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E-Verify User Manual for Federal Contractors

1. Page 18 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify In E Verify a red asterisk to the Verify Employee right of a text box indicates a required ip ee ae field From Section 1 and 2 of Form i l 9 enter all required information into Enter employee Form 9 information then diek Continue required each text field Click Continue Hiie into Employer Case ID is an optional field for users that wish to assign an internal tracking code to a Case Unen red US Passport or Us Month Al Ooy Mill veer i Decime Exqean ation Duty To view HELP text click on the question mark icons 2 Alien Numbers and Arrival Departure Record Form l 94 Numbers are NOT the same Alien numbers consist of 9 digits or less If the Alien Number is less than 9 digits add leading zeroes Although Alien Numbers are preceded by the letter A do NOT type A into the E Verify Alien Number field For example Enter the Alien Number A1234567 as 001234567 Form l 94 numbers consist of 11 digits found in bold print at the top of the Arrival Departure Record Form l 94 REMI NDER Complete Form l 9 before creating a case in E Verify Create a case for all newly hired employees no later than the third business day after they start work for pay eee ewe ee ewe we we ewe ew we ew wm wm ew ew wm wm ew wm wm wm wm wm wm ew wm wm wm wm wm ew ew wm wm wm wm wm ew ew wm
2. Register Employer gt To complete the enrollment process select Generate MOU gt Print and provide the Designated Agent Client Memorandum of Understanding MOU to the Client Page 76 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Qa complete the registration process select Generate MOU Select Frint 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 Verfy Employment Verification Program Generate MOU gt Enrollment is complete after the MOU is provided to the Client and the Client signs the MOU The MOU may be provided to the Client by fax mail or email Designated Agents must determine the best method to complete this step and obtain the Client Signature When the Client has signed the MOU the signed signature page of the MOU must be
3. Additionally password policy recommends that passwords should not e Contain any dictionary word e Contain any proper noun or the name of any person pet child or fictional character nor any employee serial number Social Security Number birth date phone number or any information that could be readily guessed about the creator of the password e Contain any simple pattern of letters or numbers such as qwerty or xyz123 e Be any word noun or name spelled backwards An example of an acceptable password is found in the Password Example PASSWORD EXAMPLE This is an acceptable password IL keH20 gt at least eight characters in length gt an uppercase letter gt a lowercase letter gt a special character gt a number Passwords expire every 90 days E Verify automatically asks you to create a new password when the old one expires However if you think your password was compromised change it immediately If a user attempts to log in with an incorrect password three consecutive times the system locks him or her out Password HELP contact information is listed in the information box If you are locked out of your user account first try to change your password using the link Forgot your User ID or Forgot your password Log In Doar Ek Forgot your Lines Wy y Password Fogga jour pasyword If you are unsuccessful at changing your password with the automatic
4. E Verify User Manual For Federal Contractors June 2010 PART o Seer U S Citizenship and Immigration mse Services Us soe M 574 E Verify User Manual for Federal contractors L SE TART aet C4 E a K D JANN a USA z J Mig A Sy ty lt r AND st Nien E Verify TABLE OF CONTENTS i INTRODUC HON errero EE E EERE 4 1 1 Background and OvervieW ssssuusususurrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrn 4 E Verify Federal Contractor Rule nnnnnnnnnnnnnnrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrren 9 1 2 Basic Website Navigation ccccccccceeeseeeeseeeeeeteeeaneeeaneesanessseessssetenseaees 9 1 3 E Verify Participation Enrollment vs Registration cccccceeeeeeeeeeeeeeeeens 7 1 4 Overview of User ROICS sii cncisdecnicasejasegatesceticadeneieaednstinaae ietdnaddaviesleamuaetes 9 1 5 User Rules and ResponsibllitieS ccc ccc cc cce cece ee ee eee eeeeeeeeeesaeeeeeeeee eas 10 1 6 Privacy and Security StateMent ccccc ccc ece eee eee eee eeeeeeeee seen eeeeeeee enna 12 1 7 Federal Contractor Requirement ccccc cece cece cena ee eeaeeeeaeeeeaeeegaeeesaeeeaes 13 Federal Contractor Verify Entire Workforce Guidelines cccecee cence eens 13 Exceptions to Federal Contractor RUle ccccce cence eee cena ee eeaeeeeaeeenaeenes 14 2 0 INITIAL VERIFICATION esetrsn deca tesdaatsccusenataciewiseecdanceseatenevedkencann
5. Enter Form l 3 informatio Verification Results Employment Eligibility W employee Referred to DHS S Print Review amp Sign Confirm Employee F Print Review amp Sign a A PEPETA LETS Check for Case Status Updates This employee was referred to DHS on March 15 2010 The employee has unt Mareh 25 2010 to contact DHS E Verify will update the employee s case status by March 29 2070 E Verify will alert you to an update through the case status alert feature on the E Verify home page Be sure to log in to E Verify periodically you ll need fo close the case once it is updated with a final status To reprint the DHS Referral Letter select Reprint Letter DHS Referral Letter Choose which language to print English To retum to the E Verity home page click E Verify Home i you created this case in eror or no longer need fo continue this verification click Close Case To begin a new case click New Case IMPORTANT You may not ask the employee for additional evidence or confirmation that DHS resolved his or her case Page 42 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify After the eight federal government workdays a DHS Referral will provide one the following case results EMPLOYMENT AUTHORIZED Section 2 6 DHS FINAL NONCONFIRMATION Section 4 1 DHS CASE IN CONTINUANCE Section 3 5 DHS NO SHOW Section 4 1 Each case result requires di
6. 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 receive Tentative Nonconfirmation TNC Ensure that all Personally Identifiable Information is safeguarded Only use E Verify for existing employees under limited circumstances For more details about verifying existing employees review the Supplemental Guide for Federal Contractors Use special considerations when you decide how to and whether to verify existing employees For more information review the Supplemental Guide for Federal Contractors You are required to create at case within a specified period of time If a case is not created within those timeframes you must note the reason for the delay and attach it to Form l 9 You may not verify employees selectively and must follow E Verify procedures for all newly hired employees and all existing employees assigned to a Federal contract while your company is participating in E Verify All Federal Contractors participating in E Verify MUST NOT x Use E Verify to prescreen applicants for employment Page 10 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Check employment eligibility for employees hired before their company signed the E Verify MOU Take any adverse action against an employee ba
7. 2 Certification on Form I 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 I 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 Page 17 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Section 2 Emplover Review and Verification To be completed and signed by en he er Examine one document from List A OR COUT Gee doe MINEI fr Pou List B amd GNE fram List aS NAIG wf Cu the reverse oft i expiration date if any af the documentis List A OR List B AND List C tS fer at aed recor d ihe tiile HMD of amd Document title laying suthorty Document 2 Expuration Date if anyi Document 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 apeear to be genuine and to relate to the employee named that the emplovee began employment on fmonthdayvear and that to the best of my knowledge the emplovee is authorized to work in the United States State employment age af may omit the date the emplovee began emplovment a B Rusmess or Urgaruzation Marne and Address Street Name and Number Civ date Aip Coda Dale
8. Code County ir iniii Additonal Information Employer identficaton Humber Total Humber of Employees 10 io 15 Parent Organizabon Aimser Onganization Designation Cleat Company Cabegery Nome of hiis Gagoned agoly HAR S Code Total Hiring Sites Teta Pointe of Condact View MOU Signature Page Return to Company List View mou 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 gt Make the required changes and click Submit Page 82 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 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 8 3 VIEW CLIENT MOU Program Administrators can view the MOU signature page for each Client enrolled in E
9. June 2010 www dhs gov E Verify 1 4 OVERVIEW OF USER ROLES Enrolled companies can provide their employees access to E Verify by assigning them user roles Permissions and functions in E Verify granted to the user depend upon the user role There are two types of users General Users and Program Administrators and they are explained in the User Role Overview General Users and Program Administrators must successfully complete the online E Verify tutorial for Federal contractors before privileges to create or manage cases are granted Section 6 1 provides additional details to the functions of each user role USER ROLE OVERVIEW USER ROLE PERMISSIONS Program A company must have at least one Program Administrator Administrator The Program Administrator role includes functions of a General User Permissions include e Enrolling new clients and updating client profile information Designated Agents only e Registering new users e Creating user accounts for other Program Administrators and General Users e Creating and managing cases at least one required 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 Designated Agents only e Creating and mana
10. 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 I 551 the name of the document was changed from Resident Alien Card to Permanent Resident Card Photo Matching Page 92 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify During the verification case employers match the photos on certain documents provided by employees when completing Form I 9 with the photo that appears in E Verify Photo matching is triggered only when an employee has provided a Permanent Resident Card Green Card Form I 551 or an Employment Authorization Document Form I 766 as his or her Form I 9 document Photo Match The photo on the employee s document matches the photo supplied by E Verify The photo transmitted by E Verify should be the same identical photo that appears on an employee s DHS issued document Employers should be able to determine whether or not the photos match Photo Mismatch The photo on the employee s document does not match the photo supplied by E Verify The photo transmitted by E Verify should be the same identical photo that appears on an employee s DHS issued document If the employer determines that it does not match a DHS Tentative Nonconfirmation TNC is issued and the employee is given th
11. OVERVIEW gt Click User Report Select a report Corporate Overview of Pilot Usage User Audit Report gt Click Next gt Below screen will be shown Page 55 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Enter Report Parameters Report User Report Description This report displays a detailed list of your company s ReportFormat POF C Excel User Role gt Determine and select which Report Format PDF or Excel you would like to view gt Use drop down box to select User Role you want a report on gt Click Run Report gt Use report as needed Page 56 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 6 0 USER ACCOUNT ADMINISTRATION User Account Administration provides individual users specific functions and permissions to update their account change their passwords and perform other functions explained in this section It is important to distinguish that the user account functions are different for each user role 6 1 USER ROLES Permissions and functions in E Verify granted to the user differ for each user role There are two user roles the Program Administrator and General User Every hiring site must have at least one Program Administrator This user role is important to provide support for the general user role and to manage the company profile A company can choose to have General
12. Users which will only be able to create and manage their own cases General Users and Program Administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted The User Role Functions Overview provides an explanation of the functions of each user role USER ROLE FUNCTIONS OVERVIEW ADD VIEW UPDATE UNLOCK VERIFY USERS CASES CASES USERS EMPLOYEES Program Administrator at least one required General User optional 6 2 USER ID AND PASSWORD CREATION User registration is completed by the Program Administrator All users are assigned a user ID and initial password Upon being initially registered by the Program Administrator you receive an email with your user ID and password E Verify will prompt you to change the initial password for security purposes Passwords are case sensitive and between 8 14 characters long different from the assigned User ID changed every 90 days and have the following characteristics e At least one uppercase or lowercase letter e At least one number and at least one special character special characters include lt gt e Contain no more than two identical and consecutive characters in any position from the previous password e Contain a non numeric in the first and last positions e Not be identical to the User ID Page 57 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify
13. 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 Page 83 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 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 gt 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 Hane Tirpi Comgucy Client ID Number Doing Business As DEA Hame DUNS Humber Physical Location Mailing Address Address 4 1 Address i Address 2 Address 2 City Hea Yori City Sie HY Plate Zip Code 10000 Zip Code County Additional information Employer Identification Mumber 0 Total Humber of Employers 10 te 15 Parent Organization Administrator Organization Designation Clent Compacy Crtegory Bone oP HNEDE deen NAS Code 233 MACHINERY WANUFACTURIMG Taal Hiring Sites Total Points of Comiact View MOU Signature Page Return to Company List view mou gt Click View MOU to view a blank version of the MOU Page 84 of 94 M 574 E Veri
14. adverse action against an employee based on the employees 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 REFER EMPLOYEE TO DHS PROCESS OVERVIEW gt Click Refer Case Page 39 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Enter Form 1 9 Intormatio gt ee eee Close Case Employment Eligibility W DHS Tentative Nonconfirmation TNC Print Review amp Sign F Contin E mplovee aF Refer Employee Frint Review amp Sign J THC Notice y Decision a i F Referral Letter Refer Employee You indicated that the employee chose to contest the DHS THC 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 8 federal government workdays that the employee has to contact DHS I you created this case in emor or no longer need to continue this venficalion click Close Case P TO return to this case at a later time click Save Case and Exit In some cases E Verify prompts you to submit a copy of the employee s photo document to DHS Follow the steps below to complete this step when prompted gt First obtain a copy of the employee s Form l 9 photo document gt Then determine how you will submit a copy of this document to DHS You may submit an electroni
15. 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 69 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify ff 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 f 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 NAICSCode Accept NAICS Code and Continue f Page 70 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 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
16. case These actions are outlined in each case result section throughout this manual 2 5 E VERIFY PHOTO MATCHING Photo matching is an automatic part of the initial verification in E Verify that prompts users to compare an employee s photo ID with a photo displayed on the E Verify screen This helps ensure that the documents provided are valid The photo matching step occurs automatically when you create a case for an employee that has presented a Permanent Resident Card Form I 551 or an Employment Authorization Document Form I 766 for their Form I 9 documentation Specific rules may apply to Federal contractors that are verifying existing employees with an expired I 551 For more information log in to E Verify select View Essential Resources and review the Supplemental Guide for Federal Contractors When the employee presents either of these two documents and the Form I 9 information entered by the Federal contractor matches DHS records the employee s photo automatically displays on the E Verify screen You must obtain a copy of the employee s document in order to match the photos Matching photos is easy simply compare the photo displayed by E Verify to the photo on the employee s document and determine if the photos are reasonably Page 21 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify identical This means that the photos should be identical but you should take into accou
17. list and click Next Organization Designation Before continuing please identity whether your client s company is part of the Federal Government State Govemment 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 ka O t to help Cikk on the help icon call our Customer ity dhs gov None of these categones apply Federal Contractor with FAR E Venfy Clause Federal Contractor without FAR E Venty Clause Federal Government State Government Local Government IMPORTANT By changing your Organization Designation to reflect Federal contractor you will be subject to the rules and requirements specific to Federal contractors using E Verify You should only change your Organization Designation if you have a contract awarded after September 8 2009 that includes the FAR E Verify clause for employment eligibility verification through E Verify EXCEPTIONS TO FEDERAL CONTRACTOR RULE There are exceptions to this E Verify Federal contractor rule for certain Federal contractors A contractor need only verify employees both existing and new assigned to a Federal contract if the contractor is an institution of higher education as defined at 20 U S C 1001 a a State or local government or the government of Page 14 of 94 M 574 E Verify User Manua
18. mornings van Employees hired before November 6 1986 are neither subject to Form I 9 nor verification through E Verify To create a case in E Verify take the information that the employee completed on their Form I 9 and enter it into E Verify Designated Agents must obtain this 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 Bee TO CREATE A CASE USSE OVERVIEW From the E Verify Welcome page find My Cases and select gt New Case i Employment Eligibi 1 Home My Cases New Case View Cases 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 __ k Enter Form I 8 Information Verification Results Close Case States eee a ae What citizenship status did the employee choose in Section 1 of Form l 9 o A lawful permanent resident Select one then click Continue e An alien authorized to work E a OA noncitizen national of the United States OA lawful permanent resident _ Click Continue E pea 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
19. of Form I 9 in its entirety To complete Section 2 you must examine documents that prove the identity and employment eligibility of the hired employee You may not specify which documents from the list of acceptable documents on Form I 9 an employee may choose to present Federal contractors may accept one document from List A which proves both identity and employment eligibility or a combination of documents from List B which proves identity and List C which proves employment eligibility It is required that all List B document s presented to a Federal contractor participating in E Verify MUST contain a photograph 2 2 FORMI 9 AND EXISTING EMPLOYEES Federal contractors must follow specific rules if they are verifying existing employees For more information log in to E Verify select View Essential Resources link under My Resources and review the Supplemental Guide for Federal Contractors REMINDER All newly hired employees need a SSN DoNOT specify or request which documentation a newly hired employee must use for Form l 9 All List B document s MUST contain a photograph 2 3 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
20. of cases initiated by your company within a fiscal year If your Company has not initiated any queries during the fiscal year they will still appear on the report with zero totals This report is available to Corporate Administrators and Program Administrators Report Format PDF C Excel Description Fiseal Year 2010 gt Determine and select which Report Format PDF or Excel you would like to view gt Use drop down box to select the Fiscal Year you want a report on gt Click Run Report gt Use report as needed 5 2 USER AUDIT REPORT The User Audit Report provides summary case information about each case that matches the user criteria entered The case information includes the case verification number the date the case was initiated the SSN alien number I 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 USER AUDIT REPORT REPORT OVERVIEW gt Select User Audit Report Select a report Corporate Overview of Pilot Usage Report User Audit Report The User Audi Report provides summary level case data about each case that matches the user entered query crteria The summary level case data includes the case verification number the date the case was initiated the s
21. of the employee s photo document and save it to your computer For example you may choose to stan of take a digital photo of the document E Use the Browse button to select the file Files must be in the GIF format and no larger than 1 5 MB After the file is selected click Refer Case O Mail Copy of Employee s Photo Document Mail a copy of the employee s photo document along with a copy of the DHS Referral Letter via express mal to ihe address below and click Refer Case U S Department of Homeland Security USCIS 10 Fountain Plaza 3rd Fioor Buffalo NY 14202 Attn Status Verification Unit Photo Matching IMPORTANT Send only a copy not the original document to DHS You must use an express shipping carrier of your choice al your own expense DHS will not pay for any shipping costs you created this case in error or no longer need to continue this verification click Close Case To retum to this case al a later time click Save Case and Exit gt After you complete the above click Refer Case gt The employee has been referred to DHS and the case status is Employee Referred The employee has eight federal government workdays to contact DHS After you have referred the case complete the steps below 1 Choose to print the DHS Referral Letter in either English or Spanish and confirm that the name and SSN listed on the top of the letter are correct Print the DHS Referral Letter 2 Review the DHS Referral L
22. 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 2 Review the 55A Referral Letter privately with the employee 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 55A field office 5 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 7 To retum to this case at a later time click Save Case and Exit 7 gt The employee has been referred to SSA and the case status is Employee Referred to SSA The employee has eight federal government workdays to visit an SSA field office gt Enter Form l 3 Information Verification Results Close Case b aT a eai i S Employment Eligibility W employee Referred to SSA P d diaa Print Review amp Sign a Confirm Employee Refer Employee 2 m Reviews Sign DING Notice S Decision Pi fetral better Fri E a Check for Case Status Updates This employee was referred to 55A on March 15 2010 The employee has until Mareh 25 2010 to visit a SSA feid office E Verty will update the employee s case status Dy March 29 2010 E Venty will aler
23. 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 77 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify JELECTRONIC 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 Active Companies ORequest Termination OTerminated ORejected OA Display Client Company Summary List gt Click Edit for the appropriate Client gt Ensure all the information for the Client is accurate and click Upload Signature Page Page 78 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Company Information Client Company Mame Sample Company Cheng 1D Humar 14137 Doing Business As DBA Hame DUNS Munmbar Physical Location Mailing Address Address 1 1 gaa Sees Address 1 Address 2 Addres
24. the employee chooses not to contest he or she acknowledges that you may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the MOU If the employee chooses to accept the case result and take no further action then you can close the case in E Verify and terminate employment without penalty See Section 4 2 Close Case To notify an employee of the SSA TNC case result follow the steps outlined in the Notify Employee of SSA TNC Process Overview Page 27 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify NOTIFY EMPLOYEE OF SSA TNC PROCESS OVERVIEW gt Receive SSA TNC case result and click Continue to proceed with the notification process gt Enter Form 1 3 Information Verification Results Clase Case ro g P Employment Eligibility W SSA Tentative Nonconfirmation TNC The Social Security number entered in E Verify is not valid according to 55A records This does NOT mean that the employee is not authorized to work in the United States however additional ACTON is required H To begin TNC process click Continue if you created this case in error or no longer need to continue this vernficabon click Close Case To return to this case at a later time click Save Case and Exit gt Complete the steps listed below Select to print the SSA TNC Notice in either English or Spanish Confirm th
25. the information entered into E Verify does not match DHS records The section below outlines the specific steps required when this case result occurs Included are descriptions of additional interim case results from DHS or employee actions 3 1 SSA TENTATIVE NONCONFIRMATION TNC An SSA TNC results when the information submitted in E Verify does not initially match the SSA records An SSA TNC does not mean that the employee is not authorized to work in the United States An SSA TNC case result may occur because the employee s e Citizenship or immigration status was not updated with SSA e Name change was not reported to SSA e Name SSN or date of birth is incorrect in SSA records e SSA record contains another type of mismatch The employee must be notified of this result as soon as possible by following the steps in Notify Employee of SSA TNC Process Overview For information and processes specific to Designated Agents review the User Manual for Designated Agents in View Essential Resources NOTIFY EMPLOYEE OF SSA TNC You must inform the employee of the SSA TNC case result as soon as possible While being notified of the SSA TNC the employee chooses to either contest the case result or not contest In either case the employee acknowledges his or her decision on the SSA TNC Notice When an employee chooses to contest an SSA TNC it means that the employee will visit an SSA field office within eight government workdays If
26. 74 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify gt Make the required changes and click Submit IMPORTANT After you click Submit the Program Administrator cannot undo any changes that have been entered without manually reentering the original information MAINTAIN COMPANY INFORMATION FIELDS There are many fields that can be updated in Maintain Company Information For additional information on each field see Maintain Company Information Field table TES COMPANY INFORMATION FIELD NAME ffpEscriPTion 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 Additional Information Information about the size of the company and any associated Corporate Parent Company information if applicable Employer Identification Also known as Federal Tax Identification Number 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 administr
27. ATION IN PROCESS PROCESS OVERVIEW gt Case result displays DHS Verification in Process gt Enter Form I 9 information gt Verification Results Close Case Employment Eligibility W Ds Verification in Process _ E Verify needs additional time to verify the employment eligibility of this employee This case has been referred to DHS for further verification No action is necessary at this point Check back periodically for a case status update The employee should continue to work until E Verify provides a final response gt Check E Verify for changes to case results gt DHS has three federal government workdays to respond gt Follow the next step based on the case result provided After the three federal government workdays a DHS Verification in Process will provide one of the following case results EMPLOYMENT AUTHORIZED Section 2 6 DHS TENTATIVE NONCONFIRMATION Section 3 4 DHS CASE IN CONTINUANCE Section 3 5 Page 35 of 94 M 574 E Verify User Manual for Federal contractors 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 EMPLOYER ACTION e Check E Verify for case result updates e Follow next steps based on case result provided EMPLOYEE ACTION 3 4 DHS TENTATIVE NONCONFIRMATION TNC A DHS TNC results when the information
28. Arrival Departure Record Form I 94 or Form I 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 prospective employees This notice is available in the online resources section of E Verify For questions about discrimination during the employment eligibility verification process employers may contact OSC at 1 800 255 8155 or 1 800 237 2515 TDD for the hearing impaired or www usdoj gov crt osc Arrival Departure Record Form l 94 or 1 94A A document issued to noncitizens when admitted into the United States Some of these forms are stamped to indica
29. Council published a FAR final rule FAR case 2007 013 Employment Eligibility Verification that implements the amended Executive Order 12989 The FAR is a set of rules and regulations used to manage the way the federal government acquires supplies and services with appropriated funds The FAR final rule Known as the E Verify Federal contractor rule directs federal agencies to require many Federal contractors to use E Verify to electronically verify the employment eligibility of certain of their employees It requires Federal contractors through language inserted into their Federal contracts to agree to use E Verify to verify the employment eligibility of all persons they hire during a contract term as well as their current employees who perform work under a Federal contract within the United States The rule s requirements to include language on E Verify in Federal contracts took effect on September 8 2009 For more information on the E Verify Federal Contractor Rule log in to E Verify select View Essential Resources and review the Supplemental Guide for Federal Contractors 1 2 BASIC WEBSITE NAVIGATION All E Verify users need to be familiar with the website navigation links The figure below provides a screen shot of the employer user web page The navigation links within each area vary depending upon the user J ah ya T Hi Et D i ae i en AN We lt ill We Last Logen b fer i Employment Eligibility Verif
30. DMINISTRATION FOR DESIGNATED AGENTG Chent E OM MG i aaeeainiatroneaareennenta enira EE eiia ED Maintain Client IAfOPMatlON seivsctscieviiwensewnsnictawndeinessvawauev er nanivewe nian eeenxan Company Information Fields cccccce eee eee e eee eeeeeeeeeeaeeeaeeeaeenaeeeaeenas View Client MOU 0 0 ccc cece cece e eee eee ee eee cnet eases ene e nae eeeenae ee eneenaees Terminate Client Participation cccc cece cece cece eee neeeeeeeeeeeeeeaeeeeaeeeeaees RESOURCE AND CONTACT INFORMATION c0cecccseeeeeeeeeeeseeeeeeeeees GLOSSARY eisrean sic dxaceaces vac wens cscecrde vam estes E M 574 E Verify User Manual for Federal contractors 52 52 53 53 54 54 57 57 57 59 60 61 61 62 63 64 65 66 66 68 71 73 74 74 80 83 83 85 86 88 ae PRET tg oF i Q gt lt gt s O A P 4 wo st 1 SE Oe ae a o MINE 1 0 INTRODUCTION Welcome to the E Verify User Manual for Federal contractors This manual provides guidance on E Verify processes and outlines the rules and responsibilities for Federal contractors who have the Federal Acquisition Regulation FAR E Verify clause in their contracts All users must follow the guidelines set forth in the Memorandum of Understanding MOU and rules and responsibilities outlined in this User Manual For the purpose of this manual the term employer means any U S company corporation or business entity that is
31. INISTRATION c cceccceeeeeeeeeeeeeeneeeeeeneenseeeseeeeseeeees ORs gl a6 a ee ee ee ee ee a ere ere er ee User ID and Password Creation c cccccceeseeeeeeeeeeeeeeneeeeeeeeenneeeeenenas Reset or Change PaSSword ccccccceceeeseeseeeeseeseeegeeeeseceetaeeeeneeaneranes Update User Profiles Information ccccccc cece ee eeee cease eeeeeeaeeeeaeeeeaees MY COMPANY PROGRAM ADMINISTRATORG 2 ceseeeeeeeeeeeeeeeeees POC A SCI Sie EE E eee eres t 1apenseraanerhecnct E E E EEES VIEW Existing USCIS issu sioviavasetaxeaedsvadgaviewsersareiandeseosbax pan cnersdseueteatadieraciarencaus Reset User s PaSSWword ccccsccesseesseesseesseesseesseesseesseesseegseessnesseeuees Delete User ACCOUNT cccccsccesceesceescensceeseersserscetscerscetssersserssetssenaes NAY MOMMA soe cece eceerersecseetorasete cos ecstecerecctaw E E Maintain Company Information Fields cccccecce eee e eee eeaeeeaeeeaeeeaeenas Updating Points of Contact ccc ccc cece cece cece eee eee eee eeeeaeeeeaeeeeaeeeeaees Updating North American Industry Classification System NAICS Code ATOM OMNs ics cote dnascemascatenetaetacnnsecaeesssetcatecns inceaexeuasonesesienaeisteseenesinavess Add New Hiring Site S ccccccece eee ence cece ence sees eeeeeeeeeseeegeeeeeeeaeeeanenas Close Company ACCOUNL cccc cece eee e eee e eee e eee e eee ee eset eee eaeeeaeeegeeegnens CLIENT COMPANY A
32. 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 gt Click View Edit in the NAICS section of the Company Summary page Company Information Company Mame ARS Company View f Edi Company lD Humber Doing Business As DBA Name DUNS Humber Physical Location Mailing Address Address 1 Jac Stree Address f Address 2 Addrots 2 City jew Yori City State iv State Zip Code TOO Zip Cede County TORK Additional Information Employer identification Mimer Total Humber of Employees Parent Organization Administrator Organization Designation Employer Category NAICS Code O22 JUSTICE PUBLIC ORDER AND SAFETY ACT ames View Edit Total Hiring Sites i View Edit Total Points of Contact 1 View Edit gt The 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
33. OG66 Designated i Shot Screen snes ay User Agent se General Osseo User sample E Werify 0255 PM Gumeni H Current N Previous Man RESET USER S PASSWORD To reset a user s password follow the steps outlined in the Reset User s Password Process Overview 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 Phone Number 888 464 4218 Fax Number E mail Address E Venfyaidhs gov Force Change Password O Reset User Password New Password Re type New Password gt You can change the password two ways including Select Force Change Password to prompt a user to change his or her password at the next login Or Assign a temporary password by completing both fields under Reset User Password gt Click Submit User Modifications Page 63 of 94 M 574 E Verify User Manual for Federal contractors 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
34. RIZED Section 2 6 DHS VERIFICATION IN PROCESS Section 3 3 DHS TENTATIVE NONCONFIRMATION TNC Section 3 4 SSA FINAL NONCONFIRMATION Section 4 1 Page 34 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Each case result requires different actions or steps to continue the case These actions are outlined in each case result section throughout this manual SUMMARY EMPLOYER ACTION e Review the information on Form l 9 and E Verify with the employee for correctness e Access the employee s case details page e Enter employee s updated information into the blank fields provided e Click Continue e Follow steps based on case result provided e Close case EMPLOYEE ACTION e Verify that the information found on Form I 9 is accurate and correct 3 3 DHS VERIFICATION IN PROCESS A case result of DHS Verification in Process means that the information did not match DHS records The case is automatically referred to DHS for further verification No action is required by you at this time DHS will respond to most of these cases within 24 hours although some responses may take up to three federal government workdays Check E Verify daily for a response Follow the steps outlined in the DHS Verification in Process Process Overview For information and processes specific to Designated Agents review the User Manual for Designated Agents in View Essential Resources DHS VERIFIC
35. SAFETY ACTIVITIES Total Hiring Sites Total Polite of Contact 1 gt Points of contact summary page list gt Click Add to add a new point of contact View Edit View i Edit Wima f Edit View l Edit gt Click Edit after adding the new point of contact s information or modifying an existing point of contact s information The updated Points of Contact Summary List page will appear gt Click Delete to delete a point of contact The updated Points of Contact Summary List page will appear Page 67 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Points of Contact Summary List Previous Next FirstName LastName Middle Name Phone Number Fax Number E mail Address Las E Verify dhs gov E Verify dhs gov Previous Next Save amp Continue gt Click Save and Continue when finished updating the point s of contact This brings the Program Administrator back to the Company Information page UPDATING NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM NAICS CODE INFORMATION The NAICS Code designates the type of industry for a company During enrollment the employer selects the NAICS code If the company s industry classification has changed this needs to be updated in the E Verify company profile To update the NAICS code follow the Update NAICS Code Process Overview Page 68 of 94 M 574 E Verify User Manual for Federal contractors
36. TIMITIES Views Edit Total Hiring Sitee 4 Total Points of Contact 1 Vite Edit gt Click Add to add hiring sites for a new state Select the state from the drop down list enter the number of hiring sites then click Update gt To edit the number of hiring sites in a state where the company currently has hiring sites click Edit next to the state whose number of hiring sites you wish to edit Change the number of hiring sites and then click Update gt To delete a state from the company s hiring site list click Delete next to the state you want to remove Confirm that you want to remove the state and all of its hiring sites by selecting Delete Site gt Click Next to submit modifications and return to the Company Information page Page 72 of 94 M 574 E Verify User Manual for Federal contractors 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 Qe you sure you want to request termination of your company s access to E Verify Comp
37. Verify A case sent to DHS for name review is updated with one of the following results EMPLOYMENT AUTHORIZED Section 2 6 DHS TENTATIVE NONCONFIRMATION TNC Section 3 4 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY EMPLOYER ACTION e Determine if a name review is required if not Close Case e Click Continue e Input reason for name review request in comments field e Click Submit Name Review Request e Wait to hear back from DHS and follow steps outlined in DHS Verification in Process EMPLOYEE ACTION Page 26 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 3 0 INTERIM CASE STATUS An interim case result 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 I 9 differs from either SSA and or DHS records E Verify identifies the agency associated with the mismatch when the TNC result is provided An SSA TNC means that the information entered into E Verify does not match SSA records The section below outlines the specific steps required when this case result occurs Included are descriptions of additional interim case results from SSA or employee actions A DHS TNC means that
38. Verify a Program Administrator must delete the user s account Follow the steps in Delete Users Process Overview to delete a user s account DELETE USERS PROCESS OVERVIEW To delete a user account first view the user following the steps above and then perform either of the following steps gt Click Delete in the row of the user s account you wish to delete on the User Summary List page OR gt Click Delete User on the View Modify User Information page User Deletion Information User ID User Role Last Name First Name M I Phone Number Fax Number E mail Address User Status Delete User Cancel Close In both instances the User Deletion Information page will open which displays the information for the user whom you want to delete Click Delete User to delete the user s account After you click Delete User changes will be permanent Page 64 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 7 3 MY COMPANY To update company information in E Verify complete the steps in the Update Company Information Overview During enrollment a designated employee answered several questions in the Organization Designation section If a Program Administrator needs to make changes to the Employer Category Employer Contractor Category or Employees being verified he or she can update the profile under the My Company area Once a Pro
39. a final case result has been provided and you must close the case There are three Final Nonconfirmations FNC These include SSA Final Nonconfirmation e DHS Final Nonconfirmation DHS NO SHOW SSA FINAL NONCONFIRMATION AND DHS FINAL NONCONFIRMATION A SSA or DHS Final Nonconfirmation case result is received when E Verify cannot verify an employee s employment eligibility after an employee has contacted DHS or visited an SSA field office You may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the MOU 2 Enter Form l 9 Information gt Verification Results A gt ecse Fi a io ri F Employment Eligibility ploy gibility View Print Case Details SSA Final Nonconfirmation _ SA could not confirm that George Washington is authorized to work in the United States To complete the verification process click Close Case gt Enter Form I 9 Information gt Verification Results BD oec G Employment Eligibility A View Print Case Details iS DHS Final Nonconfirmation m DHS could not confirm that Ali Jones is authorized to work in the United States To complete the verification process click Close Case SUMMARY EMPLOYER ACTION e Receive SSA or DHS Final Nonconfirmation case result e Close Case EMPLOYEE ACTION Page 45 of 94 M 574 E Verify User Manual for Federal contractors June 2010
40. ally Closing the case removes it from the active cases or the Open Cases to be Closed list To close each case follow the steps outlined in Section 4 2 Close Case SUMMARY EMPLOYER ACTION e Enter Form l 9 information into E Verify e Receive Employment Authorized case result e Ensure that the information found in E Verify matches with the employee s Form I 9 e Close Case EMPLOYEE ACTION eee eee eee ee 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 ewe ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew ew 2 7 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 I 9 This happens when the information matches but there are name variations in the DHS Page 24 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify records You must review the employee s name before a final case result can be determined This will ensure that the case result belongs to the intended employee E Verify allows for a name review by following the steps outlined in the Request Name Review Process Overview For information and processes specific to Designated Agents review the User Manual for Design
41. any Name E Verity 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 73 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 0 CLIENT COMPANY ADMINISTRATION FOR DESIGNATED AGENTS The My Clients menu is only available to Federal Contractor Designated Agents and enables Federal Contractor Designated Agents to Enroll new Clients View and update Client information View Client MOU Terminate existing Clients Designated Agents must enroll their Clients before they can create cases for them in E Verify 8 1 CLIENT ENROLLMENT Before you can create a case for your Clients each 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 sel
42. assword gt Review the information submitted and then click Submit New User gt Provide the new user with the user ID and password created 7 2 VIEW EXISTING USERS Only Program Administrators can view user information and reset passwords View Existing Users allows you to view search and maintain the General Users and Program Administrators assigned to your company as demonstrated in the View Users Process Overview VIEW USERS PROCESS OVERVIEW gt From My Company select View Existing Users My Company Edit Company Profile Add New User View Existing Users Close Company Account gt Search for a user using the criteria displayed in each field You can enter a partial name and a percent sign as a wildcard character Enter User Search Criteria User Role All Roles Program Administrators General Users User Status All Locked Password Change Required User Last Name First Name Phone Number E mail Address Display User Summary List gt Click Display User Summary List gt A list of user accounts displays you can view or modify a user account by selecting the user ID Page 62 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify User Summary List Previous Mei Lasi First Last Login L T Kame Hame Date Status Locked On Sample DASAMPGU Designated Agent Sample 3 n General Meitei SSHO
43. at the name and SSN listed on the top of the notice are correct Print the SSA TNC Notice Review the SSA TNC Notice privately with the employee instructions are found on page one of the SSA TNC Notice Instruct the employee to indicate whether he or she will contest the SSA TNC on the SSA TNC Notice Ensure that you and the employee sign and date the SSA TNC Notice after the employee has indicated his or her choice Indicate that the employee has been notified by selecting the check box Confirm Employee Notification Page 28 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify i ks B gt Enter Form l 3 Information gt Verification Results Close Case Employment Eligibility W ssa Tentative Nonconfirmation TNC Print Review amp Sign Confirm Employee THC Notice Dedsion Refer Employee Print Review amp Sign d y Pl NET i boroa p AERA CE A Sa E ENEE EAS A bd EP AA ONE Print Review amp Sign TNC Notice Review the S54 TNC wilh the employee Follow the steps listed below 1 Print ihe SSA T entalive Nonconfinmation Notice Notification to Employee of Choose which language to print SSA Tentative Nonconfirmation English 2 Review the 5334 TNC privately with ihe employee 3 Have the employee indicate whelher he or she will contest the S34 TNC on the 55A Tentative hhancontinmation Notice O Ensure that you and the employee sign and d
44. ate the SSA Tentative Nonconfirmation Notice Indicate that the employee has been notified by selecting the check box below 9 You must confirm that you have notified the employee of the TNC to continue Confirm Employee Notification O have notified this employee of the TNC O After these steps are complete click Continue if you created this case in eror or no longer need to continue this verification cick Close Case 7 To return to this case at a later lime click Save Case and Exit 7 gt Keep original signed SSA TNC Notice on file with Form l 9 gt Provide copy of signed SSA TNC Notice to the employee gt Once you complete the steps above click Continue gt Next confirm the employee s decision to contest or not contest the case result Page 29 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Enter Form l 9 Sen Verification Results Close Case p g Employment Eligibility W 55A Tentative Nonconfirmation TNC Print Review amp Sign af Confirm Employee Refer Employee Print Review amp Sign THC Notice Derisic Referral Letter Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest the S54 TNC ifthe employee H Chose to CONTEST the SSA TNC click Continue P Chose to NOT CONTEST the SSA TNC click Close Case To review or reprint the S54 Tentative Nonconfirmation Notice click Back if you created this case i
45. ated Agents in View Essential Resources REQUEST NAME REVIEW PROCESS OVERVIEW gt Compare the name displayed in the yellow box with the name you entered that is shown in the white box gt If the names match click Close Case gt If the names do not match request DHS review the case by clicking Request Name Review X Enter Form 1 9 informatio S Verification Results x Close Case Employment Eligibility Employment Authorized is authorized to work in the United States To complete the verification process click Close Case If the name displayed above is different from the name you entered that is displayed below click Request Name Review to request DHS review the case Last Name First Name Middle Initial HEHE HHE HHH Maiden Name Date of Birth Social Security Number RequestNameReview TERAN HEHE tHE HHH Citizenship Status Alien Number A lawful permanent resident wee Document Type Document Expiration Date Arrival Departure Record Form 94 Hire Date Employer Case ID March 13 2010 Submitted By Submitted On JGOO6407 March 15 2010 gt Enter the specific reason for the name review request into the comments field gt Enter Form l 9 nomo OTET Close Case ip _ Request Name Review Comments gt Click Continue Page 25 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E
46. ator 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 assigned as the point of contact unless it is changed To update the point of contact see Update Points of Contact Process Overview Page 66 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify urate POINTS OF CONTACT PROCESS OVERVIEW gt From My Company select View Existing Users My Company Edit Company Profile Add New User View Existing Users Close Company Account gt 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 ABC Company Company ID Number 1302 Doing Business As DBA Name DUNS Number Physical Location Address i Main Streea Address 2 City New York State HY Zip Code TOC County HEV YORK Additional Information Employer Identification Number g Total Number of Employees 500 to oo Parent Organization Administrator Organization Dasignation Mailing Address Address 1 Address 2 City State Zip Code Employer Category None of hese categories apply NAICS Code P22 JUSTICE PUBLIC ORDER AND
47. c 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 40 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 5 Enter Form l 3 intormation gt Verification Results Close Case 5 n ri di 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 send a paper copy to DHS via express Mail T submit a copy of ihe employee s photo document select one of ihe options below follow the instructions ihen click Refer Case When you click Refer Case it starts the 8 federal government workdays that the employee has to contact DHS Attach and Submit Copy of Employee s Photo Document F Make a digital copy
48. case result you must refer the employee to DHS To refer an employee to DHS see the Notify Employee of DHS TNC Process Overview NOTIFY EMPLOYEE OF DHS TNC PROCESS OVERVIEW gt Receive DHS TNC case result and click Continue to proceed with the notification process Page 36 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify gt Enter Form l 3 E Verification Results A Close Case if oe Employment Eligibility W DHS Tentative Nonconfirmation TNC The employee s information did not maich U S Deparment of Homeland Security DHS records This does NOT mean ihat the employee is not authorized to work in the United States however additional action is required F To begin TNC process click Continue If you created this case in error or no longer need to continue this venftation click Close Case To return to this case at a later time click Save Case and Exit 7 sv cae nek Continue gt Complete the steps listed below 1 Select to print the DHS TNC Notice in either English or Spanish Confirm that the name and SSN listed on the top of the notice are correct Print the DHS TNC Notice Review the DHS TNC Notice privately with the employee instructions are found on page one of the DHS TNC Notice Have the employee indicate whether he or she will contest the DHS TNC on the DHS TNC Notice Ensure that you and the employee sign and date the DHS TNC Notice af
49. cation number on the employee s Fom l 9 of print the case delais and keep on file Last Name First Kame Middle initial Minden Name Gate of Birth SOeiel Setunty Numb r Documemi Humber Document Expiration Date gt This completes the E Verify verification process Every case created in E Verify MUST be closed Each case is closed by using one of the Close Case Statements listed below E Verify will present only those statements that are relevant to each case This means that in some cases not all of the Close Case Statements are available Use the Close Case Statements to select the one that best suits the situation for the case CLOSE CASE STATEMENTS gt The employee continues to work for the employer after receiving an Employment Authorized result E Verify has verified that the employee is eligible to work in the United States and the employee continues to work for the employer gt The employee continues to work for the employer after receiving a Final Nonconfirmation result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the Tentative Nonconfirmation but was unable to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work gt The employee continues to work for the employer after receiving a No Show result E Verify cannot verify that this employee is authorized to work in the United States The employee had cont
50. ces 2 1 FORM I 9 AND E VERIFY All Federal contractors are required to complete Form I 9 within three days of hiring a new employee and keep a record of the form on file Federal contractors have specific time periods to initiate a verification which depends on your enrollment status This applies when you verify new hires and existing employees For more information log in to E Verify select View Essential Resources link under My Resources and review the Supplemental Guide for Federal Contractors Federal contractors and or Designated Agent Federal contractors enrolled in E Verify have chosen to take the additional step of verifying that the employee s Form I 9 information matches government records thereby ensuring a legal workforce There are specific rules and procedures described below To view or download Form I 9 go to the following URL http www uscis gov files form 9 pdf For more information on Form l 9 procedures refer to the View Essential Resources Section 1 2 page of your E Verify account where you will find the Handbook for Employers To view or download the Handbook for Employers go to the following URL http www uscis gov files nativedocuments m 274 pdf For assistance in finding additional Form l 9 resources contact E Verify Customer Support Monday through Friday 8 a m 5 p m 888 464 4218 Weeneaensenccccccnccccccsccccscacessscaeesccecsceccscececcscececcscscecceceseececececcec
51. ck 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 85 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 9 0 RESOURCE AND CONTACT INFORMATION The E Verify public website should be a primary resource for all E Verify information but do not hesitate to contact us via phone or e mail For easy access to online resources we suggest that you bookmark or save the websites as favorites so you ll have easy access to them in the future E VERIFY CONTACT INFORMATION E Verify Public Web Site http www dhs gov e verify e Program information and statistics e Frequently asked questions e Provides general information about E Verify E Verify Enrollment Application https e verify uscis gov enroll e Web site for initial company enrollment E Verify Access for Employers and https e verify uscis gov emp Corporate Administrators e User access to E Verify E Verify Access for Designated https e verify uscis gov esp Agents e User access to E Verify E Verify Customer Support Phone 888 464 4218 E mail E Verify dhs gov e Account information and assistance with policy questions Hours of Operation Monday through Friday 8 00 a m to 5 00 p m local time except federal holidays E Verify Technical Support Phone 800 741 5023 Hours of Operat
52. d to work in the United States The employee chose not to contest the Tentative Nonconfirmation The employer terminated the employee because the employee chose not to contest the Tentative Nonconfirmation gt The employee voluntarily quit working for the employer The employee chose to stop working for the employer gt The employee was terminated by the employer for reasons other than E Verify The employer terminated the employee for reasons unrelated to E Verify gt The case is invalid because another case with the same data already exists An E Verify case with the same data was already created for this employee This is a duplicate case gt The case is invalid because the data entered is incorrect The data entered for this employee was not correct SUMMARY EMPLOYER ACTION e Click Close Case e Indicate the employee s employment status e Select the appropriate Close Case statement e Record case verification number on Form l 9 or print screen and file it with Form l 9 e E Verify case process is now completed EMPLOYEE ACTION Page 49 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 4 3 CASE ALERTS E Verify Case Alerts are found at the bottom of the user home page The purpose of this feature is to bring your attention to cases that need your action When you log in to E Verify Case Alerts inform you of one of the following Open Cases to be Closed Cases wi
53. ddress 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 lf you know your Client Company s 3 digit North American Industry Classification System NAICS code please enter it and click Accept NAICS Code and Continue ff 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 NAICS 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 provi
54. ded 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 gt 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 75 of 94 M 574 E Verify User Manual for Federal contractors 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 Fax Number E mail Address gt Review the company information click Register Employer Company Information Client Company Name Sample Company Doing Business As DBA Name DUN S Number Physical Location Address 1 1 Main Sreet Address 2 City New York State NY Zip Code 10000 County NEW YORK Additional Information Employer identification Number 900000000 Total Number of Employees 10 to 19 Parent Organization Administrator How did you hear about E Verity Other Marketing Channel Organization Designation Client Company Category None of these categories apply NAICS Code 333 MACHINERY MANUFACTURING Total Hiring Sites Total Points of Contact
55. dictionary word Contain any proper noun or the name of any person pet child or fictional character nor any employee serial number Social Security Number birth date phone number or any information that could be readily guessed about the creator of the password Contain any simple pattern of letters or numbers such as qwerty or xyz123 Be any word noun or name spelled backwards Old Password New Password Re type New Password Enter Password Challenge Questions and Answers Password Challenge Question 1 select a preferred question Answer Password Challenge Question 2 select a preferred question Answer Password Challenge Question 3 select a preferred question Answer gt Receive one of the following confirmation messages e f the system processed the password change then use the new password the next time you log in to E Verify Page 59 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify e If the system was unable to process the password change due to user error carefully repeat the steps for changing a password e f the system was unable to process the password change try changing the password later 6 3 UPDATE USER PROFILE INFORMATION Every E Verify user has a profile which includes his or her name telephone number fax number and e mail address Users should update this information whenever necessary using the Chan
56. e 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 I 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 I 9 This can happen because of name variations in DHS records If the names do not match the case must be sent to DHS for review Taking this step ensures that the record associated with the Employment Authorized case result belongs to the employee whose information entered in E Verify Review and Update Employee Data Page 93 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify In some instances a cas
57. e 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 information on Form I 9 The Form I 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 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 numb
58. ect Add New Client My Clients Add New Client View Existing Clients gt Select which category best describes your Client s organization Organization Designation Before continuing please identily whether your cients company is pert 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 w 0 to help Click on the help icon call our Customer itymndhs gow None of these categories apply Federal Contractor with FAR E Verify Clause Federal Contractor without FAR E Venfy 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 74 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Company Information Client Company Name Doing Business As DBA Name DUNS Number Q Physical Location us s notne manng asernes Tais is me locaton sner me waeticaton Queries wti be perbrmec Address 1 Address 2 City State Zip Code County Parish Mailing Address rse rames tom peice wasn A
59. er Employee You indicated that the employee chose to contest the S54 TNC_ The next step is to refer the employee to SSA To r fer the employee to S54 click Refer Case When you click Refer Case it stars the 6 federal govemment workdays thal the employee has to visit 55A if you created this case in error or no longer need to continue this verification click Close Case P To retum to this case at a later time click Save Case and Exit 7 gt Complete the steps listed below 1 Choose 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 Review and explain the next steps to the employee instructions to the employer are on page one of the SSA Referral Letter and the employee instructions are on page two Ensure that you and the employee sign and date the SSA Referral Letter Provide a copy of the signed SSA Referral Letter to the employee and file the original SSA Referral Letter with Form l 9 After these steps are complete click Continue Page 31 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Enter Form l 9 Information Employment Eligibility W Employee Referred to SSA N Print Review amp Sign F ConfirmEmployee 8 ReferEmployee AF MRR THE Notice 7 aD A n E Pi Print Review amp Sign Referral Letter This employee was referred to 55A
60. ers or a combination of both A user ID is not case sensitive W X Y Z Page 94 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify
61. eseccecesecceceseccececcecececeecececeecececeecececcecececcececeecececeececececcecececcecececcececcecececcecececcecececceseceececeececececcecnccscsseseccesescececeseececesescecesescecesescecesesceceseececescececcacecsccscececeseececesescecescecesesceceseacecesescecescacesescacecescacecescacscessacesesessssessasssescacesescssesescasssessssssesssssssscessssssessssssea o Federal Contractors must ensure that all newly hired employees must complete Section 1 of Form I 9 in its entirety Providing a Social Security number SSN on Form I 9 is usually voluntary however a SSN is required by Federal contractors that use E Verify Therefore all newly hired employees including seasonal temporary and rehires MUST have a SSN Page 16 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify A case cannot be created in E Verify without a SSN If a newly hired employee does NOT have an assigned SSN he or she must obtain one from the SSA This will delay the three day requirement to create a case in E Verify Employers must note the reason for this delay on the employee s Form I 9 and create a case in E Verify as soon as the employee has received an assigned SSN from SSA Employers must also indicate the reason that the case was not submitted within three days of hire in E Verify Employers may choose a reason from the drop down menu or state a specific reason in the field provided Federal contractors must complete Section 2
62. ested the Tentative Nonconfirmation but did not take action to resolve it The employer chooses to exercise its legal right to allow the employee to continue to work gt The employee continues to work for the employer after choosing not to contest a Tentative Nonconfirmation E Verify cannot verify that this employee is authorized to work in the United States The employee chose not to contest the Tentative Nonconfirmation The Page 48 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify employer chooses to exercise its legal right to allow the employee to continue to work gt The employee was terminated by the employer for receiving a Final Nonconfirmation result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the Tentative Nonconfirmation but was unable to resolve it The employer terminated the employee because of the Final Nonconfirmation result gt The employee was terminated by the employer for receiving a No Show result E Verify cannot verify that this employee is authorized to work in the United States The employee had contested the Tentative Nonconfirmation but did not take action to resolve it The employer terminated the employee because of the No Show result gt The employee was terminated by the employer for choosing not to contest a Tentative Nonconfirmation E Verify cannot verify that this employee is authorize
63. etails the responsibilities of SSA DHS the Federal contractor and or the Designated Agent The MOU is signed by the employer during enrollment However all E Verify users must agree to and follow the guidelines and user responsibilities outlined in the MOU and this User Manual To enroll in E Verify Federal contractors 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 Page 7 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Participating companies use E Verify through an access method determined during the enrollment process The four access methods include Employer 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 This access method allows an individual or company to act on behalf of other compan
64. etter 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 Ensure you and the employee sign and date the letter Provide a copy of the signed SSA Referral Letter to the employee and file the original letter with Form I 9 5 After these steps are complete click Continue Page 41 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify W employee Referred to DHS eo re Print Review amp Sign Ce Confirm Employee Refer Employee ee Print Review amp Sign TNC Notice og Badsion Y eee Print Review amp Sign Referral Letter This employee was referred to DHS on March 15 2010 The employee must contact DHS within 6 federal government workdays To complete the referral process follow the steps below 1 Print the DHS Referral Letter DHS Referral Letter Choose which language to print English 2 Review the DHS Referral Letter privately with the employee Ensure that you and the employee sign and 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 ft you created this case in error or no longer need fo continue this verification click Close Case 1 To r turn to this tase at a later ime click Save Case and Exit 7 Continue
65. ew ew wm wm ew wm wm ew ew wm wm ew wm wm wm ew wm wm ew wm wm wm wm wm ew ew wm wm ew ew ew ew ew wm wm ew wm wm wm ew wm ew ew wm wm ew ew wm ew ew ew wm ew ew ew ew ew ew wm ew ew wm ew ew wm ew ew ew ew ew eK Page 19 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 2 4 INITIAL CASE RESULTS The information entered into E Verify is checked against SSA and DHS records Once a case is created a result is displayed 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 a 3 2 S Enter Form l 9 siornieuos Verification Results 46 Close Case Employment Eligibility Employment Authorized iis authorized to work in the United States To complete the verification process click Close Case Last Name First Name Middie Initial Maiden Name Date of Birth Social Security Number RRR RK HAE HE HEHE 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 Close Case 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 user confirms that the information p
66. fer Employee to DHS c ccc ccccecc cece eee eeeeeeeeeeaeeeeeeseeeeaeesaeesanesgneags 39 3 5 SSA Case in Continuance and DHS Case in Continuance ceeeeeeee ees 44 4 0 FINAL CASE RESOLUTIONG csscccssesssecsseseeeeeesseesseesaeesseseesaeessesaeess 45 4 1 Final Nonconfirmation FNC ccccceeece cece ence eee eeeeeeeeeeeee ease egeeegeeegeeegeees 45 SSA Final Nonconfirmation and DHS Final Nonconfirmation 2 0000 45 DIAS NG SHOW ASEE 46 4 2 CIOS OC GSC ave saeaierteeta tan evan aanenn yer ucawena tens supee des auvimadusiualeanaaemnetanaralioonsiaies 47 Close GaSe StaUMGIS eei E EE EEE TENEAT 48 4 3 CASE ALERTS cccccccccsccseecseesecseccseesseeseccsecsaeeneccaeeseesaccaeseseeseeneesaes 50 Open Cases to be e lt 0 eee ae ee eee ee ees ee ee ee eee 31 M 574 E Verify User Manual for Federal contractors E Verify Cases with New Updates cc cece cece cece cence eee ee cease eeateeeateegatesgaeeeaas 5 0 5 1 5 2 5 3 6 0 6 1 6 2 6 3 7 0 7 1 7 2 7 3 8 0 8 1 8 2 8 3 8 4 9 0 Work Authorization Documents EXpiring cccceenee eee eeeeeeeeeeeeaeeeeaees CASE HEP OR TS sssrin EEEE EEREN Corporate Overview of Pilot USAQE ccccccc ese e eee e eee eeeeeeaeeeaeeeaeenaeenas SOF IC REDOR aig craic ec hence essai has econ ence eo cura ieee rene nana Voer eC 6 6 ey eee ence ee E a ne On eee ree eee eee ne eee ACCOUNT ADM
67. ferral Letter provides instructions to you and the employee regarding the next steps See the Refer to SSA Process Overview for an outline of these steps Employees that choose to contest the SSA TNC have eight federal government workdays to visit an SSA field office Federal government workdays are Monday Page 30 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 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 in 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 employees decision to contest a TNC or while your case is still pending with SSA To refer an employee to visit an SSA field office follow the steps outlined in the Refer Employee to SSA Process Overview For information and processes specific to Designated Agents review the User Manual for Designated Agents in View Essential Resources PREFER EMPLOYEE TO SSA PROCESS OVERVIEW gt Click Refer Case Enter Form l 9 informations gt Verification Results Close Case aM Employment Eligibility W ssa Tentative Nonconfirmation TNC Print Review amp Sign a Contin Employed aF Reter Employee Finl Review amp Sign P TNC Notice r Decision r Referal Letter Ref
68. fferent actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY EMPLOYER ACTION e If employee chooses to contest DHS TNC Refer Case e Ensure that the information on the DHS Referral Letter is correct e Print review sign and date DHS Referral Letter Have employee sign and date DHS Referral Letter Keep original signed Referral letter on file with Form l 9 Provide copy of signed DHS Referral Letter to employee e Express mail or attach and submit a copy of employee s photo document to send to DHS if TNC is due to photo mismatch e Check E Verify for case result updates e Close Case EMPLOYEE ACTION e Sign and date DHS Referral Letter e Contact DHS within eight federal government workdays e DHS instructs employee on the next steps Page 43 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 3 5 SSA CASE IN CONTINUANCE AND DHS CASE IN CONTINUANCE A SSA or DHS Case in Continuance indicates that the employee has visited an SSA field office and or contacted DHS but more time is needed to determine a final case result The reason SSA DHS needs more time is unique and varies with each situation You must check E Verify periodically for an update in case result You cannot terminate or take adverse action against the employee while SSA DHS is reviewing an employee s case Enter Form l 9 Information k Verifica
69. fy User Manual for Federal contractors June 2010 www dhs gov E Verify 8 4 TERMINATE CLIENT PARTICIPATION To request termination of Client participation 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 Summary List gt Click Terminate for the appropriate Client Client Company List Previous Next Company Client TA Rejection i T 1E oe MOU Sign Requested seer ID Company City State Addressi Status Date Termination Termination Number Name Date m a Sample New w e Smt Edit 11ST Company va A ACTIVE 05 06 2010 N Previous Next U s gt Enter the reason for termination in the Terminate Request Reason field Q you sure you want to request termination of Sample Company s access to E Verify Client Termination Request Information Client Company Name Sample Company Employer Identification 0 Number City New York State NY Administrator MOU Sign Date 04 06 2010 Termination Request Date 04 06 2010 Termination Request Reason Request Client Termination gt Cli
70. g the steps provided in the Update Case Process Overview For information and processes specific to Designated Agents review the User Manual for Designated Agents in View Essential Resources UPDATE CASE PROCESS OVERVIEW gt Review the accuracy of the information provided on Form l 9 with the employee If the employee made a mistake on Form I 9 correct and update gt To make changes click Continue gt Modify the employee s information in the blank fields gt You can update a case one time Ensure that this action is correct before updating the case 3 Enter Form l 3 Information Verification Results Close Case e Review and Update Employee Data SSA requires that you review with the employee his or her Form l 9 and correct some information 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 First Name Middle Initial Maiden Name Date of Birth Social Security Number Oc 01i Citizenship Status A citizen of the United States Hire Date Employer Case ID Apnl 08 2010 Submitted By Submitted n CLOCKTST Apnl 08 2010 Save Case and Exit gt Click Continue gt Follow next steps based on the case result provided This is updated with one of the following case results EMPLOYMENT AUTHO
71. ge User Profile link To update this information follow the steps outlined below Changes will not be applied until the user clicks Submit User Profile Changes Federal contractors may use the User Administration menu to change passwords and update personal profiles UPDATE USER PROFILE gt From My Profile select Edit Profile My Profile Edit Profile Change Password Change Security Questions gt Add information or edit fields as necessary A field with an asterisk is a required field gt Click Submit User Profile Changes A confirmation message and your profile information will display Enter User Profile Information User ID Last Name First Name M i Phone Humber Fax Humber E mail Address Test Test p 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 the E Verify Technical Support at 800 741 5023 Page 60 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 7 0 MY COMPANY PROGRAM ADMINISTRATORS Program Administrators also manage the site administration of their company A Program Administrator uses the My Company menu to e Add General Users e Add other Program Administrator
72. ging cases e Viewing reports e Updating his her own user profile General User Page 9 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 1 5 USER RULES AND RESPONSIBILITIES All E Verify users are bound by the guidelines set forth in the MOU agreement and the rules and responsibilities outlined in this User Manual All E Verify users must follow the guidelines specified in the Rules and Responsibilities Overview If you are a Designated Agent many of these requirements are the ultimate responsibility of the 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 RuLes AND RESPONSIBLITIES OVERVIEW All Federal contractors 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
73. gram Administrator has updated the company s profile he or she will be Subject to the rules and requirements associated with this profile and have access to all online resources specific to that profile UPDATE COMPANY INFORMATION PROCESS OVERVIEW gt From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account gt To modify any section of the Company Information page click View Edit in the section you want to modify i e Company Name and Physical Location Points of Contact NAICS Code Total Hiring Sites and Total Points of Contact Company Information Company Name Sample Designated Agent View Edit Company ID Number 3859 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 M 5 ae eee GOVERNMENT SUPPORT view i Eoi Total Hiring Sites 1 View Edit Total Points of Contact 2 View Edit Page 65 of 94 M 5
74. he 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 work days to initiate resolution of his or her E Verify case O P Passport Foreign Any travel document issued by a competent authority showing the bearer s origin identity and nationality if any which is valid for the entry of the bearer into a foreign country Passport United States Document issued by the U S Department of State to U S citizens and noncitizen nationals Password A unique identifier that allows registered E Verify users access to the system Permanent Resident or Lawful Permanent Resident A noncitizen who has been lawfully granted the privilege of residing and working permanently in the United States Permanent Resident Card Form 1 551 Issued by the former Immigration and
75. hese cases View Cases ViewAll OpenCases gt Search Cases gt Open Cases 69 Cases with New Updates 17 Open Cases to be Closed 13 Work Authorization Doce Expiring 0 The 17 cases below have changed status in the last 30 days and require your attention Click a case number to return to a case Page 1 of 1 Results Per Page 40 First Status Name Case Number F S54 Case In Continuance Test 20100741548064H 0322010 5354 Case In Continuance Test Jen 20100741547 45AG6 Daraa S Review and Update Employee Data Washingt George 20100741508062P 0343 2010 Ei Review and Update Employee Data Washingt George 20100741507 102M ela 0SN32010 WORK AUTHORI ZATION DOCUMENTS EXPIRING The Work Authorization Docs Expiring Case Alert is a notification that an employee s Employment Authorization Document or Form I 94 document is expiring This type of alert will only appear if the document the employee presented for the original E Verify case was either an Employment Authorization Document or a Form I 94 This is simply a helpful alert that will remind you to re verify the employee by updating Section 3 of Form I 9 The employee cannot be re verified in E Verify Page 52 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 5 0 CASE REPORTS There are three types of case reports available in E Verify for companies enrolled as Federal contractors These include Corporate Overview of Pilot U
76. ication Verity Sample ASAMPPA 10 19PM 04182010 Log Out Welcome to E Verify E Verify News vie 2 Naw Casa Federal contractor rule delayed until May 2 2009 View Cases The effective date of the final rule requiring certain Add Mew Client View Existing Clients Verify Employee F Edit Profile i For help with E Verify call Change Security Questions 888 464 421 8 or e mail us at E Verify dhs gov Edit Company Frofile Change Password Add New User eee Case Alerts You Must Take Action Clase Company Account My Reports 1 Work View Reports Open Cases 3 T ae Docs Expiring Cases with as to be Closed i New Updates My Resources lew Essential Resources Take Tutorial View User Manual Contact Us US Deparment of Homeland Securty www dh Page 5 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Area 1 displays the E Verify logo and the telephone number for Customer Support 888 464 4218 Area 1 also includes a quick shortcut to begin the verification process By clicking the green Verify Employee button you will begin the verification process Area 2 contains E Verify News which includes important updates on E Verify information affecting employment verification and best practices and current events Area 3 contains E Verify navigation options See Area 3 Navigation Overview for a summary of the navigational links and menus Selec
77. ies to verify the employment eligibility of their newly hired employees My company has a central office that needs to manage E Verify use for all of its locations that access E Verify Corporate Administrator Access The Corporate Administrator access method allows companies to create manage and oversee E Verify accounts for multiple offices or locations This access method is designed for companies that have a need to oversee multiple locations Web Services Access for Designated Agents Q Web Services Access for Employers REMI NDER My company plans to develop its own software to access E Verify The Web Services Designated Agents access method requires a company to develop software that interfaces with E Verify to perform employment eligibility 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 lf a company chooses this option it is sent the Web Services Interface Control Agreement ICA The ICA contains the information used to develop and test the software interface Both Designated Agents and Employers are eligible to use this access method weeeeweweeweeweeweeweewenenxennnnnrznnennnnennrnn2nenennnennrnenenennenenne2nennn2nenenne2nenn2nn2nennnnennrnn2nennn2nenennn2nenenne2nennwnen ee ew ee wee ewe ew ew eww Page 8 of 94 M 574 E Verify User Manual for Federal contractors
78. ion 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 86 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify E Verify Employee Hotline Phone 888 897 7781 TTY 877 875 6028 E mail E Verify dhs gov Hours of Operation Monday through Friday 8 00 a m to 5 00 p m local time except federal holidays e For employees of employers that participate in E Verify Office of Special Counsel for Employer Hotline 800 255 8155 Immigration Related Unfair TTY 800 362 2735 Employment Practices OSC Employee Hotline 800 255 7688 e Question about immigration related TTY 800 237 2515 oem www justice gov crt osc Page 87 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify GLOSSARY A Acceptable Documents for Verifying Identity and Employment Authorization Documents designated for determining employment authorization and identity under the Immigration amp Nationality Act INA are listed on Form I 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
79. ited States To complete the verification process click Close Case Last Name First Hame Middie initial Maiden Name Date of Birth Social Security Humber January 03 2001 0007 Citizenship Status A noncitizen national of the United States Document Type Document Humber Document Expiration Date Unexpired U S Passport or 999999999 US Passport Card Hire Date Employer Case ID March 12 2010 Submitted By Submitted n March 15 2010 Close Case 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 gt Enter Form l 3 Information gt gt verification Results gt ait r P Pi ia F Select the appropriate statement and click Continue 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 the employee s Form l 9 or print the case details and file it with the employee s Form l 9 Page 47 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify gt Enter Form l 9 E S Verification Results K gt Close Case 66 Case Closed E ea Cane aik Employment Authorized You have closed cas Record this case venfi
80. l for Federal contractors June 2010 www dhs gov E Verify a Federally recognized Indian tribe or a surety performing under a takeover agreement entered into with a Federal agency pursuant to a performance bond This exception requires that E Verify be used to verify the employment eligibility of the following employees e Only new hires assigned to a Federal contract e Only existing employees assigned to a Federal contract IMPORTANT You are not required to verify the following employees e Any employee who has been granted and holds an active U S Government security clearance for access to confidential secret or top secret information in accordance with the National Industrial Security Program Operating Manual or e Any employee who has undergone a completed background investigation and been issued credentials pursuant to Homeland Security Presidential Directive HSPD 12 Policy for a Common Identification Standard for Federal Employees and Contractors If you are a Federal contractor who was using E Verify before it was a required condition of your contract log into E Verify and update your Edit Company Profile page You must change your Organization Designation to reflect Federal contractor e By changing your Organization Designation to reflect Federal contractor you will be subject to the rules and requirements specific to Federal contractors using E Verify e You should only change your Organization Designation if yo
81. loyees hired after November 6 1986 E Verify E Verify is an Internet based program in which the employment authorization of newly hired employees and existing employees assigned to a Federal contract will be verified after the Form I 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 Nonconfirmation response from SSA or DHS An employer receiving a Final Nonconfirmation response may terminate the employment of the employee and will not be civilly or criminally liable under any law for the termination as long as the action was taken in good faith reliance on the information provided through E Verify G General Users This user type creates cases views reports and can update his or her user profile H Handbook for Employers M 274 Provide
82. mation on how to add additional users and their functions see Section 6 0 ENROLLMENT VS REGISTRATION OVERVIEW Enrollment Registration Who Employer who wants oparicpate in who wants to participate in who E aa User of a company enrolled in E Verify After initial enrollment Program administrators may register general users and additional program administrators at any time after completing the E Verify tutorial for Federal contractors 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 to 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 for Federal contractors Most enrolled companies have different people who use E Verify to create cases There is no limit on the number of users an enrolled company can register to create cases Companies enroll to verify employment eligibility of employees To participate in E Verify each company must enroll online via any Internet capable computer using a Web browser of Internet Explorer 5 5 Netscape 4 7 or higher with the exception of Netscape 7 0 or Mozilla Firefox You must read and accept the electronic MOU which d
83. may also update user profiles for all users within the company D DHS Verification in Process The response given if the employee s information matches SSA records but SSA does not have employment authorization information for the noncitizen employee E Verify automatically forwards the case to DHS for verification of 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 Designated Agent An individual or company that performs E Verify cases on behalf of employers Employment Authorized Page 89 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 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 1 766 A document issued to noncitizens that are authorized to work temporarily in the United States The Form I 766 has been issued since January 1997 Form l 9 Employment Eligibility Verification The form employers are required to complete with the employee they hire to perform labor or services in return for wages or other remuneration This requirement applies to all emp
84. n error or no longer need to continue this venfication click Close Case 7 To return to this case at a later Ume click Save Case and Exit P gt f the employee chose to contest the TNC click Continue gt f the employee chose not to contest click Close Case and follow steps in Section 4 2 Close Case SUMMARY i ams cmo cmo ciis gib dmo i dmo amo sc ce a ca a cc a a sa siis sis siis en amio di ais ai EMPLOYER ACTION e Privately notify employee of SSA TNC e Print review sign and date SSA TNC Notice e Instruct employee to sign and date SSA TNC Notice e Keep original signed SSA TNC Notice on file with Form l 9 e Provide copy of signed SSA TNC Notice to the employee e Take next action based on employee decision to contest or not contest SSA TNC EMPLOYEE ACTION e Decide to contest or not contest and indicate choice on signed SSA TNC 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 an SSA TNC is referred to SSA E Verify generates an SSA Referral Letter that you must provide to the employee You must verify the information on the letter then print sign and provide this letter to the employee The SSA Re
85. n signed DHS TNC Notice e Acknowledge DHS TNC case result by signing and dating DHS TNC Notice e Take next action based on decision to contest or not to contest REFER EMPLOYEE TO DHS After being notified of the DHS TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the DHS TNC Notice An employee that chooses to contest a DHS TNC must be referred to DHS E Verify generates a DHS Referral Letter that you provide to the employee First confirm the information on the letter is correct then print sign date the letter and provide it to the employee The DHS Referral Letter provides instructions to you and the employee regarding the next steps see Refer Employee to DHS Process Overview for these steps Employees choosing to contest the DHS TNC have eight federal government work days to contact DHS Federal government workdays are Monday through Friday except for federal holidays The eight federal government workdays begin when the case is referred to DHS in E Verify The date by which the employee must contact DHS is printed in the SSA Referral Letter A photo mismatch TNC requires an additional step but follows the same guidelines of any TNC If the employee chooses to contest the photo mismatch TNC the employee must be referred to DHS and you must send a copy of the photo ID document to E Verify You may not terminate suspend delay training withhold or lower pay or take any other
86. ne 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 your responsibility to ensure that all personal information collected is safeguarded and used only for the purposes outlined in the MOU between E Verify the Federal contractor user and or Designated Agent and 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 gt Allow ONLY authorized employees to use E Verify Ensure that only the appropriate employees handle information and create cases gt SECURE access to E Verify Protect the password you use to access E 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 result
87. nformation 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 80 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify JupDATE 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 ORedquest Termination OTerminated ORejected OA Display Client Company Summary List gt Click Edit for the appropriate Client Client Company List Previous Next Company Client Rejection e E s E MOU Sign Requested aes ID Company City State Addressi Status Date Termination Termination Number Name Date Sample New Company York Ny ACTIVE 05 06 2010 N Page 81 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Company Information Client Company Mame Client 10 Number Boing Business As DBA Harme DUH S Number Physical Locaton Mailing Address Address 4 1 Mein Soret Address 1 Address 2 Address 2 City Nave York City Site MY Siade Zip Code iooi Zip
88. nt minor variances in shading and detail between the two photos based upon the age and wear of the employee s document the quality of your computer monitor and the watermark on the photo in E Verify to protect it from unlawful use Do not compare the photo displayed by E Verify to the employee directly The direct comparison between the document and the individual happens during Form I 9 completion prior to using E Verify See the Photo Matching Overview for a summary of this step 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 l 9 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 card should be identical to the photo displayed by E Verify gt No the photo on the employee s document is not identical to the photo displayed in E Verify gt Click Continue IMPORTANT Compare the photo displayed in E Verify with the employee s F
89. 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 71 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify favo NEW STATE HIRING SITE PROCESS OVERVIEW gt From My Company select View Existing Users My Company Edit Company Profile Add New User View Existing Users Close Company Account gt Click View Edit in the Total Hiring Sites section of the Company Summary page Company Information Company Mame WO Compa wiew Edit Company IG Humber Doing Business Ag DBA H rm DUNS Humber Physical Location Mailing Address Address 1 dain Sheel Address 1 Address 2 Address 2 City Hew Yot Ciy State iY State Zip Code TORFI ap Code County Additional Information Employer identification Number Total Humber of Employees Parent Organization Administrator Organization Designation Employer Category HAIS Code G22 JUSTICE PUBLID ORDER AND SAFETY AC
90. o 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 is mandatory for Federal contracts or subcontracts that contain the Federal Acquisition Regulation FAR E Verify clause and employers in certain states E Verify is an Internet based system operated by DHS in partnership with SSA that allows participating employers to electronically verify the employment eligibility of their newly hired employees E Verify works by electronically comparing the information on an employee s Form I 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 Page 4 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify currently available in all 50 states the District of Columbia Puerto Rico Guam and the U S Virgin Islands E VERI FY FEDERAL CONTRACTOR RULE On November 14 2008 the Civilian Agency Acquisition Council and the Defense Acquisition Regulations
91. ocial security number alen number l 94 number last name first nane intial verification eigbity additional verification ebyibilty thrd step eighdty and employer resolution code gt Click Next gt Below screen will be shown Page 54 of 94 M 574 E Verify User Manual for Federal contractors 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 tase was initiated the social security number alien number k94 number last name first name initial verification eligibility additional verification eligibility third step eligibility and employer resolution code Report Format PDF Excel Initiated By ALL Reporting Date From imr Reporting Date To o mmiddiyyyy gt Determine and select which Report Format PDF or Excel you would like to view gt Use drop down box to select the E Verify User you want a report on gt Enter dates gt Click Run Report gt Use report as needed 5 3 USER REPORT This report displays a detailed list of your company s users It includes each user s name user role contact telephone number and the last date he or she used E Verify To create a User Report see the User Report Overview USER REPORT REPORT
92. orm 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 2 6 DHS TENTATIVE NONCONFIRMATION TNC Section 3 4 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual Page 22 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify REMINDER em me mee ee me mee mee me mee mee mee me mee mee me mee mee mee mee mee mee me meee me mee mee me me mee mee me mee mee meme mee mee me ee mee meme mee meme ee me me meme me ee me mee me mee meme me mee me mee meme mre mee ee me meme me mee mee mee me me meme mee mee mem mee me mee mee mee meee mee me meee mee eee ee eee ee ee Employees always have a choice of which acceptable documents to present for Form l 9 completion Photocopies must be made of all Forms 551 and l 766 presented by employees The photo will display automatically in E verify during the verification process Only compare the employee s photo document to the photo displayed in E Verify 2 6 EMPLOYMENT AUTHORIZED An initial case result of Employment Authorized means that the information entered into E Verify matched DHS and or SSA records and that E Verify verified the work eligibility for the employee entered It s that easy However a case that is Employment Autho
93. provides sanctions against employers who knowingly hire undocumented workers or discriminate against employees based on citizenship status national origin or employment status Initial Case Result The results displayed in E Verify once an employee s information has been submitted as part of a verification case Interim 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 Page 91 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify No Show A response received when the employee did not contact DHS to resolve his or her case and 10 federal government workdays have passed since the date of referral The DHS No Show result is considered a Final Nonconfirmation Noncitizen National of the United States Persons born in American Samoa certain former citizens of the former Trust Territory of t
94. required to complete the Form I 9 Employment Eligibility Verification referred to hereafter as Form I 9 including any company employees with an E Verify user account In addition the term Designated Agent means any U S company corporation or business entity that is providing the service of verifying employees as a third party to Clients employers through the use of E Verify Clients are required to complete Form I 9 for all new employees and must follow the guidelines set forth in the Designated Agent Client E Verify Memorandum of Understanding MOU For information and processes specific to Designated Agents review the User Manual for Designated Agents in E Verify under View Essential Resources This section introduces the background and overview basic website navigation participation user roles rules and responsibilities and the privacy guidelines of E Verify 1 1 BACKGROUND AND OVERVIEW In 1996 Congress passed the Illegal Immigration Reform and Immigrant Responsibility Act IIRIRA which required the Social Security Administration SSA and U S Citizenship and Immigration Services USCIS formerly the Immigration and Naturalization Service INS to initiate an employment verification pilot program Under the U S Department of Homeland Security DHS USCIS operates the E Verify program previously referred to as Basic Pilot E Verify implements the legal requirements in IIRIRA by allowing any U S employer t
95. resented is correct he or she clicks Continue If a mistake was made the user will need to close the case by clicking Close Case and follow the steps outlined in Section 4 2 Close Case Page 20 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Enter Form l 9 Information Verification Results Close Case DI Check Information The information below MUST match the employee s Form l 9 Check that the following information is correct e Last Name e FirstName e Middle Initial e Maiden Name e Date of Birth e Social Security Number lf this information is gt Correct click Continue gt NOT correct update the appropriate field s and click Continue lf you created this case in error or no longer need to continue this verification click Close Case LastName First Name Middle Initial Maiden Name Date of Birth Social Security Number Numident One Citizenship Status A citizen of the United States Hire Date Employer Case ID March 01 2010 Submitted By Submitted On JGO06407 March 15 2010 noe M The initial case result depends on the information retrieved from the SSA and DHS records There are three possible initial case results listed below EMPLOYMENT AUTHORIZED Section 2 6 SSA TENTATIVE NONCONFIRMATION TNC Section 3 1 DHS VERIFICATION IN PROCESS Section 3 3 Each case result requires different actions or steps to continue or close the
96. rized is incomplete until it is closed See Section 4 2 Close Case Employment Authorized is considered both an initial case result and a final case result This means that the only additional step required is to close the case in E Verify It is the most common and simple case result in E Verify Follow the steps outlined in the Employment Authorized Process Overview Page 23 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify EMPLOYMENT AUTHORIZED PROCESS OVERVIEW gt Receive case result Employment Authorized gt Enter Form l 9 ee Verification Results y gt Close Case y pi p Employment Eligibility Employment Authorized is authorized to work in the United States To complete the verification process click Close Case Last Name First Name Middie Initial Maiden Name Date of Birth Social Security Number RK RK tHE HE HHH 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 JGO06407 March 15 2010 Close Case gt Check the information in E Verify against employees Form l 9 gt Close Case A case result of Employment Authorized requires the important step to close the case You must close each case this does not happen automatic
97. s 2 City Mew Fork City State MY Siaie Zip Code 10000 Zip Code County NEW YORK Additonal Inform thon Employer idensificadon Humer Total Humber of Employers Parent Organization Amine bbe Organization Designation Chant Company Category Hone of theta catagories apply NAICS Conde J33 MACHINERY LANL A TURIN Toda 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 Qriease 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 Vernfication Division personnel to review the client company Date client company signed MOU 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 79 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 8 2 MAINTAIN CLIENT INFORMATION If a Program Administrator needs to 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 i
98. s above click Continue gt Next confirm employee s decision to contest or not contest the case result Employment Eligibility W DHS Tentative Nonconfirmation TNC Print Review amp Sign y Confirm Employee r Decision Confirm Employee Decision Follow the steps below based on your employee s decision to contest or not contest the DHS TNC if the employee gt Chose to CONTEST the DHS TNC click Continue gt Chose to NOT CONTEST the DHS TNC click Close Case To review or reprint the DHS Tentative Nonconfirmation Notice click Back If you created this case in error or no longer need to continue this verification click Close Case Q To return to this case at a later time click Save Case and Exit 1 gt If the employee chose to contest the TNC click Continue Page 38 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify gt If the employee chose to not contest click Close Case and follow steps in Section 4 2 Close Case SUMMARY EMPLOYER ACTION e Privately notify employee of DHS TNC e Print review sign and date DHS TNC Notice e Instruct employee to sign and date DHS TNC Notice e Keep original signed DHS TNC Notice on file with Form l 9 e Provide copy of signed DHS TNC Notice to employee e Take next action based on employee decision to contest or not contest DHS TNC EMPLOYEE ACTION e Decide to contest or not contest and indicate choice o
99. s are discussed in private with the employee REMINDER eer ere ee em em we ewe we ewe we ew ew ewe we em ew ewe wm ew ew ew ew wm ew ew ew we wm ew ew ewe ew ew ew ewe wm ew ew ewe we wm ew ew wm ew ew em ewe ew ew em we ew ew ew ewe ew ew ew ewe ew ew em em ewe ew ew ewe we ew ew ewe ewe ew wm ew ewe wm wm ew ew wm wm ew ew wm wm ew ew wm ew ew ew ew wm ew ew ew ew ew ew ew ew ew ew ew ew ew ew em eK Page 12 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 1 7 FEDERAL CONTRACTOR REQUIREMENTS Federal contractors that are required to use E Verify must use it to verify the employment eligibility of e All new hires e Only those existing employees who are assigned to a Federal contract An employee assigned to the contract is any employee who was hired after November 6 1986 who is directly performing work in the United States under a contract that includes the FAR E Verify clause requiring use of E Verify FEDERAL CONTRACTOR VERIFY ENTIRE WORKFORCE GUIDELINES Federal contractors that are required to use E Verify have the option of verifying their entire workforce both new and existing employees who were hired after November 6 1986 including those not working on a Federal contract This option includes e All new hires e All existing employees including those not assigned to a Federal contract If your company elects to do this you must notify DHS either when you enroll or by upda
100. s detailed instructions on how to complete and retain Form 1 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 I 9 Page 90 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify An E Verify case must be initiated no later than the end of three 3 business days after the employee begins work for pay However the E Verify case may be submitted before the employee begins work for pay as long as the employee has accepted an offer of employment and Form I 9 is complete In these situations the date you should enter into the hire date field in E Verify is the date you submit the case in E Verify Immigration and Nationality Act of 1952 INA The Act which along with other immigration laws treaties and conventions of the United States relates to the immigration temporary admission naturalization and removal of noncitizens Immigration Reform and Control Act of 1986 IRCA Public Law 99 603 Act of November 6 1986 sought to eliminate employment opportunity as a key incentive for illegal migration to the United States IRCA mandates that all U S employers must ensure that all employees hired after November 6 1986 are eligible to work in the United States and possess valid work authorization documents It
101. s located at his or her site e Change or update company profile information e Terminate his or her company s access to E Verify 7 1 ADD USERS 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 gt Choose general user or program administrator and provide the person s name phone number fax number and e mail address and click Next Add User Personal Information User Role Last Name First Name M I Phone Number Fax Number E mail Address gt Choose a user ID and create a temporary password for the new user Accept the system generated user ID or create a new user ID Page 61 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Add User Enter Password User ID Password Re type P
102. sage 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 My Reports View Reports 5 1 CORPORATE OVERVIEW OF PILOT USAGE The Corporate Overview of Pilot Usage report displays the number of cases created by your company within a fiscal year If your company has not created any cases during the fiscal year a report will still appear with a total of zero This report is available to Corporate Administrators and Program Administrators To create a Corporate Overview of Pilot Usage Report see the Corporate Overview of Pilot Usage Report Overview CORPORATE OVERVIEW OF PILOT USAGE REPORT OVERVIEW gt Select Corporate Overview of Pilot Usage Select a report C orporate Charie of y ot Usage User Audit Report User Report This report cheplays the number of cases indisied by your company within a fiscal year It your Company has not ntioted aniy guris during he fiscal year they wall H0 appear on the repari wih Teno totals Thee report is availabe io Corporate Adminiirators and Program Admineiraters Cancel gt Click Next gt Below screen will be shown Page 53 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Enter Report Parameters Report Corporate Overview of Pilot Usage This report displays the number
103. sed 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 Upon enrollment Federal contractors are required to clearly display both the English and Spanish Notice of E Verify Participation and the Right to Work Poster Both notices are also found in E Verify after you are logged in under View Essential Resources Section 1 2 Notices posters that cannot be displayed should be printed and distributed to every job applicant If you are a Designated Agent you are required to print and provide these posters to the Client E VERIFY PARTICIPATION ENROLLMENT NOTIFICATION English amp Spanish Notice of E Verify Participation Right to Work Poster IF YOU HAVE THE RIGHT TO WORK Don t let anyone take it away Ml l e T F on ns om 2 s P ap r meen ge a i raa ide mama ot aman TRAE wie Fi Ai E G Oe ee a a niaaa ars a en i ar we a eS ee aoe Issued by Department of Justice the Office of Provided by DHS i Special Counsel for Immigration Related Unfair Employment Practices Page 11 of 94 M 574 E Verify User Manual for Federal contractors Ju
104. sedeneestene 16 21 Form l 9 and E Verify cccccccccececceceeerecececersceeeeeerseeseutcsseeeeutsteeeettteteeenenes 16 2 2 Form l 9 and Existing EMplOyees cc cece ence cence eee e cease eneeeeeaeenaeeenaees 17 2 3 AS Sta vette gate derseaeo een Creed ened da vapetenw E nan cuanenarauees 17 2 4 intial Case Results ss inertia ena ecametoecauantudresmeacuitacdaarautieudsanueene idee cdatan 20 2 5 E Verify Photo Matching ccccccccececccececeerscecececeseeeeecererseeeeeeneutiateeeeens 21 2 6 Employment AuthoriZed cccccccceecceeenseeeeseeeesetesseeeseeeeeteaseneanetenenes 23 2 7 Request Name RevieW unsunnnnnnsenrrrrnrrrrrrrrerrrrrrserrrrrrrrrrrrrrerrrrrrsennn 25 30 INTERIM CASE SU US sissors rriei eE R 27 3 1 SSA Tentative Nonconfirmation TNC ccccccceee eens eee e seas seas eeaeeeaeeaeeeaees 27 Notify Employee of SSA TNC 0 ccc ccec eee e eee eee eee e nee eeee seat seat teen teen ennenaes 27 Refer Employee to SSA ccc cece cece cece eee eee eee eee e eee eene esse ene e ene eee enne nea 30 3 2 Review and Update Employee Data 0 cece cece cece eee cena eee eeeeeeeesaeeeeaes 34 3 3 DHS Verification IN ProC SS iiss wea scnacene ness ccna a eax nite a Aea aake a 35 3 4 DHS Tentative Nonconfirmation TNC cccccccene eee eeee seat seat seat eneeeeaeeeas 36 Notify Employee of DHS TNC cccccccecceccceceeeecsececeeceetrteeeeeeenttstteeeeeeneee 36 Re
105. submitted to E Verify does not initially match with DHS records A DHS TNC does not mean that the employee is not authorized to work in the United States A DHS TNC case result occurs because the employee s e Name A number and or I 94 number are incorrect in DHS records e ID photo document differs from the photo in DHS records e Information was not updated in the employee s DHS records e Citizenship or immigration status changed e Record contains another type of error The employee is notified of this result by following the steps in Notify Employee of DHS TNC Process Overview For information and processes specific to Designated Agents review the User Manual for Designated Agents in View Essential Resources NOTIFY EMPLOYEE OF DHS TNC You must inform the employee of the DHS TNC case result as soon as possible After being notified the employee chooses to contest or not contest the DHS TNC case result and indicates his or her decision on the DHS TNC Notice When an employee chooses to contest a DHS TNC the employee is responsible for contacting DHS If the employee chooses not to contest he or she acknowledges that you may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the MOU If the employee chooses not to contest the TNC you may close the case and may terminate employment without penalty If the employee chooses to contest the
106. system contact your Program Administrator If your Program Administrator is not available Page 58 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify contact E Verify Customer Support 888 464 4218 RESET OR CHANGE PASSWORD If your password has been compromised change it immediately To change or reset a password follow the steps in Reset or Change Password Overview reser OR CHANGE PASSWORD OVERVIEW gt From My Profile select Change Password My Profile Edit Profile change Password Change Security Questions gt Change Password page will display gt Type current password in the Old Password field gt Type new password in the New Password field gt Re Type New Password in the Re Type New Password field The new password cannot be the same as any of the last six passwords gt Enter Password challenge questions and answers Enter Old and New Passwords D Passwords must have the following characteristics At least one uppercase or lowercase letter At least one number At least one special character Special characters include lt gt 7 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
107. t SSA TNC Refer case e Ensure that the information on the SSA Referral Letter is correct e Print review sign and date SSA Referral Letter e Have employee sign and date SSA Referral Letter e Keep original signed SSA Referral Letter on file with Form l 9 e Provide copy of signed SSA Referral Letter to the employee e Check E Verify for case result updates e Close case EMPLOYEE ACTION e Sign and date SSA Referral Letter e Visit an SSA field office within eight federal government workdays eeee eee ee ee ew ew ewe 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 ewe ew ew ew ewe ew ew ew ew ew ew ew ew ew ewe ew ew ewe ew ew ew ewe ew ew ewe ew ew ew ew ew ew ew ewe ew ew ew ew ew ew ew ew ew ew ew ew ewe ewe ew ew ew ew ew ewe ew ew ewe ew ew ewe ew ew ew ew ee Page 33 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 3 2 REVIEW AND UPDATE EMPLOYEE DATA In some instances a case status of Review and Update Employee Data occurs and you will receive a prompt to review and update the employee s information This means that SSA found a discrepancy in the information it received in the E Verify referral A Review and Update Employee Data update occurs for reasons including typographical errors and or incorrect information provided on Form I 9 This requires you to review Form I 9 with the employee correct the information and update the case by followin
108. t 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 ihe case once itis 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 ihe E Venty home page click E Vernty Home I you created this case in emor or no longer need to continue this veniicalion click Close Case To begin a new case click New Case gt Check E Verify for case updates and follow steps based on next case result Page 32 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify IMPORTANT You 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 2 6 SSA FINAL NONCONFIRMATION Section 4 1 e SSA CASE IN CONTINUANCE Section 3 5 DHS VERIFICATION IN PROCESS Section 3 3 REVIEW AND UPDATE EMPLOYEE DATA Section 3 2 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY EMPLOYER ACTION e f employee chooses to contes
109. te work authorized status Form I 94 or I 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 Page 88 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify C Case in Continuance 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 I 9 or to print the screen containing the case verification number and attach it to the employee s Form I 9 Client Company An individual or company that hires an Designated Agent to perform E Verify cases on their behalf Close Case The step in the verification process when either a final result has been provided or the user no longer needs to continue the verification and the case is ready to be closed Corporate Administrator One of the E Verify access method and the user type that corresponds to companies enrolled as a Corporate Administrator This user type can only view reports for all of the company locations affiliated with the corporate account They
110. ter the employee has indicated his or her choice Indicate that the employee has been notified by selecting the check box Confirm Employee Notification Page 37 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Employment Eligibility W DHS Tentative Nonconfirmation TNC Print Review amp Sign S Confirm Employee N a n Prini TNC Notice Dedsion e g Ree amw a o i baa Print Review amp Sign TNC Notice Re view the DHS TNC with the employee Follow the steps listed below 1 Print the DHS Tentative Nonconirmaton Notice Notification to Employee of Choose which language to print DHS Tentative Nonconfirmation g _ English O Review the DHS TNC privately with the employee 3 Have the employee indicate whether he or she will contest the DHS TNC on the DHS Tentative Nonconfirmation Notice O Ensure that you and the employee sign and date the DHS Tentative Nonconfinmation Notice indicate that the employee has been notified by selecting the check box below Confirm Employee Notification O have notified this employee of the TNC 5 A er these steps are complete click Continue Ifyou created this case in error or no longer need to continue this verification click Close Case g To return to this case at a later time click Save Case and Exit 7 Continue gt Keep original signed DHS TNC Notice on file with Form l 9 gt Once you complete the step
111. th 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 CASE ALERTS OVERVIEW gt E Verify user home page display with no Case Alerts Welcome to E Verify E Verify News view All gt m Federal contractor rule delayed until May 21 9 OSL m The effective date of the final rule requiring certain P yer i Federal Co read more al i N Verify Employee 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 py Cases with Gli tobe Closed New Updates Doce Expiring a gt E Verify user home page display with Case Alerts gt Click on the alert requiring your attention to access your Case Alert s Page 50 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 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 e y enertty Federal Co read more gt Verify Employee VW For help with E Verify call r 888 464 4218 or e mail us at E Verify dhs gov Case Alerts You Must Take Ac
112. ting a navigation menu link is the first step in accessing a task or function in E Verify Choosing an option displays the first active page to enter information Each user s menu option is based on their assigned user role Section 1 4 AREA 3 NAVIGATION OVERVIEW LINK INFORMATION My Cases gt New Case gt View Cases My Profile gt Edit Profile gt Change Password gt Change Security Questions My Company gt Edit Company Profile Only Program gt Add New User Administrators have these options gt View Existing Users gt Close Company Account My Resources gt View Essential Resources gt Take Tutorial gt View User Manual gt Contact Us Area 4 displays Case Alerts for open cases requiring action Case Alerts inform you when an action is required Case Alerts inform employers when an action is required Additional information is available in Section 4 3 Page 6 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 1 3 E VERIFY PARTICIPATION ENROLLMENT VS REGISTRATION It is important to understand the difference between enrollment and registration which are outlined in the Enrollment vs Registration Overview To check your company s enrollment status or your access method contact E Verify Customer Support Monday Friday 8 a m 5 p m Local Time Telephone 888 464 4218 E mail E Verify dhs gov If your company is enrolled and you need infor
113. ting your company profile To update your company profile review steps outlined in Update Organization Designation Information Process Overview If you are a Designated Agent with a client that is a Federal contractor change your client s organization designation to reflect Federal contractor UPDATE ORGANIZATION DESIGNATION INFORMATION PROCESS OVERVIEW gt From My Company select Edit Company Profile My Company Edit Company Profile Add New User View Existing Users Close Company Account gt To modify any section of the Company Information page click View Edit in the Company Name section Page 13 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify Company Information Company Name Company ID Number 38 Doing Business As OBA Name DUNS Number Physical Location Mailing Address Address 1 sreen Street Address 1 Address 2 Address 2 City New Yor City State N State Zip Code 10001 Zip Code County EW YC Additional Information Employer identification Number 0 Total Number of Employees Perform verifications for your Yes company s employees Parent Organization Administrator Organization Designation Employer Category 921 EXECUTIVE NAICS Code ee ee GOVERNME Total Hiring Sites Total Points of Contact z gt Update your company category by selecting the most appropriate category from the drop down
114. tion Open Cases 11 J Cases with 8 Authorization 0 to be Closed F New Updates m Docs Expiring Case Alerts can also be accessed gt From My Cases select View Cases Employment Eligibili Home My Cases New Case New Case View Cases View Cases gt Determine your search criteria click Search Search Cases view all Open Cases gt Case Status Open Cases Cases With New Updates Closed Cases Work Authorization Docs Expiring Cases In Process Open Cases to be Closed Case Venication Number SoCal Security Number Ahen Number l 04 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 Page 51 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 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 t
115. tion Results Close Case p p Employment Eligibility Y SSA Case In Continuance E Verify needs additional time to verify the employment eligibility of this employee The employee should continue to work until E Verify provides a final response View Print Case Details E Verify will alert you to an update through the case status alert feature on the E Verify home page Be sure to log in to E Verify periodically you ll need to close the case once it is updated with a final Status Once DHS and or SSA have updated E Verify one the following case results shows For DHS CASE IN CONTINUANCE EMPLOYMENT AUTHORIZED Section 2 6 DHS FINAL NONCONFIRMATION Section 4 1 For SSA CASE IN CONTINUANCE EMPLOYMENT AUTHORIZED Section 2 6 SSA FINAL NONCONFIRMATION Section 4 1 REVIEW AND UPDATE EMPLOYEE DATA Section 3 2 DHS VERIFICATION IN PROCESS Section 3 3 Each case result requires different actions or steps to continue or close the case These actions are outlined in each case result section throughout this manual SUMMARY EMPLOYER ACTION e Check E Verify for case result updates e Close Case EMPLOYEE ACTION Page 44 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 4 0 FINAL CASE RESOLUTION To complete the E Verify process every case must receive a final case result and be closed 4 1 FINAL NONCONFIRMATION FNC A Final Nonconfirmation means that
116. u have a contract awarded after September 8 2009 that includes the FAR E Verify clause for employment eligibility verification through E Verify Page 15 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 2 0 INITIAL VERIFICATION The E Verify verification process begins with a completed Form I 9 E Verify makes employment eligibility determinations by comparing the employee s Form I 9 information entered in E Verify with the information contained in DHS and SSA records Designated Agents are not able to create a case 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 8 0 Information from Form I 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 For information and processes specific to Designated Agents review the User Manual for Designated Agents in View Essential Resour
117. www dhs gov E Verify DHS NO SHOW A DHS No Show indicates that the employee did not contact DHS within the eight federal government workdays A DHS No Show response is considered a Final Nonconfirmation A Final Nonconfirmation means that the case must be closed in E Verify You may terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the MOU pa Enter Form l 9 Information gt gt Verification Results 2 Close Case r Fa a 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 amp federal government workdays This response is considered a final nonconfirmation To complete the verification process click Close Case SUMMARY EMPLOYER ACTION e Receive DHS No Show case result e Close Case EMPLOYEE ACTION Page 46 of 94 M 574 E Verify User Manual for Federal contractors June 2010 www dhs gov E Verify 4 2 CLOSE CASE Employers must close EVERY case created in E Verify To close a case employers follow the steps outlined in the Close Case Process Overview IcLose CASE PROCESS OVERVIEW gt Click Close Case gt Enter Form PTE E gt Verification Results z _ Close Case F oa Po pa D E Employment Eligibility Employment Authorized is authorized to work in the Un

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