E-Verify Enrollment Quick Reference Guide
Contents
1. gt You must certify that the information you ve provided is correct and check the box indicating your agreement before clicking Register Employer 12 Print Signed Memorandum of Understanding The enrollment confirmation page confirms that we have received your enrollment information Before you go click on the View Memorandum of Understanding button and print a copy of the Memorandum of Understanding you electronically signed Be sure to share it with your human resources manager legal counsel and other appropriate staff Page 13 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 AFTER ENROLLMENT After you submit your enrollment information E Verify compares your company information with our list of companies already enrolled As long as we don t identify a duplicate enrollment E Verify will approve your company s enrollment and send confirmation e mails to your company s program administrators Most people receive a confirmation e mail within a few minutes You should check your e mail inbox as well as your spam or junk mail folders because sometimes our e mails are mistakenly marked as spam If we find your company is already enrolled E Verify Customer Support will contact the person who signed the Memorandum of Understanding MOU generally within two business days of your enrollment submission After two business days if you haven t heard from us contact Customer Support at 888 464 4218 Pl2. Enrollment uick Reference Guide March 2010 M 782 E Verify Enrollment Quick Reference Guide pitty ape SEC A amp MENN lt r USA z RIS iil G t i gt ann ot TIN erah E Verify TABLE OF CONTENTS INTRODUCTION iistnrenserssvsrs tants canis aE EE 3 Company ENrOllMENt cece cece eee e eee e cesses eee eeeneeeeeeeeeeeseegeeeetagueegs 3 User REGIStration ccccceccccseseeeeeeseeeeeeeseeeeeeeaeeetseaeeeetegaeetttageeeeteages 3 Enrollment VS Registration cccceeeeeeeeee eee eeeeeeeeeeeeeeesteeaeeettegeeneeeas 5 ProD UNO 1Ol E VENly orenean EEEE A EEO S 6 Verification Locations and Hiring Sites ssesssererererererererererrrrrrrrrrrn 6 Using E Verify ssesesenenenerererrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrsrrrsrerersrererrrne 6 ENROLLMENT cciicacsencieecictcrciccnscicinesseeietersnacenscisscieutundsand enusuiiemanasieis 8 When You re Ready to Enroll Your Company sesesssssesererererrrrrrrrerererno 8 TOE ENTOLMONU PTrOCOS erare A EE EEIN ERS 9 AFTER ENROLLMENT ssoriromisinrni nna 14 Enrollment Confirmation sssssssssrsrsrererererrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr gt 14 User Registration InstructionS ssesesererererererererrrrrrrrrrrrrrrrrrrrrrrrrrr gt 14 E Verify Information RESOUICES sesesererererrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr gt 15 CONTACTUS ea r E E E T 16 Page 2 of 16 M 782 E Verify Enrollment Quick Reference Guide Marc
3. copy center that he enrolls in E Verify employer access After creating his corporate administrator account John can enroll each copy center location through the Register a Company Location feature from within his corporate administrator account Alternatively he can instruct his copy center managers to enroll in E Verify employer access and select J ohn s corporate administrator account during enrollment as their corporate administrator This can also be done after enrollment through the Maintain Company feature from within E Verify Page 7 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 ENROLLMENT When You re Ready to Enroll Your Company Deciding to enroll is the first step toward supporting a legal workforce Enrolling in E Verify is simple Visit the E Verify enrollment website at https e verify uscis gov enroll to get started E Verify will guide you through the enrollment process by asking several questions To prepare for these questions use the checklist below to ensure you have all of the information you will need to complete the enrollment process The enrollment process must happen in a single website session so be sure you have time to complete the process since you will not be able to save your progress and return at a later time to complete Enrollment Checklist Before you enroll you must decide Who will sign the E Verify Memorandum of Understanding MOU on behalf of your compa
4. hiring sites in each state that will participate in E Verify Verification Locations and Hiring Sites It is important to know the meaning of a Verification Location and Hiring Site Verification locations are locations where registered users create verification cases Typically a verification location is where your company s human resources staff takes the information from an employee s Form l 9 and creates a case in E Verify If your company has staff at each location who use E Verify then each location is considered a verification location Alternatively if your company centralizes the use of E Verify from one location then only that one location is considered a verification location Hiring sites are locations where your company s employees are hired Typically a hiring site is where an employee completes Form 1 9 If your company creates cases in E Verify at that location it is a verification location and a hiring site Using E Verify To determine how to best use E Verify start with understanding how your company processes its employees Forms l 9 Some things to consider include Where do employees complete the Form l 9 When do employees complete the Form 9 i e on their first day after hire but before their first day of work for pay Does your company outsource Form l 9 processing Does your company forward its Forms l 9 to a central location Does each location where the Form l 9 is completed have a
5. users Permissions include Performing employment eligibility verifications Viewing reports Updating his her own user profile The corporate administrator role is limited to a select group responsible for managing multiple company accounts from a central location Corporate administrators cannot perform verifications of employment eligibility This user role shares its name with the corporate administrator access method _ Permissions include Registering and administering company sites and user accounts Resetting user passwords Viewing reports for multiple company sites Page 4 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 Enrollment vs Registration The following table explains the differences between company enrollment and user registration in E Verify ENROLLMENT VS REGISTRATION Enrollment Registration wno E bl EE PEENE User of a company enrolled in E Verify During initial enrollment Companies identify who they would like to register as program administrators during E Verify company enrollment These employees will receive system generated user IDs and passwords via e mail After initial enrollment Program administrators may register general users and additional program administrators at any time after completing the E Verify tutorial When registering a new user the program Visit the E Verify enrollment website at administrator may accept a system https e verify us
6. about E Verify We re here to help You can find answers to many common questions on our website at www dhs gov E Verify and we re always just a phone call or e mail away if you need us E Verify Customer Support E Verify Customer Support is available to assist you with using E Verify resetting your password and managing cases We can also answer your questions about E Verify policies and procedures Form l 9 and employment eligibility We are available Monday through Friday from 8 a m to 5 p m local time except on federal holidays For Employers 888 464 4218 877 875 6028 TTY E Verify dhs gov For Employees 888 897 7781 877 875 6028 TTY E Verify dhs gov Our normal response time for e mail inquiries is two business days If we need more time to respond to your inquiry we ll contact you within two business days to explain why we need additional time and provide you with an estimated response time Office of Special Counsel for mmigration Related Unfair Employment Practices OSC OSC is available to answer your questions about immigration or employment related discrimination Employer Hotline 800 255 8155 800 362 2735 TTY Employee Hotline 800 255 7688 800 237 2515 TTY Website www justice gov crt osc Page 16 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010
7. arch 2010 The following table lists the different ways a company might use E Verify along with accompanying the access method and instructions on how to answer the enrollment questions Enrollment Quick Reference Table My Company Access Method Enrollment Answers Question 1 Yes needs to verify the employment Empisver Question 2 No eligibility of our employees ploy C w M uestion 4 No needs to verify the employment eligibility of our employees Question 1 Yes and _ Corporate Question 2 No Administrator C Question 3 Yes Has a central office that needs to Question 4 No oversee E Verify use at more than one location needs to verify the employment eligibility of our employees Question 1 Yes or No and or _ Designated Agent Question 2 Yes DA C Question 3 No Needs to verify employment eligibility Question 4 No on behalf of our client companies needs to verify the employment eligibility of our employees Question 1 Yes Question 2 No Question 3 No Plans to develop our own software to Question 4 Yes access E Verify Web Services for and Employers needs to verify the employment eligibility of our employees and or Question 1 Yes or No Question 2 Yes Question 3 No Question 4 Yes Web Services for Designated Agents Needs to verify employment eligibility on behalf of our client companies and Plans to develop our own software to access E Ve
8. be registered as either a program administrator or general user Program administrators may register general users or other program administrators once they have completed the E Verify online tutorial which includes passing a mastery test During company enrollment you will have the opportunity to register program administrators for your company All registered E Verify users must follow the guidelines set forth in the Memorandum of Understanding MOU and the rules and responsibilities outlined in the User Manual and tutorial Page 3 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 The following table explains the features of each user role The corporate administrator user role is available only to companies that enroll in the corporate administrator access method USER ROLE Program Administrator at least one required General User optional Corporate Administrator _ PERMISSIONS A company must have at least one program administrator The program administrator role includes functions of a general user _ Permissions include Registering new users Creating user accounts for other program administrators and general users Performing employment eligibility verifications Viewing reports Updating profile information for other program administrators and general users Resetting user passwords A company can have as many general users as it desires but is not required _ to have general
9. cis gov enroll to enroll generated user ID or create a custom 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 All 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 Most enrolled companies have different people who use the system to create verification 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 Page 5 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 Preparing for E Verify E Verify offers companies flexibility on how to implement its use You may choose to use E Verify throughout your company or limit your company s participation to certain offices While you are free to choose E Verify participation on a site by site basis your company must use E Verify for all newly hired employees at each participating site While E Verify offers your company this flexibility other laws and regulations may be more restrictive For example some states require companies to use E Verify at all sites within that particular state During enrollment you ll need to enter the number of
10. computer with Internet access Example Kevin owns a furniture store in Springfield His employees complete their Forms l 9 at the store and Kevin plans to use the computer at the store to use E Verify Kevin will enroll in E Verify employer access and has a single verification location and hiring site both of which are the furniture store Example Rebecca owns three restaurants two in Georgia and one in Florida In addition Rebecca runs the business operations of these restaurants from a small office in Florida with its own staff When her restaurant managers hire a new employee the manager and the employee complete the Form l 9 on site at the restaurant The manager then forwards the Form Il 9 to Rebecca s central office Rebecca plans to have her office staff perform the E Verify queries In this case Rebecca will enroll in E Verify employer access with her central office as the verification location along with two hiring sites in Georgia and two hiring sites in Florida The central office counts as a hiring site because Rebecca hires staff members there as well Page 6 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 Example John owns five copy centers in Kansas Each copy center operates with a manager and there is no central office At each copy center the manager completes a Form l 9 for every new employee and files it on site John plans to have the copy center managers perform the E Verify queries for their
11. count Register modify delete and reset passwords for general user and program administrator accounts for any company location that is linked to your central corporate administrator account Web Services Access for Your company plans to e Develop your own software to Employers and Web Services develop its own software to access E Verify Access for Designated Agents access E Verify instead of e Use the E Verify website until If your company plans to develop using the E Verify website your software is ready its own software or hire another and either company to develop software to You plan to verify the access E Verify instead of using employment eligibility of your the E Verify website then company s employees or selecting this access method will Your company is in the get you the information you need business of verifying to begin development employment eligibility and you need to verify your clients employees or Other companies will use the software you develop to verify their own employees 4 Select Your Organization Designation Certain types of organizations have unique E Verify requirements so it s important for us to know if your company is a federal contractor with or without the FAR E Verify Clause or a federal state or local government organization Unless one of these categories applies to your company you should select None of these categories apply and click the Next If you select one of the ot
12. ease do not try to reenroll your company as it will further delay your enrollment Enrollment Confirmation After your company is approved for enrollment your company s program administrators will receive confirmation e mails that contain their user IDs and temporary passwords and the required next steps Your program administrator must 1 Log in to E Verify with your user ID and temporary password included in your E Verify enrollment confirmation e mail 2 Change your password and create your challenge questions 3 Complete the E Verify tutorial and pass the mastery test Once you ve completed all three steps you will have full program administrator access to E Verify If additional people in your company need to access E Verify and you did not register them as program administrators during the company enrollment process you can now register them to use E Verify and choose whether to designate them as program administrators or general users User Registration Instructions Only program administrators can register new E Verify users To add an additional user you must provide the user s name phone number fax number optional and e mail address To register new users in E Verify 1 Log in to E Verify and click Add User under the Site Administration menu of the E Verify home page 2 Choose general user or program administrator and provide the new person s name phone number fax number and e mail address and c
13. h 2010 INTRODUCTION Welcome to E Verify Using E Verify is an important step in ensuring that your company has a legal workforce by electronically confirming the information on Form l 9 Employment Eligibility Verification We are here to support you and provide you and your company with the tools and understanding to get the most out of the benefits of E Verify This guide is designed to assist you through the E Verify enrollment process We aim to make the enrollment and registration processes easy for all users Company Enrollment Before you can start using E Verify you need to enroll your company or organization in the program The term company means any business non profit organization or government agency whether it s a small family owned pizza shop or a multinational corporation Before you enroll check to ensure that your company is not already enrolled It is important that you do not enroll your company multiple times If you attempt to enroll a company that is already enrolled in E Verify your enrollment will be delayed Contact E Verify Customer Support at 888 464 4218 for assistance or questions in determining your company s enrollment status User Registration Enrolled companies can provide their employees access to E Verify by assigning them a user role You can use user roles to manage which E Verify features and permissions are available to your users Every person who uses E Verify within your company must
14. her categories you may be asked additional questions related to that category 5 Review and Agree to the Memorandum of Understanding MOU Review your company s obligations as explained in the MOU and indicate that you agree with the terms You will be given the opportunity to download a copy of your electronically signed MOU at the end of the enrollment process 6 Enter MOU Signatory I nformation Enter the contact information for the person who electronically signed the MOU on the preceding page You re also given the opportunity to designate this person as an E Verify program administrator 7 Enter Company Information Enter your company details including your company s physical verification location mailing address employer identification number and total number of employees If you are enrolling your company in E Verify employer access and you would like to link this account to an existing corporate administrator account you may do so on this page 8 Enter or Select North American Industry Classification System NAICS Code If you know your company s NAICS code enter the first three digits on this page and click Accept NAICS Code and Continue If you do not know your company s NAICS code leave the NAICS code field blank and click Generate NAICS Code Page 12 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 9 Provide Hiring Site Information Enter the number of hiring sites that w
15. ill participate in E Verify for each state Do not include sites that will not participate in E Verify Remember while you are free to choose E Verify participation on a site by site basis your company must use E Verify for all newly hired employees at each participating site gt If your company has hiring sites in more than three states click Add Additional Hiring Sites to add more states Once you re finished click Next to continue 10 Register E Verify Program Administrators During enrollment you can register as many program administrators as you would like though you must register at least one If you indicated earlier that your MOU signatory Should also be a program administrator that person is listed on this page though you can choose to add more After enrollment your program administrators can register general users and additional program administrators gt If your company needs more than four program administrators click Add Another User to add more program administrators gt Once you re finished click Next to continue 11 Review and Certify Information Please review the information you ve provided because errors can delay us in approving your enrollment If you need to change any information use the View Edit button for the section that contains the information that you want to change If all of the information is correct read the certification statement at the bottom of the page
16. lick Next 3 Choose a user ID and create a temporary password for the new user You may accept the system generated user ID or create your own 4 Review the information you ve submitted and then click Close 5 Provide the new user with the E Verify website address along with the user ID and password you created Page 14 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 E Verify Information Resources There are many resources available to you that provide information about E Verify We encourage you to use the E Verify website as a primary resource for all E Verify information but don t hesitate to contact us via phone or e mail For easy access to online resources we suggest that you bookmark or save these websites as favorites so you ll have easy access to them in the future E VERIFY WEBSITES E Verify Website 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 Website for initial company enrollment E Verify Access for Employers and https e verify uscis gov emp Corporate Administrators e User access to E Verify E Verify Access for Designated Agents https e verify uscis gov esp e User access to E Verify Page 15 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 Contact Us Questions
17. ne access method by answering four yes no questions Review and confirm access method Select your organization designation Review acknowledge and agree to the Memorandum of Understanding MOU Electronically sign MOU Enter company details Enter or select NAICS code see details below 1 2 3 4 5 6 7 8 9 Provide hiring site information see details below 10 Register E Verify program administrator s see details below 11 Review and certify information 12 Print electronically signed MOU 1 Visit Enrollment Website and Accept Terms Access E Verify enrollment at https e verify uscis gov enroll You must read and agree to the terms explained on this page and check the box indicating your agreement before you click Continue 2 Determine Access Method An access method provides companies with different functions within E Verify The four access methods are Employer Designated Agent Corporate Administrator and Web Services E Verify will guide you through four questions to help determine which access method is right for your company Read the information on this page carefully because errors here can delay us from approving your company s enrollment Each access method includes an explanation and a question for you to answer Answer all four questions and click Begin E Verify Enrollment at the bottom of this page Page 9 of 16 M 782 E Verify Enrollment Quick Reference Guide M
18. ny Which hiring sites will participate in E Verify Which company location s will access E Verify Who in my company will have access to E Verify Who in my company should be a program administrator To enroll you will need to know Company name The physical address of the location from which your company will access E Verify including county Company mailing address Employer Identification Number also called a Federal Tax ID Number Total number of employees for all of your company s hiring sites that will participate in E Verify The first three digits of your company s primary North American Industry Classification System NAICS code The number of hiring sites that will participate in E Verify in each state Contact information for your company s E Verify Memorandum of Understanding MOU signatory name phone number fax number and e mail address E O O E E E O E For all registered users you must provide O Name O Phone Number O Fax Number O E mail Address Page 8 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 The Enrollment Process When you enroll your company you need to tell us some basic information and agree to follow the rules of our program You ll enroll your company just once and after you do you can register yourself and others to actually use the system ENROLLMENT PROCESS OVERVIEW Visit URL accept and agree to E Verify enrollment terms Determi
19. own employees In this example each copy center is a verification location and a hiring site In implementing E Verify John has two options John s first option is to enroll in E Verify employer access and set up a single company account that will serve all of his copy centers Although J ohn has five verification locations E Verify only permits you to enter one verification location per company account If John prefers a single company account he must choose one copy center as his verification location in E Verify but can still perform E Verify queries at his other locations E Verify does permit multiple hiring sites and during enrollment John should indicate his company has five hiring sites While this option offers John a simpler setup and the need to sign just one Memorandum of Understanding MOU he will not be able to monitor usage on a location by location basis John s second option is to enroll each copy center in E Verify employer access and link them together with a corporate administrator account A corporate administrator account will allow John to manage the accounts of each of his copy centers but will not allow him to perform E Verify queries himself If John prefers multiple company accounts linked to a corporate administrator account he should enroll each copy center in E Verify employer access with a single hiring site John s corporate administrator account does not require an MOU However he must sign an MOU for each
20. rify 3 Review and Confirm Access Method The system gives you an opportunity to review your enrollment answers and to confirm that access method selected fits your company s needs If everything looks good click Next Page 10 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 The following table describes the different E Verify access methods Use this table to help you identify which access method is right for your company Access Method Descriptions Access Method E Verify Employer Access Employer access allows you to use E Verify to verify the employment eligibility of your company s employees If your company has multiple locations this type of access also allows you to choose to use E Verify for some or all of your locations which you can add and remove as needed In nearly all cases no matter how big or small your organization is you ll want to choose this method for using E Verify Designated Agent Access Designated Agents use E Verify to verify the employment eligibility of their clients employees Corporate Administrator Access If your company has many locations that do employment verification work we offer reporting and oversight features also called corporate administrator access Selecting this type of access allows you to create and manage company access accounts for the locations that need to access E Verify It also enables you to view reports on all of the loca
21. tions linked to your central corporate administrator account This access method is right for you if e Your company plans to verify the employment eligibility of its employees e Your company is in the business of verifying employment eligibility and Your company has clients and needs to verify the employment eligibility of their employees e You want to manage access to E Verify for all of your company s locations or subsidiaries from a central office and You want to view reports on all of the company locations linked to your company Page 11 of 16 M 782 E Verify Enrollment Quick Reference Guide March 2010 With this access method you can Register users and give them general or administrator access Modify delete and reset passwords for general user and program administrator accounts Verify your company s employees using the E Verify website Enroll your clients in E Verify Verify your clients employees using the E Verify website Register users and give them general or administrator access Modify delete and reset passwords for general user and program administrator accounts Verify your own company s employees using the E Verify website Register modify and delete other corporate administrator user accounts Enroll new company locations that need to access E Verify to do verifications View reports on all of the company locations linked to your central corporate administrator ac
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