt Enter information for your Client including Client Name physical location mailing address Employee Identification Number EIN number of employees and Parent Company In E Verify a red asterisk to the right of a text box indicates a required field Page 13 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Company Information Client Company Name Doing Business As DBA Name DUNS Number Q Phy
38. act Company Information Company Name Sample Designated Agent View Edit Company ID Number 13859 Doing Business As DBA Name DUNS Number Physical Location Mailing Address Address 1 Green Street Address 1 Address 2 Address 2 City New York City State NY State Zip Code 10001 Zip Code County NEW YORK Additional Information Employer Identification Number 0 Total Number of Employees 100 to 499 Perform verifications for your company s employees Parent Organization Administrator Organization Designation Yes Employer Category None of these categories apply 921 EXECUTIVE LEGISLATIVE AND OTHER GENERAL mei ove GOVERNMENT SUPPORT Mew Edit Total Hiring Sites 1 View Edit Total Points of Contact 2 View Edit Make the required changes and click Submit IMPORTANT After you click Submit the Program Administrator cannot undo any changes that have been entered without manually reentering the original information Page 73 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify MAI NTAI N COMPANY INFORMATI ON FI ELDS There are many fields that can be updated in the Maintain Company Information For additional information on each field see Maintain Company Information Field table MAINTAIN COMPANY INFORMATION FIELD NAME DESCRIPTION Company Name Company enrolled in E Verify Physical Location Location wher
39. allows an individual or company to act on behalf of other companies to verify the employment eligibility of their newly hired employees Corporate My company has a central office that needs to manage E Verify Administrator use for all of its locations that access E Verify Access The Corporate Administrator access method allows companies to create manage and oversee E Verify accounts for multiple offices or locations This access method is designed for companies that have a need to oversee multiple locations Web Services My company plans to develop its own software to access E Verify Access for The Web Services access method requires a company to develop Designated software that interfaces with E Verify to perform employment eligibility Agents verifications of newly hired employees The company s software will extract data from its existing system or an electronic Form l 9 and transmit the information to government records If a company chooses Web Services this option it is sent the Employer Web Services Interface Control Access for Agreement ICA The ICA contains the information used to develop Employers and test your software interface Both Designated Agents and Employers are eligible to use this access method Q REMI NDER PPP Page 8 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 1 4 OVERVIEW OF USER ROLES Enrolled Designated Agents can provide their employees access to E Ve
40. are dependent on the information retrieved from the SSA and DHS records There are three possible initial case results listed below EMPLOYMENT AUTHORIZED Section 3 5 SSA TENTATIVE NONCONFIRMATI ON Section 4 1 DHS VERIFICATION IN PROCESS Section 4 3 Each case result requires different actions or steps to continue or close the case These actions are outlined on the case result section throughout this manual 3 4 E VERIFY PHOTO MATCHING Photo matching is an automatic part of creating a case in E Verify that prompts Designated Agents to compare an employee s photo ID with a photo displayed on the E Verify screen This helps Designated Agents ensure that the documents provided are valid The photo matching step occurs automatically when you create a case for an employee that has presented a Permanent Resident Card Form 1 551 or an Employment Authorization Document Form 1 766 for their Form l 9 documentation When the employee presents either of these two documents and the Form Il 9 information entered by the employer matches DHS records the employee s photo automatically displays on the E Verify screen As a Designated Agent you must obtain a copy of the employee s document in order to match the photos Designated Agents must work with their clients to determine the best method of obtaining a copy of the employee s photo document Page 29 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E V
41. ation Reform and Control Act of 1986 IRCA Public Law 99 603 Act of November 6 1986 sought to eliminate employment opportunity as a key incentive for illegal migration to the United States IRCA mandates that all U S employers must ensure that all employees hired after November 6 1986 are eligible to work in the United States and possess valid work authorization documents It provides sanctions against employers who knowingly hire undocumented workers or discriminate against employees based on citizenship status national origin or employment status I nitial Case Result The results displayed in E Verify once an employee s information has been submitted as part of a verification case I nterim Case Status Certain initial E Verify results that require additional action before E Verify can provide a final case result J K L Lawful Permanent Resident A noncitizen who has been lawfully granted the privilege of residing and working permanently in the United States M Memorandum of Understanding MOU A legal document describing a bilateral or multilateral agreement between parties It constitutes a legally binding contract when properly executed e g signed by all the parties Employers that participate in E Verify must sign the E Verify MOU between the employer the U S Department of Homeland Security and the Social Security Administration No Show Page 85 of 88 M 776 E Verify User Manual for Designated Agents Jun
42. ation means that the case must be closed in E Verify The employer may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the MOU Employment Eligibility DHS No Show DHS could not confirm that Su Lin is authorized to work in the United States and the employee did not contact DHS within the 8 federal government workdays This response is considered a final nonconfirmation To complete the verification process click Close Case SUMMARY DESIGNATED AGENT ACTION e Receive DHS No Show case result e Inform the Client of the result and ask if they will continue to keep the employee e Close Case CLIENT ACTION e Decide to terminate or continue to keep the employee and inform the Designated Agent EMPLOYEE ACTION Page 54 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 5 2 CLOSE CASE Designated Agents must close EVERY case created in E Verify To close a case Designated Agents follow the steps outlined in the Close Case Process Overview gt Click Close Case Enter Form I 9 TUUS a X Verification Results vc gt Close Case A Sf y Employment Eligibility Employment Authorized iis authorized to work in the United States To complete the verification process click Close Case Last Name First Name Middle Initial Maiden Name Date of Birth Social Security Numb
43. ceive Tentative Nonconfirmation TNC Ensure that all Personally Identifiable Information is safeguarded All Designated Agents participating in E Verify MUST NOT Use E Verify to prescreen applicants for employment Check employment eligibility for employees hired before their company signed the E Verify MOU Take any adverse action against an employee based upon a case result unless E Verify issues a Final Nonconfirmation Specify or request which Form l 9 documentation a newly hired employee must use Use E Verify to discriminate against ANY job applicant or new hire on the basis of his or her national origin citizenship or immigration status Selectively verify work authorization for newly hired employees Share any user ID and or password Page 10 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify When a new Client is enrolled Designated Agents are required to print and provide to the Client both the English and Spanish Notice of E Verify Participation and the Right to Work Poster displayed in the figure below Both notices must be clearly displayed by the Client at the hiring location The notices are found in the E Verify user webpage in View Essential Resources see Section 1 2 Notices posters that cannot be displayed should be printed and distributed to every job applicant E VERIFY PARTICIPATION ENROLLMENT NOTIFICATION English amp Spanish Notice of E Verify Par
44. chosen to take the additional step of verifying that Form 9 employee information matches government records thereby ensuring a legal workforce Clients of Designated Agents and Designated Agents themselves must become familiar with the procedure of completing Form 1 9 To view or download Form 1 9 go to the following URL http www uscis gov files form I 9 pdf For more information on Form I 9 procedures refer to the View Essential Resources Section 1 2 page of your E Verify account where you will find the Handbook for Employers To view or download the Handbook for Employers go to the following URL http www uscis gov files nativedocuments m 274 pdf For assistance in finding additional Form l 9 resources contact E Verify Customer Support Monday through Friday 8 a m 5 p m 888 464 4218 Newly hired employees must complete Section 1 of Form l 9 in its entirety Providing a Social Security Number SSN on Form l 9 is voluntary However a SSN is required by employers that use E Verify Therefore all newly hired employees including seasonal temporary and re hires MUST have a SSN A case cannot be created in E Verify without a SSN If a newly hired employee does NOT have an assigned SSN they must obtain one from the SSA This will delay the Page 24 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify three day requirement to create a case in E Verify Employers must note the r
45. ct Summary List Previous Next FirstName Last Name Middle Name Phone Number Fax Number E mail Address Las E Verify dhs gov E Verify dhs gov Previous Next Save amp Continue Click Save and Continue when finished updating the point s of contact This brings the Program Administrator back to the Company Information page UPDATING NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM NAICS CODE INFORMATION The NAICS Code designates the type of industry for a company During enrollment the Designated Agent selects the NAICS code If the company s industry classification has changed this needs to be updated in the E Verify company profile To update the NAICS code follow the steps outlined in the Update NAICS Code Process Overview Page 76 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify UPDATE NAICS CODE PROCESS OVERVIEW gt From My Company select View Existing Users My Company Edit Company Profile Add New User View Existing Users Close Company Account Click View Edit in the NAICS section of the Company Summary page Company Information Company Mame ARS Company View f Edit Company lD Humber Doing Business As DBA Name DUNS numer Physical Location Mailing Address Address 1 Jam Skeel Address Address 2 Address 2 City jew Y crie City State Y Staite Zip Code 10001 Zip Cede County YORK Additional Inf
46. ctive employees This notice is available in the View Essential Resources section of E Verify For questions about discrimination during the employment eligibility verification process employers may contact OSC at 1 800 255 8155 or 1 800 237 2515 TDD for the hearing impaired or www usdoj gov crt osc Arrival Departure Record Form 1 94 or 1 944 A document issued to noncitizens when admitted into the United States Some of these forms are stamped to indicate work authorized status Form l 94 or 94A contains an 11 digit admission number that may be used as part of the initial E Verify case if the noncitizen employee does not have an Alien Registration Number B C Case in Continuance Page 82 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify This response is given if SSA or DHS needs more than 10 federal government workdays to resolve a case The employee continues to work until a definitive answer is provided in E Verify from SSA or DHS Case Verification Number A unique number assigned to each employee that is created when an employer submits an initial verification Federal contractors participating in E Verify are required to record the case verification number on the employee s Form l 9 or to print the screen containing the case verification number and attach it to the employee s Form l 9 Client An individual or company that hires a Designated Agent to perform E Verify cases on thei
47. d a copy to the Designated Agent Once you complete the steps above click Continue gt Next confirm employee s decision to contest or not contest the case result Employment Eligibility W DHS Tentative Nonconfirmation TNC Confirm Employee Decision Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest the DHS TNC if the employee b Chose to CONTEST the DHS TNC click Continue P Chose to NOT CONTEST the DHS TNC click Close Case To review or reprint the DHS Tentative Nonconfirmation Notice click Back If you created this case in error or no longer need to continue this verification click Close Case o To retum to this case at a later time click Save Case and Exit o9 Continue Page 46 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify If the employee chose to contest the TNC click Continue If the employee chose to not contest click Close Case and follow steps in Section 5 2 Close Case SUMMARY DESIGNATED AGENT ACTION e Notify employer of DHS TNC e Print review and send DHS TNC Notice to employer e Take next action based on employee decision to contest or not contest DHS TNC CLIENT ACTION e Privately notify employee of DHS TNC e Review sign and date DHS TNC Notice e Instruct employee to sign and date DHS TNC Notice e Keep original signed DHS TNC Notice on file with Form l 9 e Provide co
48. e 2010 www dhs gov E Verify A response received when the employee did not contact DHS to resolve his or her case and 10 federal government workdays have passed since the date of referral The DHS No Show result is considered a Final Nonconfirmation Noncitizen National of the United States Persons born in American Samoa certain former citizens of the former Trust Territory of the Pacific Islands who relinquished their U S citizenship acquired under section 301 of Public Law 94 241 establishing the Commonwealth of the Northern Mariana Islands by executing a declaration before an appropriate court that they intended to be non citizen nationals rather than U S citizens and certain children of non citizen nationals born abroad Generally noncitizen nationals are American Samoans Notice to Employee of Tentative Nonconfirmation This is a computer generated notice given to an employee after a Tentative Nonconfirmation interim case result has been received from SSA or DHS If an employee contests the Tentative Nonconfirmation he or she must contact or visit the appropriate agency within 8 Federal government workdays to initiate resolution of his or her E Verify case O P Passport Foreign Any travel document issued by a competent authority showing the bearer s origin identity and nationality if any which is valid for the entry of the bearer into a foreign country Passport United States Document issued by the U S Department of
49. e Client the MOU and obtain the Client signature The MOU may be provided to the Client by fax mail or email When the Client signs the MOU the signed signature page of the MOU must be Submitted to E Verify Designated Agents can submit the signature page by uploading an electronic copy in E Verify The signature page must be in the form of a GIF file To submit the Client MOU electronically follow the steps outlined in Electronic Submission of MOU Signature Page Process Overview Page 16 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify fELEcTRONIC SUBMISSION OF MOU SIGNATURE PAGE PROCESS OVERVIEW gt From My Clients select View Existing Clients My Clients Add New Client View Existing Clients gt Enter the Client search criteria select the radio button for pending registration click Display Client Summary List Enter Client Company Search Criteria Company ID Number Client Company Name City State Address 1 Client Company Status Pending Registration OActive Companies ORequest Termination OTerminated ORejected OAII Display Client Company Summary List Click Edit for the appropriate Client gt Ensure all the information for the Client is accurate and click Upload Signature Page Page 17 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Company Information Client Company Hase Sample
50. e E Verify home page Be sure to log in to E Verify periodically you ll need to close the case once IL is updated with a final status To reprint the S34 Referral Letter click Reprint Letter SSA Referral Letter Choose which language to print English To return to the E Verify home page click E Verity Home If you created this case in error or no longer need to continue this verification click Close Case To begin a new case click New Case Check E Verify for case updates and follow steps based on next case result Page 40 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify IMPORTANT The employer may not ask the employee for additional evidence or confirmation that SSA resolved his or her case SSA has 10 federal government workdays to update the case result in E Verify You should check E Verify periodically for an update in case result A case referred to SSA is updated with one the following results EMPLOYMENT AUTHORIZED Section 3 5 SSA FINAL NONCONFIRMATION Section 5 1 SSA CASE IN CONTINUANCE Section 4 5 DHS VERIFICATION IN PROCESS Section 4 3 REVIEW AND UPDATE EMPLOYEE DATA Section 4 2 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY DESIGNATED AGENT ACTION e f employee chooses to contest SSA TNC Refer case e Ensure that the infor
51. e and manage their own cases General Users and Program Administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted The User Role Functions Overview provides an explanation of the functions of each user role USER ROLE FUNCTIONS OVERVIEW ADD VIEW UPDATE UNLOCK VERIFY USERS CASES CASES USERS EMPLOYEES Program Administrator at least one required General User optional 7 2 USER ID AND PASSWORD CREATI ON User registration is completed by the Designated Agent s Program Administrator All users are assigned a user ID and initial password Upon being initially registered by the Program Administrator users receive an email with a user ID and password E Verify will prompt you to change the initial password for security purposes Passwords are case sensitive and between 8 14 characters long different from the assigned User ID changed every 90 days and have the following characteristics e At least one uppercase or lowercase letter e At least one number and at least one special character special characters include lt gt e Contain no more than two identical and consecutive characters in any position from the previous password e Contain a non numeric in the first and last positions e Not be identical to the User ID Page 65 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Additionally password pol
52. e case must be sent to DHS for review Taking this step ensures that the record associated with the Employment Authorized case result belongs to the employee whose information entered in E Verify Review and Update Employee Data In some instances a case status of Review and Update Employee Data may occur This means that SSA found a discrepancy in the information it received in the E Verify referral This may occur because of typographical errors and or incorrect Page 87 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify information on Form l 9 The Form l 9 will need to be reviewed with the employee the information corrected as applicable and then the case can be resubmitted S SSA Referral After an employee is advised of a Tentative Nonconfirmation and has signed the Notice to Employee of Tentative Nonconfirmation the employee is referred to SSA to resolve the TNC Social Security Administration SSA The Federal government agency that administers a national program of contributory social insurance whereby employees employers and the self employed pay contributions that are pooled in special trust funds SSA and DHS jointly conduct the E Verify program T Tentative Nonconfirmation TNC The employee information was compared to government records and could not be verified This does not mean that the employee is not authorized to work or that the information provided was incorrect
53. e employment eligibility verifications are completed Mailing Address Company s mailing address If this address is different from the physical location use this field to make the necessary changes Additional Information about the size of the company and any associated Information Corporate Parent Company information if applicable Employer Also known as Federal Tax Identification Number Identification Number EIN Parent Organization An organization that owns or controls other organizations sometimes called subsidiaries For corporations a parent corporation is often defined as a corporation that owns more than 50 percent of another corporation Administrator Some companies many have many locations that do employment verification work and an E Verify corporate account also called corporate administrator access offers reporting and oversight features for the multiple company locations that access E Verify UPDATE POINTS OF CONTACT Every company must have at least one person assigned as a point of contact for E Verify issues The Program Administrator is automatically selected for this position until or unless it is changed To update points of contact follow the steps outlined in Update Points of Contact Process Overview Page 74 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify UPDATE POINTS OF CONTACT PROCESS OVERVIEW From My Company select View Existing Users
54. e status is Employee Referred to DHS The employee has eight federal government workdays to contact DHS gt After you have referred the case complete the following steps 1 Chose to print the DHS Referral Letter in either English or Spanish and confirm that the name and SSN listed on the top of the letter are correct Print the DHS Referral Letter 2 Send the DHS Referral Letter to the employer as soon as possible and instruct them to review and explain the next steps to the employee instructions to the employee are on page one of the SSA Referral Letter and the employer instructions are on page two Instruct the employer and the employee to sign and date the letter 4 Instruct the employer to give a copy of the signed SSA Referral Letter to the employee and file the original letter with Form l 9 5 After these steps are complete select Continue Page 49 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify V Employee Referred to DHS eo re a Print Review amp Sign Ce Confirm Employee r B Refer Employee ee Print Review amp Sign TNC Notice p Qj Decision d F kelerral Letter Frint Review amp Sign Referral Letter This employee was referred to DHS on March 15 2010 The employee must contact DHS within 8 federal govemment workdays To complete the referral process follow the steps below amp Print the DHS Referral Letter DHS Referral Letter Choose which
55. eason for this delay on the employee s Form Il 9 and create a case in E Verify as soon as the employee has received an assigned SSN from SSA Designated Agents must also state the reason that the case was not submitted within three days of hire in E Verify Designated Agents may choose a reason from the drop down menu or state a specific reason in the field provided Employers must complete Section 2 of Form l 9 in its entirety To complete Section 2 employers must examine documents that prove the identity and employment eligibility of the hired employee The employer may not specify which documents from the list of acceptable documents on Form Il 9 an employee may choose to present An employer may accept one document from List A which proves both identity and employment eligibility or a combination of documents from List B which proves identity and List C which proves employment eligibility REMI NDER All newly hired employees need a SSN Do NOT specify or request which documentation a newly hired employee must use for Form l 9 All List B document s MUST contain a photograph 3 2 CREATE A CASE The next step is to create a case in E Verify An E Verify case must be created no later than the end of three business days after the employee begins work for pay The date you enter into the hire date field in E Verify is usually the date the employee began work for pay This is the date that was entered into the Section
56. ed States A DHS TNC case result occurs because the employee s Name A number and or 1 94 number are incorrect in DHS records ID photo differs from the photo in DHS records Information was not updated in his her DHS records Citizenship or immigration status changed Record contains another type of error The employee is notified of this result by following the steps in Notify Employee of DHS TNC Process Overview NOTIFY EMPLOYEE OF DHS TNC The Designated Agent must inform the employer of the DHS TNC case as soon as possible It is then the employer s responsibility to notify the employee After being notified the employee chooses to contest or not contest the DHS TNC case result and indicates his or her decision on the DHS TNC Notice When an employee chooses to contest a DHS TNC the employee is responsible for contacting DHS If the employee chooses not to contest he or she acknowledges that the employer may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the MOU If the employee chooses not to contest the TNC the employer must notify the Designated Agent of the decision and the Designated Agent closes the case in E Verify If the employee chooses to contest the case result the Designated Agent refers the employee to DHS and takes additional steps To refer an employee to DHS follow the steps outlined in the Notify Employee of DHS TNC
57. er r din d Citizenship Status A noncitizen national of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or ES U S Passport Card Hire Date Employer Case ID March 12 2010 Submitted By Submitted On JGOO6407 March 15 2010 Close Case Ax gt Next determine if the employee is still employed with the company select yes or no and click Continue gt Next select the most appropriate statement and click Continue Enter Form 1 3 Info E S Verification Results Y bee 1 d F Select the appropriate statement and click Continue e Q The employee continues to work for the employer after receiving an Employment Authorized result The case is invalid because another case with the same data already exists The case is invalid because the data entered is incorrect gt Record the case verification number on employee s Form 1 9 or print the screen and file it with the employee s Form l 9 Page 55 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify gt Enter Form I 9 PENES Verification Results JEn F Close Case x LL a i E un d Case Closed ES View Print Case Details E eo Employment Authorized You haye closed casi Record this case verificabon number on the employee s Form i 8 or print the case details and keep on file Last Hame Maiden Hame Cilirenship Statues A noncitizen national of the Uni
58. erification click Close Case e T return t this case at a later time click Save Case and Exit e me 3 TEREZE If the employee chose to contest the TNC click Continue If the employee chose not to contest click Close Case and follow steps in Section 5 2 Close Case SUMMARY DESIGNATED AGENT ACTION e Notify employer of SSA TNC e Print SSA TNC Notice for employer e Take next action based on employee decision to contest or not contest SSA TNC CLIENT ACTION e Notify employee of SSA TNC e Sign and date SSA TNC Notice e Instruct employee to sign and date SSA TNC Notice e Keep original signed SSA TNC Notice on file with Form l 9 e Provide copy of signed SSA Referral Letter to the employee e Send copy of signed SSA TNC Notice to Designated Agent EMPLOYEE ACTION e Decide to contest or not contest and indicate choice on SSA TNC e Acknowledge SSA TNC case result by signing and dating SSA TNC Notice e Take next action based on decision to contest or not to contest REFER EMPLOYEE TO SSA After being notified of the SSA TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the SSA TNC Notice An employee that chooses to contest a SSA TNC is referred to SSA E Verify generates a SSA Referral Letter that is provided to the employer The Designated Agent verifies the information prints and provides the letter to the Page 38 of 88 M 776 E Verify User
59. erify Matching photos is easy simply compare the photo displayed by E Verify to the photo on the employee s document and determine if the photos are reasonably identical This means that the photos should be identical but you should take into account minor variances in shading and detail between the two photographs based upon the age and wear of the employee s document the quality of your computer monitor and the watermark on the photo in E Verify to protect it from unlawful use Designated Agents or their clients must not compare the photo displayed by E Verify to the actual employee The direct comparison between the document and the individual happens during Form l 9 completion prior to E Verify The Photo Matching Overview provides a summary PHOTO MATCHING OVERVIEW gt E Verify prompts you to compare a photo displayed in E Verify with the employee s Form l 9 photo document gt Account minor variances in shading and detail between the two photos and select yes or no Enter Form I 93 Information Verification Results Close Case Photo Matching Does the photograph below match the photograph on the Permanent Resident Card or Alien Registration Receipt Card Form 1 551 provided by the employee NOTE A watermark has been added to prevent unauthorized use of the photograph below gt Yes the photo on the employee s document matches the photo displayed by E Verify Clothing hair style facing direction and appearance on the ca
60. erify against Form 1 9 Close Case A case result of Employment Authorized requires the important step to close the case You must close each case this does not happen automatically Closing the case removes it from the active cases or the Open Cases to be Closed list To close each case follow the steps outlined in Section 5 2 Close Case SUMMARY DESIGNATED AGENT ACTION e Enter Form l 9 information into E Verify e Receive Employment Authorized case result e Ensure that the information found in E Verify matches with the employee s Form l 9 e Close Case EMPLOYEE ACTION o o eee ewe we we we we ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew m ew ew ew ew ww wuwuwwwwuwuwawwuuwu www ooo om oom omo 3 6 REQUEST NAME REVIEW In some cases E Verify generates a case result of Employment Authorized but the name returned in E Verify does not match exactly with the name on Form l 9 This happens when the information matches but there are name variations in DHS records You must review the employee s name before a final case result can be Page 32 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify determined This will ensure that the case result belongs to the intended employee E Verify allows for a name review by following the steps outlined in the Request Name Revi
61. esignated Agents June 2010 www dhs gov E Verify View Cases viewAll Open Cases Search Cases gt Open Cases 69 Cases with New Updates 17 Open Cases tobe Closed 13 Work Authorization Doce Expiring 0 The 17 cases below have changed status in the last 30 days and require your attention Click a case number to return to a case Page 1 of 1 Results Per Page 40 First LastName Name Case Number t SSN HireDate 2 Ww S54 Case In Continuance Test Kevin 2010074154806AH irte 03 12 2010 PF SSA Case In Continuance Test Jen 2010074154 74546 ias 03 12 2010 Review and Update Employee Data Washingt George 20100741508067P 03 3 2010 a Review and Update Employee Data Washingt George 20100741507 102M mem 03 13 2010 WORK AUTHORI ZATION DOCUMENTS EXPIRING The Work Authorization Docs Expiring Case Alert is a notification that an employee s Employment Authorization Card or Form l 94 document is expiring This type of alert will only appear if the document the employee presented for the original E Verify case was either an Employee Authorization Card or a Form l 94 This is simply a helpful alert that will remind you to re verify the employee by updating Section 3 of Form 1 9 The employee cannot be re verified in E Verify Page 60 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 6 0 CASE REPORTS There are three types of case reports available in E Verify for Designated
62. ew Process Overview Compare the name displayed in the yellow box with the name you entered that is shown in the white box If the names match click Close Case If the names do not match request DHS review the case by clicking Request Name Review gt Enter Form I 9 information gt Verification Results x Close Case Employment Eligibility Employment Authorized ek Ae X iis authorized to work in the United States To complete the verification process click Close Case If the name displayed above is different from the name you entered that is displayed below click Request Name Review to request DHS review the case Last Name First Name Middle Initial HHE tHE THE Maiden Name Date of Birth Social Security Number RequestNameReview TS d HHE tHE HHH Citizenship Status Alien Number A lawful permanent resident seem Document Type Document Expiration Date Arrival Departure Record Form I 94 Hire Date Employer Case ID March 13 2010 Submitted By Submitted On JG006407 March 15 2010 gt Enter the specific reason for the name review request into the comments field gt Enter Form 1 9 p eme gt Close Case Request Name Review Comments Click Continue A case sent to DHS for name review is updated with one the following results EMPLOYMENT AUTHORIZED Section 3 5 DHS TENTATIVE NONCONFIRMATION TNC Section 4 4 Page 33 of 88 M 776 E Veri
63. fied by selecting the check box below e You must confirm that you have notified the employee of the THC to continue Confirm Employee Notification O I nave notified this employee of the TNC o After these steps are complete click Continue If you created this case in error or no longer need to continue this verification click Close Case e To return fo this case al a later time click Save Case and Exit L7 NCCCONNUNNC TOTIS gt Employer must keep original signed SSA TNC Notice on file with Form l 9 and send a copy to the Designated Agent gt Provide a copy of signed SSA TNC Notice to the employee gt Next confirm the employee s decision to contest or not contest the case result Page 37 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Enter Form l 9 information Verification Results Close Case rm d Employment Eligibility W SSA Tentative Nonconfirmation TNC Print Rewew amp Sign ey Confirm Employee Refer Employee Print Feview amp Sign TC Notice i Referral Letter Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest the SSA THC If the employee k Chose to CONTEST the SSA TNC click Continue k Chose to NOT CONTEST the 55A TNC click Close Case To review or reprint the 55A Tentative Honconfirmation Notice click Back If you created this case in error or no longer need fo continue this v
64. fy User Manual for Designated Agents June 2010 www dhs gov E Verify Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY DESIGNATED AGENT ACTION e Determine if a name review is required if not Close Case e Click Continue e Input reason for name review request in comments field e Click submit e Wait to hear back from DHS and follow steps outlined in DHS Verification in Process CLIENT ACTION Page 34 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 4 0 INTERIM CASE STATUS An interim case status requires additional action before E Verify can provide a final case result and you can complete the process A Tentative Nonconfirmation TNC case result means that the information entered into E Verify from Form l 9 differs from either SSA and or DHS database records E Verify identifies the agency associated with the mismatch when the TNC result is provided A SSA TNC means that the information entered into E Verify does not match the SSA records The section below outlines the specific steps required when this case result occurs Included are descriptions of additional interim case status results from SSA or employee actions A DHS TNC means that the information entered into E Verify does not match DHS records The section below outlines the specific steps required whe
65. g Open Cases to be Closed Cases with New Updates Work Authorization Documents Expiring The E Verify home page indicates the number of cases that require your attention by a number in a red circle on the alert Each Case Alert can be accessed by a simple click Cases can also be accessed through View Cases and using the search function Review the Case Alerts Overview for more information gt E Verify user home page display with no Case Alerts Welcome to E Verify E Verify News View All Federal contractor rule delayed until May 21 009 220 200 r7 The effective date of the final mule requiring certain F yer Federal Co read more e m Verify Employee s For help with E Verify call 888 464 4218 or e mail us at E Verify dhs gov You Have No Case Alerts at this Time Open Cases gm Cases with M els gt Authorization ie to be Closed New Updates Docs Expiring gt E Verify user home page display with Case Alerts gt Click on the alert requiring your attention to access your Case Alert s Welcome to E Verify E Verify News View All gt Federal contractor rule delayed until May 21 2009 The effective date of the final rule requiring certain y N yify l Federal Co read more gt e Verify Employee VW For help with E Verify call 888 464 4218 or e mail us at E Verify dhs gov Case Alerts You Must Take Action Open Cases 1 1 Cases with 8 Authorization 0 to be
66. he first step in accessing a task or function in E Verify Choosing an option displays the first active page to enter information Each user s menu option is based on their assigned user role Section 1 4 AREA 3 NAVIGATION OVERVIEW MENU OPTION New Case My Cases l gt View Cases gt Add New Client My Clients e gt View Existing Clients gt Edit Profile My Profile gt Change Password gt Change Security Questions gt Edit Company Profile My Company Only Program gt Add New User Administrators have gt View Existing Users these options gt Close Company Account gt View Essential Resources gt Take Tutorial My Resources gt View User Manual gt Contact Us Area 4 displays Case Alerts for open cases requiring action Case alerts inform Designated Agents when an action is required Additional information is available in Section 5 3 Page 6 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 1 3 E VERIFY PARTI CI PATI ON ENROLLMENT VS REGI STRATI ON It is important to understand the difference between enrollment and registration which are outlined in the Enrollment vs Registration Overview To check your company s enrollment status or your access method contact E Verify Customer Support Monday Friday 8 a m 5 p m Local Time Telephone 888 464 4218 E mail DAsupport dhs gov If your company is enrolled and you need information on how t
67. he photos match Photo Mismatch The photo on the employee s document does not match the photo supplied by E Verify The photo transmitted by E Verify should be the same identical photo that appears on an employee s DHS issued document If the employer determines that it does not match a DHS Tentative Nonconfirmation TNC is issued and the employee is given the opportunity to contest Point of Contact Someone in your company who can be contacted on E Verify issues This person may or may not be one of the three user types Pre Screening Creating a case in E Verify before a job offer has been accepted and Form 1 9 is complete Program Administrator This user type creates user accounts at his or her site He or she can view reports create cases update account information and unlock user accounts Q R Referral Letter An employee that has chosen to contest an SSA or DHS Tentative Nonconfirmation result is provided with the appropriate agency Referral Letter instructing him or her to contact or visit the government within eight federal government workdays from the date of referral to initiate the resolution of their E Verify case Request Name Review In some cases E Verify returns a case result of Employment Authorized but the name shown as authorized does not match exactly the name you entered in E Verify from the employee s Form l 9 This can happen because of name variations in DHS records If the names do not match th
68. hird party to Clients employers through the use of E Verify Clients are required to complete Form l 9 Employment Eligibility Verification referred to hereafter as Form 1 9 for all new employees and must follow the guidelines set forth in the Designated Agent Client E Verify Memorandum of Understanding MOU This section introduces the background and overview basic website navigation participation user roles and password creation rules and responsibilities and the privacy and security guidelines of E Verify 1 1 BACKGROUND amp OVERVI EW In 1996 Congress passed the Illegal Immigration Reform and Immigrant Responsibility Act IIRIRA which required the Social Security Administration SSA and U S Citizenship and Immigration Services USCIS formerly the Immigration and Naturalization Service INS to initiate an employment verification pilot program Under the U S Department of Homeland Security DHS USCIS operates the E Verify program previously referred to as Basic Pilot E Verify implements the legal requirements in II RIRA by allowing any U S employer to verify the employment eligibility of all its newly hired employees E Verify has an average of 1 400 new employer enrollments per week E Verify is a voluntary program for most employers but mandatory for some such as employers with Federal contracts or subcontracts that contain the Federal Acquisition Regulation FAR E Verify clause and employers in certain states
69. horized means that the information entered into E Verify matched with DHS and or SSA records and that E Verify verified the work eligibility for the employee entered It is that easy However a case that is Employment Authorized is incomplete until it is closed See Section 5 2 Close Case Employment Authorized is considered both an initial case result and a final case result This means that the only additional step required is to close the case in E Verify It is the most common and simple case result in E Verify Follow the steps outlined in the Employment Authorized Process Overview Page 31 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify EMPLOYMENT AUTHORIZED PROCESS OVERVIEW gt Receive case result Employment Authorized Enter Form l 9 er Verification Results gt gt Close Case L p 4 Employment Eligibility Employment Authorized is authorized to work in the United States To complete the verification process click Close Case Last Name First Name Middle Initial Maiden Name Date of Birth Social Security Number RRR KK HE HE AHHH Citizenship Status A noncitizen national of the United States Document Type Document Number Document Expiration Date Unexpired U S Passport or U S Passport Card Hire Date Employer Case ID March 12 2010 Submitted By Submitted On JGOO6407 March 15 2010 gt Check the information in E V
70. icy recommends that passwords should not e Contain any dictionary word e Contain any proper noun or the name of any person pet child or fictional character nor any employee serial number Social Security Number birth date phone number or any information that could be readily guessed about the creator of the password e Contain any simple pattern of letters or numbers such as qwerty or xyz123 e Be any word noun or name spelled backwards An example of an acceptable password is found in the Password Example PASSWORD EXAMPLE This is an acceptable password IL keH20 gt at least eight characters in length gt an uppercase letter gt a lowercase letter gt a special character gt a number Passwords expire every 90 days E Verify automatically asks you to create a new password when the old password expires However if you think your password was compromised change it immediately If a user attempts to log in with an incorrect password three consecutive times the system locks him or her out Password HELP contact information is listed below If you are locked out of your user account first try to change your password using the link Forgot your User ID or Forgot your password f Patstqvorit If you are unsuccessful at changing your password with the automatic system contact your Program Administrator If your Program Administrator is not available contact E Verify Custo
71. ify 9 0 RESOURCE AND CONTACT INFORMATI ON The E Verify public website should be a primary resource for all E Verify information but do not hesitate to contact us via phone or e mail For easy access to View Essential Resources we suggest that you bookmark or save these websites as favorites so you ll have easy access to them in the future E VERIFY CONTACT INFORMATION E Verify Public Web Site http www dhs gov e verify e Program information and statistics e Frequently asked questions e Provides general information about E Verify E Verify Enrollment Application https e verify uscis gov enroll e Web site for initial company enrollment E Verify Access for Designated https e verify uscis gov esp Agents e User access to E Verify Phone 1 888 464 4218 E mail DAsupport dhs gov e Account information and assistance Hours of Operation Monday through Friday with policy questions 8 00 a m to 5 00 p m local time except federal holidays E Verify Customer Support Phone 1 800 741 5023 E Verify Technical Support Hours of Operation Monday through Friday e Technical assistance using E Verify 9 00 a m to 7 00 p m Eastern Time except Thanksgiving Christmas and New Year s Day Page 81 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify GLOSSARY A Acceptable Documents for Verifying Identity and Employment Authorization Documents Employer E Verify for determining empl
72. in E Verify until they have enrolled at least one Client For a Designated Agent to use E Verify to verify the employment eligibility of their own employees they must add their company as a Client and follow the steps outlined in section 2 1 The initial verification page contains a field in which the Designated Agent must select the employer Client corresponding to the employee being verified The E Verify verification process begins with a completed Form l 9 E Verify makes employment eligibility determinations by comparing the employee s Form l 9 information entered in E Verify with the information contained in DHS and SSA records Information from Form 9 is entered into E Verify and a case result is provided Case results ultimately determine an employee s work eligibility E Verify will determine a case result based on information compared with SSA and DHS records Case results can be initial interim or final Every case created in E Verify receives a final case result before it is closed and every case must be closed This section outlines the steps required to create a case in E Verify and the initial case results provided by E Verify 3 1 FORMI I 9 AND E VERIFY All employers are required to complete Form 1 9 within three days of hiring a new employee and keep a record of the form on file This requirement does not change for employers enrolled in E Verify Employers enrolled in E Verify through the use of a Designated Agent have
73. ing the steps above and then complete either of the following steps Click Delete in the row of the user s account you wish to delete on the User Summary List page OR Click Delete User on the View Modify User Information page User Deletion Information User ID User Role Last Name First Name M I Phone Number Fax Humber E mail Address User Status In both instances the User Deletion Information page will open which displays the information for the user whom you want to delete Click Delete User to delete the user s account After you click Delete User changes will be permanent Page 72 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 8 3 MY COMPANY To update company information in E Verify complete the steps in the Update Company Information Process Overview Once a Program Administrator has updated the company s profile he or she will be subject to the rules and requirements associated with this profile and have access to all online resources specific to that profile gt From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account gt To modify any section of the Company Information page click View Edit in the section you want to modify i e Company Name and Physical Location Points of Contact NAICS Code Total Hiring Sites and Total Points of Cont
74. irmation response from SSA or DHS An employer receiving a Final Nonconfirmation response may terminate the employment of the employee and will not be civilly or criminally liable under any law for the termination as long as the action was taken in good faith reliance on the information provided through E Verify G General Users This user type creates cases views reports and can update his or her user profile H Handbook for Employers M 274 Provides detailed instructions on how to complete and retain Form l 9 Employment Eligibility Verification Hire Date The date you enter into the hire date field in E Verify is usually the date the employee began work for pay This is the date that the employer entered into the Section 2 Certification on Form 1 9 An E Verify case must be initiated no later than the end of three 3 business days after the employee begins work for pay However the E Verify case may be submitted before the employee begins work for pay as long as the employee has Page 84 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify date you should enter into the hire date field in E Verify is the date you submit the case in E Verify I mmigration and Nationality Act of 1952 INA The Act which along with other immigration laws treaties and conventions of the United States relates to the immigration temporary admission naturalization and removal of noncitizens I mmigr
75. l Security Number birth date phone number or any information that could be readily guessed about the creator of the password Contain any simple pattern of letters or numbers such as qwerty or xyz123 Be any word noun or name spelled backwards Old Password New Password Re type New Password Enter Password Challenge Questions and Answers Password Challenge Question 1 select a preferred question Answer Password Challenge Question 2 Select a preferred question Answer Password Challenge Question 3 select a preferred question Answer Receive one of the following confirmation messages e f the system processed the password change then use the new password the next time you log in to E Verify e f the system was unable to process the password change due to user error carefully repeat the steps for changing a password Page 67 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify e f the system was unable to process the password change try changing the password later 7 3 UPDATE USER PROFILE INFORMATION Every E Verify user has a profile which includes his or her name telephone number fax number and e mail address Users should update this information whenever necessary using the Change User Profile link To update this information follow the steps outlined in the Update User Profile Process Overview Changes will not be applied until
76. language to print English 2 Review the DHS Referral Letter privately with the employee 3 Ensure that you and the employee sign and date the DHS Referral Letter Give the employee the signed DHS Referral Letter The employee will need to have the letter when contacting DHS O After you complete these steps click Continue If you created this case in error or no longer need to continue this verification click Close Case e To return to this case at a later lime click Save Case and Exit eo Continue Employee has eight federal government work days to contact DHS and the deadline for contacting DHS is listed on the next page gt Check E Verify for case updates Enter Form l 3 Informatio Verification Results Employment Eligibility W Employee Referred to DHS qu Print Review amp Sign P ContmEmploee Qf V ReerEmploee Qf Pant RevewaSian Qf Check for Case Status Updates This employee was referred to DHS on March 15 2010 The employee has until March 25 2010 to contact DHS E Verify will update the employee s case status by March 23 2010 E Verify will alert you to an update through the case status alert feature on the E Verify home page Be sure to log in to E Verify periodically you ll need to close the case once it is updated with a final status To reprint the DHS Referral Letter select Reprint Letter DHS Referral Letter Choose which language to print English To retur
77. mation on the SSA Referral Letter is correct e Print and review the SSA Referral Letter and send to the employer e Check E Verify for case status updates e Close Case CLIENT ACTION e Ensure that the information on the SSA Referral Letter is correct e Review sign and date SSA Referral Letter e Have employee sign and date Referral Letter e Keep original signed Referral Letter on file with Form l 9 EMPLOYEE ACTION e Sign and date SSA Referral Letter e Visit SSA field office within eight federal government workdays eeee eee ee ew ew we ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ewe ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew AAA OA P Page 41 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 4 2 REVIEW AND UPDATE EMPLOYEE DATA In some instances a case result of Review and Update Employee Data occurs and you will receive a prompt to review update and resubmit the employee s information This means that SSA found a discrepancy in the information they received in the E Verify referral A Review and Update Employee Data update occurs for reasons including typographical errors and or incorrect information provided on Form 1 9 This requires the employer to review Form Il 9 with the employee and return the correct infor
78. mation to you You must update the case by following the steps provided in the Update Case Process Overview UPDATE CASE PROCESS OVERVIEW gt Review the accuracy of the information provided on Form l 9 with the employee If the employee made a mistake on Form I 9 correct and update gt To make changes click Continue Modify the employee s information in the blank fields gt You can update a case one time Ensure that this action is correct before updating the case Enter Form l 5 toma m 3 Verification Results Close Case amp Review and Update Employee Data SSA requires that you review with the employee his or her Form I 8 and correct some information b After you make these corrections click Continue If you created this case in error or no longer need to continue this verification click Close Case To return to this case at a later time click Save Case and Exit LastName amp j First Name Midclle Initial Maiden Name Date of Birth Social Security Humber Oct 0i l A Citizenship Status A citizen af the United States Hire Date Employer Case ID Apnl 08 2010 Submitted By Submitted On CLOCKTST April 08 2010 Click Continue Follow next steps based on the case result provided A case that is resubmitted to SSA is updated with one of the following case results EMPLOYMENT AUTHORIZED Section 3 5 DHS VERIFICATION IN PROCESS Section 4 3 DHS TEN
79. mer Support 888 464 4218 Page 66 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify RESET OR CHANGE PASSWORD If you have a password that has been compromised change it immediately To change or reset your password follow the steps outlined in Reset or Change Password Process Overview gt From My Profile select Change Password My Profile Edit Profile Change Password Change Security Questions Change Password page will display gt Type current password in the Old Password field gt Type new password in the New Password field gt Re Type New Password in the Re Type New Password field The new password cannot be the same as any of the last six passwords gt Enter Password challenge questions and answers Enter Old and New Passwords eb Passwords must have the following characteristics At least one uppercase or lowercase letter At least one number At least one special character Special characters include 96 Contain no more than two identical consecutive characters in any position from the previous password Contain a non numeric in the first and last positions Not be identical to the User ID Additionally as a policy it is recommended that passwords should not Contain any dictionary word Contain any proper noun or the name of any person pet child or fictional character nor any employee serial number Socia
80. n this case result occurs Included are descriptions of additional interim case status results from DHS or employee actions 4 1 SSA TENTATI VE NONCONFI RMATI ON TNC A SSA TNC results when the information submitted in E Verify does not initially match the information in the SSA database A SSA TNC does not mean that the employee is not authorized to work in the United States A SSA TNC case result may occur because the employee s Name SSN or date of birth is incorrect in SSA records Name change was not reported to SSA Citizenship or immigration status was not updated with SSA SSA record contains another type of mismatch The employee must be notified of this result as soon as possible by following the steps outlined in Notify Employee of SSA TNC Process Overview NOTI FY EMPLOYEE OF SSA TNC You must instruct the employer to inform the employee of the SSA TNC case result as soon as possible After being notified of the SSA TNC the employee chooses to either contest the case result or not contest In either case the employee acknowledges their decision on the SSA TNC Notice When an employee chooses to contest a SSA TNC it means that the employee will visit a SSA field office within eight government workdays If the employee chooses not to contest he or she acknowledges that the employer may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the
81. n to the E Verity home page click E Verify Home If you created this case in error or no longer need ta continue this verification click Close Case To begin a new case click New Case Page 50 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify IMPORTANT You may not ask the employee for additional evidence or confirmation that DHS resolved his or her case After the 10 federal government workdays a DHS Referral will provide one the following case results EMPLOYMENT AUTHORIZED Section 3 5 DHS FINAL NONCONFIRMATION Section 5 1 DHS CASE IN CONTINUANCE Section 4 5 DHS NO SHOW Section 5 1 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY DESIGNATED AGENT ACTION e f employee chooses to contest DHS TNC Refer Case e Ensure that the information on the DHS Referral Letter is correct e Print review and send the DHS Referral Letter to employer e Express mail or attach and submit a copy of employee s photo document to send to DHS if TNC is due to photo mismatch e Check E Verify for case result updates e Close Case CLIENT ACTION e Ensure that the information on the DHS Referral Letter is correct e Review sign and date DHS Referral Letter e Ensure employee signs and dates DHS Referral Letter e Keep original signed Referral letter on file with Form l 9
82. o add additional users and their functions see Section 7 0 ENROLLMENT VS REGISTRATION OVERVIEW ENROLLMENT REGISTRATION X Agent or Client who wants to User of a Designated Agent enrolled in participate in E Verify E Verify After initial enrollment Program administrators may register general users and additional program administrators at any time after completing the E Verify tutorial When registering a new user the program administrator may accept a system Visit the E Verify enrollment website at generated user ID or create a custom https e verify uscis gov enroll user ID The program administrator then creates a temporary password which must be given to the new user These E Verify users must comply with the MOU accept the rules and responsibilities set forth in the user manual and successfully complete the E Verify tutorial and mastery test Designated Agents voluntarily enroll to Most enrolled Designated Agents have verify the work authorization status of multiple employees who use E Verify to newly hired employees of their Clients create cases There is no limit on the Generally case results are returned number of users an enrolled Designated within three to five seconds Agent can register to create cases To participate in E Verify Designated Agents must enroll online via any Internet capable computer using a Web browser of Internet Explorer 5 5 Netscape 4 7 or higher with the exception of Netscape 7 0 or Mo
83. o make changes to the Client Information Physical Location Organization Designation NAICS Code Hiring Sites or Point of Contact list he or she can update the information under the View Existing Clients menu To update Client information in E Verify Program Administrators follow the steps outlined in Update Client Information Process Overview Page 19 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify luPbaTE CLIENT INFORMATION PROCESS OVERVIEW gt From My Clients select View Existing Clients My Clients Add New Client View Existing Clients gt Enter the Client search criteria select Display Client Company Summary List Enter Client Company Search Criteria Company ID Number Client Company Name City State Address 1 Client Company Status Pending Registration Active Companies OhRequest Termination OTerminated OhRejected OAII Display Client Company Summary List gt Click Edit for the appropriate Client Client Company List Previous Next Company Client Rejection E ae AES MOU Sign Requested alae ID a City State Address1 Status Date Termination Termination Number Name Date Sample New Company York NY ACTIVE 0506 2010 M Page 20 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Company Information Client Company Mams Client ID Hurnber Doing Business As DEA Hare DUNS Numbe
84. o the employer as soon as possible and instruct them to review the SSA TNC Notice privately with the employee instructions are found on page one of the SSA TNC Notice Instruct the employer to have the employee indicate whether he or she will contest the SSA TNC on the SSA TNC Notice Instruct the employer and the employee to sign and date the SSA TNC Notice after the employee has indicated his or her choice Indicate that the employee has been notified by selecting the check box Confirm Employee Notification Page 36 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Enter Form l 9 cud gt Verification Results Close Case Employment Eligibility W ssa Tentative Nonconfirmation TNC Print Review amp Sign confinm Employee Refer Employee Print Review amp Sign TNC Notice Decision P 4 _ Referral Letter Print Review amp Sign TNC Notice Review the 554 THC with the employee Follow the steps listed below Q Print the SSA Tentative Nonconfirmation Notice Notification to Employee of Choose which language to print SSA Tentative Nonconfirmation English rim Notice La o9 Review the SSA TNC privately witn the employee Have the employee indicate whether he or she will contest the SSA TNC on the SSA Tentative Nonconfirmation Notice Ensure that you and the employee sign and date ihe SSA Tentative Monconfirmation Notice Indicate that the employee has been noti
85. onfirmation case result is received when E Verify cannot verify an employee s employment eligibility after an employee has contacted DHS or visited an SSA field office The employer may terminate employment with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the MOU Employment Eligibility Q pus Final Nonconfirmation DHS could not confirm that Ali Jones is authorized to work in the United States To complete the verification View Print Case Details NS R M wy gt Enter Form l 9 Information gt Verification Results gt ister Tr F 4 al rA p Employment Eligibility SSA Final Nonconfirmation SSA could not confirm that George Washington is authorized to work in the United States To complete the verification process click Close Case Page 53 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify SUMMARY DESIGNATED AGENT ACTION e Receive SSA or DHS Final Nonconfirmation case result e Inform the client of the result and ask if they will continue to keep the employee e Close Case CLIENT ACTION e Decide to terminate or continue to keep the employee and inform the Employer E Verify Agent EMPLOYEE ACTION DHS NO SHOW A DHS No Show indicates that the employee did not contact DHS within the eight federal government workdays A DHS No Show response is considered a Final Nonconfirmation A Final Nonconfirm
86. ons and return to the Company Information page Page 79 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify CLOSE COMPANY ACCOUNT To request termination of company participation in E Verify complete the steps outlined in Terminate Participation Process Overview If the company has more than one site using E Verify and the entire company is requesting termination each of the company s sites must go through this process TERMINATE PARTICIPATION PROCESS OVERVIEW gt From My Company click Close Company Account Termination Request Information Q you sure you want to request termination of your company s access to E Verify Company Name E Verify Termination Request Date 03 18 2010 Termination Request Reason Request Termination gt Enter the reason in the Termination Request Reason field gt Click Request Termination gt A message will appear informing you that the E Verify office will be notified of your site s request to terminate its participation in the program REMINDER If your company has more than one site using E Verify and the entire company is requesting termination each of the company s sites must go through this process If you submitted a termination request in error please call E Verify Customer Support at 888 464 4218 for assistance Page 80 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Ver
87. ormation Employer identification Number Total Humber of Employees Parent Organization Administrator Organization Designation Employer Category NAICS Code 22 JUSTICE PUBLIC ORDER AND SAFETY ACTIVITIES Wlew Edit Total Hiring Sites i View Edit Total Points of Contact 1 View Edit Ihe NAICS Code page displays the NAICS code entered when your company registered for E Verify gt To modify the NAICS Code field enter the new three digit NAICS code If the new number is not known a Program Administrator can search available codes To determine the company s NAICS code select Generate NAICS Code In the subsequent screens select the appropriate sector and subsector from the drop down list As a Program Administrator proceeds from page to page the resulting NAICS code appears in the NAICS Code field Select the appropriate category for the company from each list that appears and select Accept NAICS Code and Continue Once you have accepted the final subsector the Company Summary page appears Page 77 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify i If you know your Client Company s 3 digit North American Industry Classification System NAICS code please enter it and click Accept NAICS Code and Continue If you do not know the Client Company s NAICS code you must generate a NAICS code that is 3 digits To generate a 3 digit code click on Genera
88. oyee completed on their Form l 9 and enter it into E Verify Designated Agents must obtain this Page 25 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify information from their clients in order to create cases in E Verify To enter this information into E Verify you must first log in with your assigned user ID and password and then follow the steps outlined in How to Create a Case Process Overview HOW TO CREATE A CASE PROCESS OVERVIEW From the E Verify Welcome page find My Cases and select New Case Employment Eligibi Home My Cases New Gase View Gases From Section 1 of the employee s Form l 9 chose the correct option button e A citizen of the United States Verify Employee e A noncitizen national of the United MORGEN UN Dass States What citizenship status did the employee choose in Section 1 of Form l 9 o e A lawful permanent resident Select one then click Continue e An alien authorized to work QA citizen of the United States QA noncitizen national of the United States QA lawful permanent resident Click Continue OAn alien authorized to work You are then prompted to indicate the documents provided to you from Section 2 of the employee s Form l 9 _ Make the appropriate selection and click Continue In E Verify a red asterisk to the Verify Employee i right of a text box indicates
89. oyment authorization and identity under the Immigration amp Nationality Act INA are listed on Form l 9 and in the Handbook for Employers M 274 found at www uscis gov Employees have the right to choose which document or combination of documents to present Please note that any List B document presented to a Federal contractor participating in E Verify must contain a photograph Admission Number or 1 94 Number An 11 digit number that is found on the Arrival Departure Record Form l 94 or Form 94A Alien Noncitizen Any person who is not a citizen or national of the United States Alien Authorized to Work A noncitizen who is allowed to work because of their immigration status or a noncitizen who is granted work authorization by USCIS upon request This option should not be selected for a Lawful Permanent Resident Alien Registration Number A Number or Alien Number A unique 7 8 or 9 digit number assigned to a noncitizen at the time his or her A File is created Anti Discrimination Notice The Anti Discrimination Notice is published by the Office of Special Counsel for Immigration Related Unfair Employment Practices Department of Justice OSC and provides information to employees concerning discrimination in the workplace The E Verify Memorandum of Understanding requires participating Federal contractors to display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospe
90. py of signed DHS TNC Notice to employee e Notify Designated Agent of employee s decision EMPLOYEE ACTION e Decide to contest or not contest and indicate choice on DHS TNC Notice e Acknowledge DHS TNC case result by signing and dating DHS TNC Notice e Take next action based on decision to contest or not to contest eeee eee ee ee we we ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ewe ew ew ew ewe ew ew ewe ew ew ew ewe ew ew ew ew ew ew ew ew ew ewe ew ew ew ewe ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ewe ewe ew ew ew ew ew ew ew ew ew ew REFER EMPLOYEE TO DHS After being notified of the DHS TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the DHS TNC Notice An employee that chooses to contest a DHS TNC must be referred to DHS by the Designated Agent E Verify generates a DHS Referral Letter that is provided to the employer who provides it to the employee The Designated Agent confirms the information prints and provides this letter to the employer The employer confirms the information signs dates and provides this letter to the employee The DHS Referral Letter provides instructions to the employer and employee regarding the next steps These steps are outlined in Refer Employee to DHS Process Overview Employees choosing to contest the DHS TNC have eight federal government workdays to contact DHS
91. r Physical Location Mailing Address Address 1 1 Mein Sinsal Address 1 Address 2 Address 2 City City Sirie M State Zip Code 10004 Zip Code County ORR Additional Information Employer identification Humber 3 Total Humber of Employees Parent Organization Aimser Organization Designation Client Company Category Han of the HANS Code Total Points of Contact View MOU Signature Page pai Giana gt To modify any section of the Company Information page click View Edit in the section you want to modify i e Company Name and Physical Location NAICS Code Total Hiring Sites and Total Points of Contact Make the required changes and click Submit COMPANY INFORMATION FIELDS There are many fields that can be updated in Company Information Those fields are listed in the Company Information Overview COMPANY INFORMATION OVERVIEW FIELD NAME DESCRIPTION Company Name Company enrolled in E Verify Physical Location Location where employment eligibility verifications are completed Mailing Address Company s mailing address If this address is different from the physical location use this field to make the necessary changes Organization Information regarding federal contractors Designation NAICS Code North American Industry Classification System Code Page 21 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 2 3 VIEW CLIENT MOU Program Admini
92. r behalf Close Case The step in the verification process when either a final result has been provided or the user no longer needs to continue the verification and the case is ready to be closed Corporate Administrator One of the E Verify access method and the user type that corresponds to companies enrolled as a Corporate Administrator This user type can only view reports for all of the company locations affiliated with the corporate account They may also update user profiles for all users within the company D Designated Agent An individual or company that performs E Verify cases on behalf of employers DHS Verification in Process The response given if the employee s information matches SSA records but SSA does not have employment authorization information for the noncitizen employee E Verify automatically forwards the case to DHS for verification of employment authorization DHS responds to most of these cases within 24 hours but has up to 3 federal government workdays to respond Employers should check E Verify periodically for a response Document Type Type of document s presented by a newly hired employee to verify identity and employment authorization Employment Authorized The result received in E Verify when the information entered into for an employee matches with SSA or DHS records This result indicates employment authorization has been verified Employment Authorization Document Form 1I 766 Page 83 of 8
93. rd should be identical to the photo displayed by E Verify gt No the photo on the employee s document is not identical to the photo displayed in E Verify Click Continue IMPORTANT Compare the photo displayed in E Verify with the employee s Form l 9 photo document not to the actual employee After a selection is made a case result will display one of the following EMPLOYMENT AUTHORIZED Section 3 5 DHS TENTATIVE NONCONFIRMATION Section 4 4 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual Page 30 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify REMI NDER em me mee mee NS NONO ON mee mee mee me mee mee NS NN UNS mee mee mee ON ONG NON NGC NA NS ON NB NS ON eee mee meme mee mee ee mee ON me mee NS NS NB NS NS NBN me me mee me NBN UNS ON NB NS ON NB me mee ON NBN NS NBN NS NS NBN NS NBN NO NONAS NONO mee meme mee mee mee meee me meee UNS ONG ee NS NO GO GO e o Employees always have a choice of which acceptable documents to present for Form l 9 completion Photocopies must be made of all Forms 1 551 and 1 766 presented by employees The photo will display automatically in E verify during the verification process x Only compare the employee s photo document to the photo displayed in E Verify 3 5 EMPLOYMENT AUTHORIZED An initial case result of Employment Aut
94. rify by assigning them a user role Permissions and functions in E Verify granted to the user depend upon the user role There are two types of users General Users and Program Administrators and they are explained in the User Role Overview General Users and Program Administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted Section 7 1 provides additional details regarding the functions of each user role USER ROLE OVERVIEW USER ROLE PERMISSIONS Program A company must have at least one Program Administrator Administrator The Program Administrator role includes functions of a general user Permissions include at least one e Enrolling new clients and updating client profile information required i e Registering new users e Creating user accounts for other Program Administrators and General Users e Creating and managing cases e Viewing reports e Updating profile information for other program administrators and general users e Unlocking user accounts A company can have as many General Users as it desires but is not required to have General Users Permissions include optional e Enrolling new clients and updating client profile information General User e Creating and managing cases e Viewing reports e Updating his her own user profile Page 9 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 1 5 USER R
95. ropriate employees handle information and create cases P SECURE access to E Verify Protect the password you use to access E Verify and ensure that unauthorized users do not gain access to E Verify gt PROTECT and STORE individuals information properly Ensure that employees information is stored in a safe and secure location and that only authorized individuals have access to this information gt Discuss E Verify results in PRIVATE Ensure that Tentative Nonconfirmation and Final Nonconfirmation results are discussed in private with the employee REMI NDER eer eee ee we we ewe ewe we ewe ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ewe ew ew ew we ew ew ew ewe wm em ew ew ew em ew ewe we ew ew ew em wm ew ew em wm ew ew ew ew wm ew ewe wm ew ew ew wm wm ew ewe wm ew ew ew wm wm wm ew ewe ew ew ew ew ew ew ew ewe ewe em em ee Page 12 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 2 0 MY CLI ENTS The My Clients menu is available in Area 3 of the E Verify home page This menu is only available to Designated Agents and enables Designated Agents to e Enroll new Clients e View and update Client information e View Client MOU e Terminate Clients Designated Agents must enroll their Clients before they can create cases for them in E Verify 2 1 CLIENT ENROLLMENT Before you can create a case for your Clients e
96. ser s password follow the steps outlined in the Reset User s Password Process Overview gt First follow the steps in View Users Process Overview to find the user that needs his or her password changed gt Select the appropriate user by selecting his or her User ID View Modify User Information User ID DASAMPGU User Role General User Last Name Sample First Name E Verify M I Phone Number 888 464 4218 Fax Number E mail Address E Verifytpdhs qov Force Change Password C Reset User Password New Password Re type New Password Submit User Modifications Delete User You can change the password two ways including Select Force Change Password to prompt a user to change his or her password at the next login Or Assign a temporary password by completing both fields under Reset User Password Click Submit User Modifications Page 71 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify NOTE If the system does not accept the user information update after processing it again contact the DHS Verification Information System Help Desk at 1 800 741 5023 DELETE USER ACCOUNT If a user leaves the company or will no longer access E Verify a Program Administrator must delete the user s account Follow the steps in Delete Users Process Overview to delete a users account To delete a user account first view the user follow
97. sical Location s notne manng asernes Tais is me locaton sner me waeticaton Queries wti be pertormec Address 1 Address 2 City State Zip Code County Parish Mailing Address rse rames tom ome Address 1 Address 2 City State Zip Code Additional Information Employer Identification Number also known as Federal Tax ID Number Total Number of Employees including full time part time and seasonal employees of the site s being verified for Parent Organization Administrator How did you hear about E Verify Other Marketing Channel gt Enter the North American Industry Classification System NAICS code and click Accept NAICS Code and Continue If you do not know the Client s NAICS code you must generate a NAICS code that is 3 digits If you know your Client Company s 3 digit North American Industry Classification System NAICS code please enter it and click Accept NAICS Code and Continue If you do not know the Client Company s NAICS code you must generate a NAICS code that is 3 digits To generate a 3 digit code click on Generate NAICS Code You must select your Sector and Subsector from the drop down lists provided If there is not a code specific to the Client Company s type of business select the industry that best fits the company s type of work Once the 3 digit NAICS code is generated click Accept NAICS Code and Continue to continue with the Registration process NAIC
98. strators can view the MOU signature page for each Client enrolled in E Verify A blank MOU template is also available to Program Administrators To view the Client MOU follow the steps outlined in View Client MOU Process Overview VIEW CLIENT MOU PROCESS OVERVIEW gt From My Clients select View Existing Clients My Clients Add New Client View Existing Clients gt Enter the Client search criteria and select Display Client Company Summary List Click Edit for the appropriate Client gt Select the hyperlink View MOU Signature Page to view an electronic copy of the signature page signed by both you as the Designated Agent and your Client Company Information Client Company Name Client ID Humber Doing Business As DBA Hame DUNS Humber Physical Location Mailing Address Address 1 1 Main Stneat Address 1 Address 2 Address 2 City Hara Yor City Stat NY State Zip Code 10000 Zip Code County Additional Information Employer Identification Mumber C Total Humber ol Employees Parent Organizatson Adeinisbrator Organization Designation Client Company Category Nang of hb CREUSE Bppoy NARS Code Teal Points of Contact a View WOU Signature Page gt To view a blank MOU click View MOU Page 22 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 2 4 TERMINATE CLI ENT PARTI CI PATI ON To request termination of Client participa
99. t Card Hire Date Employer Case ID March 12 2010 Submitted By Submitted On JGOO6407 March 15 2010 If the information entered does not immediately match SSA or DHS records the Check Information screen appears to confirm if the information entered is correct If the Designated Agent confirms that the information presented is correct they click Continue If the Designated Agent has made a mistake they will need to close the case by clicking Close Case and follow the steps outlined in Section 5 2 Close Case Page 28 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Enter Form l 9 Information Verification Results Close Case Cl Check Information The information below MUST match the employee s Form l 9 Check that the following information is correct e Last Name e First Name e Middle Initial e Maiden Name e Date of Birth e Social Security Number If this information is gt Correct click Continue gt NOT correct update the appropriate field s and click Continue If you created this case in error or no longer need to continue this verification click Close Case Last Name First Name Middle Initial Maiden Name Date of Birth Social Security Number Numident One b Citizenship Status A citizen of the United States Hire Date Employer Case ID March 01 2010 Submitted By Submitted On JGOO6407 March 15 2010 oo The initial case results
100. t Usage User Audit Report gt Select Next gt The screen below will be shown Page 63 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify Enter Report Parameters Report User Report Description This report displays a detailed list of your company s users that access Web DABP Report Format PDF C Excel User Role Determine and select which Report Format PDF or Excel you would like to view gt Use drop down box to select User Role you want a report on gt Select Run Report gt Use report as needed Page 64 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 7 0 USER ACCOUNT ADMINISTRATION User Account Administration provides individual users specific functions and permissions to update their account change their password and perform other functions explained in this section It is important to distinguish that the user account functions are different for each user role 7 1 USER ROLES Permissions and functions in E Verify granted to the user differ for each user role There are two user roles the Program Administrator and General User Every hiring site must have at least one Program Administrator This user role is important to provide support for the General User role and to manage the Designated Agent s profile A Designated Agent can choose to have General Users which will only be able to creat
101. tates The employee chose not to contest the Tentative Nonconfirmation The employer terminated the employee because the employee chose not to contest the Tentative Nonconfirmation The employee voluntarily quit working for the employer The employee chose to stop working for the employer The employee was terminated by the employer for reasons other than E Verify The employer terminated the employee for reasons unrelated to E Verify The case is invalid because another case with the same data already exists An E Verify case with the same data was already created for this employee This is a duplicate case The case is invalid because the data entered is incorrect The data entered for this employee was not correct SUMMARY DESIGNATED AGENT ACTION e Select Close Case e Determine Close Case option e Select Close Case Statement e Record Case Verification Number on Form l 9 or print screen and file it with Form l 9 e E Verify case process is now completed CLIENT ACTION e Record Case Verification Number on Form l 9 or print screen and file it with Form l 9 EMPLOYEE ACTION Page 57 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 5 3 CASE ALERTS E Verify Case Alerts are found at the bottom of the user home page The purpose of this feature is to bring your attention to cases that need your action When you log into E Verify Case Alerts inform you of one of the followin
102. te NAICS Code You must select your Sector and Subsector from the drop down lists provided If there is not a code specific to the Client Company s type of business select the industry that best fits the company s type of work Once the 3 digit NAICS code is generated click Accept NAICS Code and Continue to continue with the Registration process HAICS Code Generate NAICS Code Accept NAICS Code and Continue ADD NEW HIRING SITE S Program Administrators can modify the number and location of the hiring sites where employment verifications are performed Select Edit Company Profile and click View Edit in the Total Hiring Sites section of the Company Information page to make changes to the number of hiring sites Selecting this option opens the Company Hiring Sites page The Company Hiring Sites page shows the states where the employer has hiring sites and the number of hiring sites for each state Program Administrators have the option to add hiring sites for a new state edit the number of hiring sites in a state where the employer currently has hiring sites or delete a state from the hiring site list To add a new state where the employer has hiring sites follow the Add New State Hiring Site Process Overview Page 78 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify ADD NEW STATE HIRING SITE PROCESS OVERVIEW gt From My Company select View Existing Users
103. ted States Docurment Type Decuria Humber Documenm Expiration Date Linexpired U S Passport i gt Phases jf c dac w i rp LI OD FaSSDOTtL arad Hire Date March 12 201 Submited Ey This completes the E Verify verification process Every case created in E Verify MUST be closed Each case is closed by using one of the Close Case Statements listed below E Verify will present only those statements that are relevant to each case This means that in some cases not all of the Close Case statements are available Use the information below to select the Close Case Statements that best suits the situation for the case CLOSE CASE STATEMENTS The employee continues to work for the employer after receiving an Employment Authorized result E Verify has verified that the employee is eligible to work in the United States and the employee continues to work for the employer The employee continues to work for the employer after receiving a Final Nonconfirmation result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the Tentative Nonconfirmation but was unable to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work The employee continues to work for the employer after receiving a No Show result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the Tenta
104. the user clicks Submit User Profile Changes UPDATE USER PROFILE PROCESS OVERVIEW gt From My Profile select Edit Profile My Profile Edit Profile Change Password Change Security Questions Add information or edit fields as necessary A field with an asterisk is a required field Click Submit User Profile Changes A confirmation message and your profile information will display Enter User Profile Information User ID Last Name Fes n o First Name Fet M i m Phone Number pn p 222 extr ss Fax Number T jC E mail Address fest Test Submit User Profile Changes gt Review the confirmation message to see whether the request for profile updates was successful If the system was unable to process the user profile updates attempt to update your profile at a later time If the second profile update attempt fails contact E Verify Technical Support at 800 741 5023 Page 68 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 8 0 MY COMPANY PROGRAM ADMI NI STRATORS Program Administrators also manage the site administration of their company A Program Administrator uses the My Company menu to e Add General Users e Add other Program Administrators located at his or her site e Change or update company profile information e Terminate his or her company s access to E Verify 8 1 ADD NEW US
105. ticipation Right to Work Poster IF YOU HAVE THE RIGHT TO WORK Don t let anyone take it away i m Sam j 2 l i i A TT 7 ee A he iia Hil ee etre iia Mur n perio T squint acronis meee of a i Ari TE Paride br ivi d em a in imn irme m TTY T nmm dia Issued by Department of Justice the Office of Special Counsel for Immigration Related Unfair Employment Practices Provided by DHS Page 11 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 1 6 PRIVACY AND SECURITY STATEMENT The use of E Verify requires the collection of Personally Identifiable Information PII It is essential to protect the privacy of individuals that submit information to be processed through E Verify It is the responsibility of the employer user to ensure that all personal information collected is safeguarded and used only for the purposes outlined in the MOU between E Verify the Designated Agent and the Client Failure to properly protect individuals information can result in identity theft or fraud and can cause considerable inconvenience harm or embarrassment to the individuals affected At a minimum take the steps outlined in the Privacy Guidelines Overview to protect personal information and comply with the appropriate regulations PRIVACY GUIDELINES OVERVIEW P Allow ONLY authorized employees to use E Verify Ensure that only the app
106. tion in E Verify follow the steps outlined in Terminate Client Participation Process Overview If the Client has more than one site using E Verify and the entire company is requesting termination each of the company s sites must go through this process TERMINATE CLIENT PARTICIPATION PROCESS OVERVIEW gt From My Clients select View Existing Clients My Clients Add New Client View Existing Clients gt Enter the Client search criteria and click Display Client Company Summary List Click Terminate for the appropriate Client Client Company List Previous Mext Company Client MOU Sign Requested Rejection Dat ID Company City State Address1 Status Termination Termination Number Name Date 5 E Sample New c ue Terminate 14137 Company York NY ACTIVE 05 06 2010 N Previous Next i Client Termination Request Information Client Company Mame Sample Company Employer Identification 0 New York MY Administrator MOU Sign Date 05 06 2010 Termination Request Date 05 06 2010 Termination Request Reason Request Client Termination Click Request Client Termination gt A message will appear informing you that the E Verify office will be notified of the Client s request to terminate participation in E Verify Page 23 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify 3 0 INITIAL VERI FI CATI ON Designated Agents are not able to create a case
107. tive Nonconfirmation but did not take action to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work The employee continues to work for the employer after choosing not to contest a Tentative Nonconfirmation E Verify cannot verify that this employee is authorized to work in the United States The employee chose not to contest the Tentative Nonconfirmation The employer chooses to exercise its legal right to allow the employee to continue to work Page 56 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify The employee was terminated by the employer for receiving a Final Nonconfirmation result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the Tentative Nonconfirmation but was unable to resolve it The employer terminated the employee because of the Final Nonconfirmation result The employee was terminated by the employer for receiving a No Show result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the Tentative Nonconfirmation but did not take action to resolve it The employer terminated the employee because of the No Show result The employee was terminated by the employer for choosing not to contest a Tentative Nonconfirmation E Verify cannot verify that this employee is authorized to work in the United S
108. your company within a fiscal year If your company has not initiated any queries during the fiscal year they will still appear an the repart with zera totals This report is available to Corporate Administrators and Program Administrators Report Format PDF Excel Description Fiscal Year 2010 Determine and select which Report Format PDF or Excel you would like to view gt Use drop down box to select the Fiscal Year you want a report on gt Select Run Report gt Use report as needed 6 2 USER AUDIT REPORT The User Audit Report provides summary case information about each case that matches the user criteria entered The case information includes the case verification number the date the case was created the SSN alien number 1 94 number last name first name interim verification eligibility or case result additional verification eligibility final verification eligibility and employer resolution code To create a User Audit Report follow the steps outlined in the User Audit Report Report Overview gt Select User Audit Report Select a report Corporate Overview of Pilot Usage User Report Report User Audit Rer The User Audit Report provides summary level case data about each case that matches the user entered query crferia The Summary level case data includes the case verification number the date the case was intiated the social security number alen number l 94 number last
109. zilla Firefox Designated Agents must read and accept the electronic MOU which details the responsibilities of SSA DHS and the Designated Agent The MOU is electronically signed by the Designated Agent during enrollment However all E Verify users must agree to and follow the guidelines and user responsibilities outlined in the MOU and this User Manual Page 7 of 88 M 776 E Verify User Manual for Designated Agents June 2010 www dhs gov E Verify To enroll in E Verify visit the enrollment website This website guides companies through the enrollment process Additional information regarding enrollment is found at the following URL http www dhs gov E Verify Participating companies use E Verify through an access method determined during the enrollment process The four access methods are Employer Designated Agent Corporate Administrator and Web Services The access methods are explained in the Access Method Overview ACCESS METHOD OVERVIEW ACCESS METHOD EXPLANATION Employer Access My company plans to use E Verify to verify its employees Most E Verify participants regardless of their business size or structure are registered under the Employer access method This access method allows a company to electronically verify the employment eligibility of its newly hired employees Designated Agent My company plans to use E Verify on behalf of its clients to verify Access their employees The Designated Agent access method

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