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E-Verify Employer User Manual - Contractors Association of Will and

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1. E VERIFY IS A SERVICE OF DHS AND SSA Employment Eligibility Verification Form 1 9 Every time an Employer hires any employee to perform labor or services in return for wages or other remuneration the employee and the Employer must complete the Form 9 This requirement applies to all employees hired after November 6 1986 E Verify E Verify is a voluntary program formerly known as the Basic Pilot Program in which employment eligibility of all newly hired employees will be confirmed after the Employment Eligibility Verification Form l 9 has been completed This involves separate verification checks if necessary of databases maintained by the Social Security Administration and the Department of Homeland Security E Verify Participation Notice The E Verify Notice informs perspective employees that a company is participating in the E Verify Program The Memorandum of Understanding MOU requires participating Employers to display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospective employees F Final Nonconfirmation If an employee s work eligibility cannot be confirmed an Employer will receive a Final Nonconfirmation response from the Social Security Administration or the Department of Homeland Security An Employer receiving a Final Nonconfirmation response may terminate the employment of the employee and shall not be civilly or criminally liable under any la
2. MEPL r Empires Department of tiomeland Secunty Tentatnre d Notheabon t molovee C Ament of Momeland vty Tentative Nor hiren a FNLA PQ tt AA s ntianhe ALAT LEMA e ate anon Labs ingiate DHS Referral Resolve Case Close 2 Select Notification to Employee to display the TNC notice in either English or Spanish The Notice to Employee of Tentative Nonconfirmation will appear 3 Print the Notice to Employee of Tentative Nonconfirmation using your browser s print option 4 Provide the notice to your employee and review it with them Instruct the employee to indicate whether he or she wants to contest the TNC by clicking Contest or Not Contest 5 Instruct the employee to sign and date the notice in the Signature of Employee area 6 The Employer also must sign and date the notice in the Signature of Employer Representative area 7 Give a copy of the signed notice to the employee IMPORTANT The Notice to Employee of Tentative Nonconfirmation notifies the employee of the TNC response but does not provide instructions on how to resolve the discrepancy in the employee s records If the employee contests the TNC the Employer must provide an SSA or DHS Referral Letter to the employee 8 File the original signed Notice to Employee of Tentative Nonconfirmation with the employee s Form l 9 Page 25 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee
3. names for 2006 you care Online Social Security Trustees release 2007 Annual Report 6226267 Full retirement age is increasing More a Privacy Policy Website Policies amp Other Important information Site Map Mission FOIA Regulations gov No Fear Act Data This Benefits gov is a U S Government computer system subject to Federal law ExpectMore This presents the Local Office Search web page Page 58 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify xe x oe y y SECy gt i 3 A ff XK a J 7 USA 2 kK z ws MIM inp se Nistae E VERIFY IS A SERVICE OF DHS AND SSA Enter the new hire s five digit ZIP Code in the box provided Select Locate F Local Office Search Microsoft Internet Explorer provided by IE6 0 SP1 Alpha Cl ed Be Edt Yew Favontes Took tiep Ay Ow AD Omn frre O 2 2 a a a oss B herpe 014490 2a gov appeb2 FOLO FEO0 Social Security Online E a Enter ZIP Code You can bypass the first two steps and go directly to this Local Office Search page enter the following web address https s044a90 ssa gov apps6z FOLO fo001 jsp In certain cities Brooklyn N Y Queens N Y Las Vegas Nev Orlando Fla or Phoenix Ariz new hires that needs to contact the SSA must go to the Social Security Card Center rather than the Local Office A reference to the Social Security Card Center is included on the Local
4. Case Documents for Printing Case Details Notification to Employee Referral to Social Security Administration English version Administration Spanish version Referral to Social Security Notification to Employee Initiate SSA Resubmittal 4 The Modify SSA Information section will appear on the Case Details page Edit the information confirmed by the employee in the Modify SSA Information section Page 22 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify VN A SINK U A RIS lil Gee Yip pL NistR E VERIFY IS A SERVICE OF DHS AND SSA panty spr SEC ty 10 Exhibit 3 11 Case Details Page to Modify SSA Information Case Verification Number 2007241144217MZ Initial Verification Last Name Vaughn First Name James Middle Initial Maiden Name Social Security Number 000 00 0001 Date of Birth 12 12 1950 Hire Date 10 23 2006 Citizenship Status Citizen or National of the United States Alien Number I 94 Number Document Type List B C Documents Doc Expiration Date Initiated By MSOLPAO1 Initiated On 08 29 2007 Initial Verification Results Initial Eligibility SSA TENTATIVE NONCONFIRMATION SSN is invalid SSA Referral Referral By MSOLPAO1 Referral Date 08 29 2007 Verification Response Eligibility Review and Update Employee Response Date 08 29 2007 Data then Resubmit Invalid SSN Modify SSA Information revise if necessa Last
5. If the new hire needs to go to a card center please provide the new hire with the address of the card center This presents the Local Office Search Results page which has the address telephone number office hours and map of the SSA office closest to the new hire s home 3 Local Office Search Results Microsoft Internet Explorer provided by IE6 0 SP1 Alpha CI DER Ble Edt yew Fiyvorkes Joos heip LJ y A A O d BQH Asn Jre u WB DB Address E httes s044290 se8 gor apps ejFOLO Corkroler Eo ie Social SennityOnline SocialSecurity Office Locator Wwww socialsecurity qov jem Local Office Search Results i Office Address SOCIAL SECURITY SUITE 100 5 PARK CENTER COURT OWINGS MILLS MD 21117 Phone Numbers Toll Free 1 30 TTY 1 8 Find out what Services Are Offered Online On the Phone or in the Office Office Hours MONDAY FRIDAY 08 30 AM 03 30 PM Except Federal Holidays Map 1997 Geotystems Gopal oth Directions to Our Office FROM BALTIMORE BELTWAY 695 GO NORTH ON RT 140 REISTERSTOWN ROAD IMPORTANT There will not be a map for the Card Center address there is only a map for the local Social Security office Page 61 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify
6. E Verify User Manual for Employers March 2009 www dhs gov E Verify AaART N SEC a i E A off NYE i b USA _ ZN Z Hill 2 Q S gt TES Nr TR E VERIFY IS A SERVICE OF DHS AND SSA IMPORTANT Alien Numbers and I 94 numbers are not the same e Alien numbers consist of nine digits or less 1 94 numbers consist of 11 digits e Because the Alien Registration Number field requires a nine digit number add leading zeros if the alien number is less than nine 9 digits e Alien numbers are preceded by the letter A but do not type the letter A into the Alien Registration Number field in E Verify e For example an Employer would enter the alien number A1234567 as 001234567 9 The Employer Case ID is an optional field for those who wish to assign an internal tracking mechanism to a case 10 When you are finished entering the employee s information select Next to submit the initial verification 3 2 3 Viewing the Results of an Initial Verification If the information that you entered matches the information in SSA and DHS databases you will receive the results within three to five seconds If the information that you entered does not match SSA s or DHS databases you will be asked to review the information you entered to make sure that it is correct If the information does not match the employee s Form 9 because of a typing error or otherwise make corrections on thi
7. verification Review the employee s Form 1 9 and correct the information in E Verify as needed before you continue the case You will receive a response immediately To resubmit a case to SSA perform the following steps 1 Review with the employee or have the employer review with the employee the accuracy of the information they provided on the Form Il 9 If the employee made a mistake on the Form l 9 update the Form l 9 for your records 2 Access the employee s Case Details page to ensure that you entered the information on the employee s Form l 9 correctly into E Verify 3 If you need to make changes to the employee s information in E Verify select Initiate SSA Resubmittal on the Case Details page Exhibit 3 10 Initiate SSA Resubmittal Case Verification Number 2007241144217MZ Initial Verification Last Name Vaughn First Name James Middle Initial Maiden Name Social Security Number 000 00 0001 Date of Birth 12 12 1950 Hire Date 10 23 2006 Citizenship Status Citizen or National of the United States Alien Number I 94 Number Document Type List B C Documents Doc Expiration Date Initiated By MSOLPAO1 Initiated On 08 29 2007 Initial Verification Results Initial Eligibility SSA TENTATIVE NONCONFIRMATION SSN is invalid SSA Referral Referral By MSOLPAO1 Referral Date 08 29 2007 Verification Response Eligibility Review and Update Employee Response Date 08 29 2007 Data then Resubmit Invalid SSN
8. 10 E Verify Requirements for USe eeseseorsessseceseseossesssscesessesseseoscosesscseesesscosesseseesessessese 10 Overview of the Verification Process ssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 10 Completion of the Form l 9 sseeseseessessoscesesecosessossesesscssessoscosesscssesesscosessoseesesssssessosseses 10 Submitting an Initial Verification Query sssesseosessssceseseossessoscosessossosssscosessossesesee 11 Viewing the Results of an Initial Verification e eseossesssssosesecssesesecesesscsseseseeee 14 Requesting Additional Verification for DHS Employment Authorized 16 Notifying an Employee of a Tentative Nonconfirmation TNC Response 17 If an Employee Receives an SSA TNC ssesssssssessossesssscesesecseessoscesesscssesessseseeses 17 Referring an Employee to SSA esssesesesscosesssssesssecosessoscesesscosessoseesesecssessoscesssscssessosees 19 E Verify Responses to SSA Referrals seersessersesesecssesscssesesecosessessesesscosessosseses 20 Initiating a Resubmittal Case to SSA esesssesssecrsesecssessoecsesscssesesscosessesessesse 22 DHS Verification in ProceSS seesseseorsessssceseseoseessoecosesscscosesscosessoseesesecssesscseesesscssessssees 24 If an Employee Receives a DHS TNC sesssesssscssesscssessossesesecseessoscesessossesesseesesses 24 Referring an Employee to DHS 2 0 sesesesesesssssscsesesesessss
9. AND SSA Systematic Alien Verification for Entitlements SAVE Program The SAVE Program is responsible for administering Department of Homeland Security verification programs involving customer access to the CPS database The SAVE Branch administers the SAVE Program itself which enables federal state and local benefit issuing agencies to obtain immigration status information needed in order to determine applicants eligibility for many public benefits T Tentative Nonconfirmation The employee information was compared to Government records and could not be confirmed This does not mean that the employee is not work authorized or that the information provided was incorrect The employee must contact either the Social Security Administration or the Department of Homeland Security to resolve the discrepancy in order to continue employment U U S Passport Document issued by the Department of State to United States Citizens and Nationals User ID Each person performing verification queries should have his or her own User ID The User ID is a system generated ID with letters and numbers ID which the Program Administrator can accept or change when adding a new user The User ID must be 8 characters and may be letters numbers or a combination of both A User ID is not case sensitive V Verification Division The Verification Division is responsible for administering Department of Homeland Security verification programs involvin
10. Case Close To resolve a case perform the following steps 1 Access the Case Details page if it is not already displayed 2 Select Resolve Case 3 In the Enter Case Resolution section select the appropriate resolve option Exhibit 3 19 Case Details Page with Resolution Options Case Verification Number 2008218134041VE Initial Verification Doe First Name Jane Q Maiden Name 211 121 1111 Date of Birth 01 01 2001 Hire Date 10 10 2001 Citizenship Status Citizen or National of the United States Alien Number I 94 Number Document Type Unexpired or Expired U S Passport Doc Expiration Date Employer Case ID 1234 Initiated By MRAAOSSS Initiated On 08 05 2008 Initial Verification Results Initial Eligibility SSA TENTATIVE NONCONFIRMATION SSN is invalid SSA Referral Referral By MRAAOSSS Referral Date 08 05 2008 Expect Gov t Response By 08 19 2008 Enter Case Resolution Resolve Options Submit Resolve Case Close Page 34 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss 2 S 4 4 o 7 ay ann st NistR E VERIFY IS A SERVICE OF DHS AND SSA e Resolved Authorized Select this option when employment is authorized e Resolved Unauthorized Terminated Select this option when employment is not authorized SSA FINAL NON CONFIRMATION DHS EMPLOYMENT UNAUTHORIZED or DHS NO SHOW or when there is an un
11. Employee gt View Reports social Security Administration Tentative Nonconfirmation Spanish version Initiate SSA Referral Resolve Case Close U S Department of Homeland Security U S Citizenship and Immigration Services 2 Select the Notification to Employee Referral to Social Security Administration document in either English or Spanish 3 Print the SSA referral letter using your browser s print option 4 Sign and date the SSA referral letter 5 Instruct the employee to sign and date the referral letter 6 Give a copy of the SSA referral letter to the employee and instruct him or her to take it to the SSA office within eight 8 Federal government workdays See Attachment A for instructions on locating the correct SSA office for the employee The SSA referral letter provides specific instructions for the employee on how to contact SSA in order to remedy their records 7 File a copy of the SSA referral letter with the employee s Form l 9 8 Check E Verify regularly for a change in an employee s status for a contested SSA TNC case This is similar to the process for DHS referrals If the employee does not visit SSA within eight 8 days E Verify will automatically send an SSA Final Nonconfirmation response to you 10 days after the referral was generated unless SSA notifies you that the case is still pending 3 2 6 1 E Verify Responses to SSA Referrals E Verify will respond with one of the following messag
12. IS A SERVICE OF DHS AND SSA 4 1 2 Password Requirements Passwords must be at least eight characters but no more than 14 characters in length and must include at least three of the following characters 1 At least one uppercase or lowercase letter and be between 8 14 characters long 2 At least one number 3 At least one special character Special characters include lt gt Pai ase 4 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 appended with a single digit or with a two digit year string such as Welcome98 and 7 Not be identical to the User ID Additionally as a policy passwords shall not 1 Contain any dictionary word 2 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 3 Contain any simple pattern of letters or numbers such as qwerty or xyz123 and 4 Be any word noun or name spelled backwards IL keH20 is an example of a password that is eight characters in length with three of the four required characteristics an uppercase letter a lowercase letter anda number Passwords are case sensitive 4 2 How to Retrieve a Forgotten Password or Reset a Locked Password T
13. Last updated October 9 2007 2 12 PM Receive updates by email and card z Your Social Security records Suak M ber amp card Your Statement Retirement ee er amp cart our Statement Frequently Asked Questions What you can do online Benefits Retirement Choose Topic AEE Online Plan your retirement Calculate your benefits Qualify amp apply Already receiving benefits 4 Replace your lost stolen or damaged Medicare card i Information for Request a Proof of lett Medicare Tha Prass PUES SOUCO TOE Ee Medicare Prescription Drug Plan Other Medicare information Congress Change address phone number Disability amp SSI Employers Find a Social Security office Qualify amp apply Already receiving benefits Choose Other Group E Ticket to Work Adults disabled before age 22 More online services More disability information SSI for people 65 and older Useful links Widows widowers amp other survivors Benefit Eligibility Screening Tool BEST Report a death Qualify amp apply Already receiving benefits News Careers with us About Social Security s future Actuarial resources Performance amp Accountability Report Social Security Administration attacks disability backlog Get help with your situation Commissioner Astrue Extends Social Security s Marriage divorce and name changes Quick Disability Determination Nationwide z Show Birth of a child Death in the family Social Security launches ne
14. Name vaughn ia First Name James 7 M I Maiden Name Social Security Number 000 00 0001 7 Ise Date of Birth 12 12 1950 mm dd yyyy Submit SSA Resubmittal 5 Select Submit SSA Resubmittal The Confirm SSA Resubmittal page appears with a warning message and a Submit SSA Resubmittal button Exhibit 3 12 Case Warning Warning The case may only be resubmitted once Are you sure you want to resubmit this case at this time Has the employee informed you that he or she has visited the SSA office to resolve their case Has it been 24 hours since the employee visited the SSA If you answered yes resubmit the query now If 10 Federal Government work days have passed since you referred the employce and the employee has not indicated to you that they visited SSA you may resubmit the case now 6 Read the warning message on the Confirm SSA Resubmittal page Employers may only resubmit a case once Therefore you must ensure that you meet the Resubmittal criteria in the warning message before proceeding with the Resubmittal 7 Select Submit SSA Resubmittal When you do so the information is compared to SSA records and E Verify will provide a response within seconds Page 23 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify TARTUS s pk SECy ott ey CA 3 2 Mfr Ne a b USA _ a kK init z Q S 4 X inn se Nise E VERIFY IS A SERVICE OF D
15. Photo Match The photograph on the employee s document matches the photograph supplied by E Verify The photograph transmitted by E Verify should be the same identical photograph that appears on an employee s USCIS issued document Employers should be able to determine whether or not the photographs do match Page 54 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Ge N SEC Fry i E A off NYE d b USA a iy Z IIll z Q S S ann se Nr i an E VERIFY IS A SERVICE OF DHS AND SSA Photo Non match The photograph on the employee s document does not match the photograph supplied by E Verify The photograph transmitted by E Verify should be the same identical photograph that appears on an employee s USCIS issued document If the Employer determines that it does not a DHS tentative non confirmation is issued and the employee is given the opportunity to contest Point of Contact Someone in your company who can be contacted on E Verify policy issues This person may or may not be 1 of the 3 user types Primary Verification Initial Query The first step of the electronic verification process Program Administrator This user type is responsible for creating user accounts at their site for Corporate Administrators and General Users They have the capability to view reports perform queries update account information and unlock user accounts Q R Referral Notice An employee co
16. Section 3 3 Resolving cases in E Verify See Section 3 4 3 2 1 Completion of the Form 1 9 Employers must ensure that their newly hired employees fully complete Section 1 of the Form Il 9 Unless the employee attests in Section 1 of the Form l 9 that he or she is a citizen or national of the United States the employee must provide his or her Alien Number or 1 94 Number IMPORTANT In general providing a social security number on the Form l 9 is voluntary however it is mandatory for employees hired by Employers participating in E Verify Employers must complete Section 2 of the Form l 9 by examining the documents that prove the identity and employment eligibility the employee The Employer may not specify which document s from the List of Acceptable Documents on the Form l 9 an employee may present An Employer may accept one document from List A which proves both identity and employment eligibility or a combination of documents from List B which proves identity and List C which proves employment eligibility Page 10 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A oft Ne 4 ig USA a Sy WM Ss Q S 4 ann st Nist E VERIFY IS A SERVICE OF DHS AND SSA IMPORTANT Any List B document presented to an Employer participating in E Verify must contain a photograph Employers may not ask to see a document that shows the employe
17. Select Display Case Summary List after you have entered your search terms 3 5 1 Navigating the Case Summary List Page After entering the case search criteria each row on the Case Summary List page displays information for a single case which is identified by the verification number Click the row of the case you wish to examine to open the case summary Page 36 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify RET 1 SEC ETAETA Up So y 4 f fi NYE USA gt WE 2 S 7 ay rst Nise E VERIFY IS A SERVICE OF DHS AND SSA 4 User Administration Sup I io Si Sv A Employers may use the User Administration menu to change passwords and update personal profiles 4 1 Changing Your Password Passwords need to be protected therefore do not write down passwords or share them with anyone If you feel that your password may have been compromised change it immediately Exhibit 4 1 Change Password Page Passwords must have the following characteristics e Atleast one uppercase or lowercase letter e Atleast one number e 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 J 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
18. The expiration date indicates when the card expires and must be renewed It does not indicate that the non citizen s status expires The expiration date is stated on the front of the card This version is rose colored with a blue logo It was modified in January 1992 when a white box was added behind the fingerprint Page 55 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Ge N SECy a fs CA E A off NYE d b USA _ aN Ki Init 2 r S gt ann se Nise E VERIFY IS A SERVICE OF DHS AND SSA Resident Alien Card Form 1 551 JAN 1977 This card was introduced in January 1977 and phased in over a period of time Although this card is no longer issued it is valid indefinitely In addition to the photograph the 1 551 will contain the bearer s signature and photograph This card was issued to lawful permanent residents Resolve Case This feature allows the user to select the appropriate option to resolve close all cases queried through the E Verify Program Resolved Authorized A resolution option for the cases where an Employment Authorization response is received Resolved Unauthorized Terminated A resolution option if a Social Security Administration or Department of Homeland Security Final Nonconfirmation or No Show response is received or if the employee does not contest a Social Security Administration or Department of Homeland Security Tentative Nonconfirmation response and is termin
19. When a duplicate case or case with incorrect data was entered into the system you should resolve as an invalid query Se A g You may not resolve a case if you receive a response of SSA CASE IN CONTI NUANCE or DHS CASE IN CONTINUANCE Your employee should continue to work until SSA or DHS returns one of the responses listed above After you resolve the case the Case Resolution section appears on the Case Details page which includes the case resolution the User ID of the person who resolved the case and the date of resolution The Case Details page also includes the information on the case in the order in which it was entered or supplied by the system It is recommended that you print the case information for your records Exhibit 3 18 Case Details Page Case Verification Number 2008004181b09PK Initial Verification Last Name Barnes First Name Marco Middle Initial Maiden Name Social Security Number 000 00 0003 Date of Birth 02 12 1970 Hire Date 03 24 2008 Citizenship Status Alien Authorized to Work Alien or 194 required Alien Number 123456789 1 94 Number Document Type 1 688 Doc Expiration Date 01 01 2010 Initiated By LRIV6S67 Initiated On 03 24 2008 pinitial Verification Results Initial Eligibility SSA TENTATIVE NONCONFIRMATION SSN does not match Case Documents for Printing e Detail Sode niinn Emal praa Socal Saudis Adminin T ania ica hionronfianat no noish 2a ae SSA ee
20. are stamped to indicate work authorized status The Form l 94 contains an 11 digit Admission Number which may be used as part of the Primary Query verification process if the non citizen employee does not have an Alien Registration Number Asylee A non citizen already in the United States or at a port of entry who is granted asylum in the United States based on race religion nationality or membership in a particular social group or political opinion This status is covered by Section 208 of the Immigration and Nationality Act INA Asylum Asylum may be granted to a person who is unable or unwilling to return to his or her country of nationality because they fear persecution C Case in Continuance This response is given if the Social Security Administration or the Department of Homeland Security 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 the Social Security Administration or the Department of Homeland Security Case Verification Number The Case Verification Number is a unique number returned by the E Verify system Employers participating in the E Verify Program are required to record the case verification number on the employee s Form l 9 or to print the screen containing the case verification number and attach it to the employee s Form l 9 Client company An individual or company that hires a Designated Agent to perfor
21. the verification process Page 35 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Q SEC GA Ay i 3 2 ft Ne a R USA A i IIll z Q R 4 A itn SS Nise E VERIFY IS A SERVICE OF DHS AND SSA 3 5 Searching for Cases The View Cases option allows you to search for cases display a list of cases and access the details of a specific case Exhibit 3 20 Case Search Page Enter Case Search Criteria Case Status all Open Cases Cases Requiring Action Cases In Process Resolved Cases Case Verification Number Alien Number I 94 Number Social Security Number Date Initiated From m mm dd yyyy Date Initiated To C7 mm dd yyyy Initiated By Employer Case ID Display Case Summary List Cancel You are able to search by Case Status if you choose e All Open Cases This feature allows the user to see all open cases e Cases Requiring Action This feature allows the user to see cases requiring action e Cases in Process This feature allows the user to see cases currently pending in E Verify e Resolved Cases This feature allows the user to select the appropriate option to resolve close all cases queried through the E Verify system Once you have selected the appropriate case status you may search by Case Verification Number Alien Number 1 94 Number Social Security Number Date Initiated From Date Initiated To Initiated By
22. verification within 24 hours of receipt however DHS has up to three 3 Federal government workdays in which to respond Exhibit 3 6 Request Additional Verification Initial Verification Results Last Name HERRERA LOMELI First Name IGNACIO Initial Eligibility EMPLOYMENT AUTHORIZED Case Documents for Printing Case Details Request Additional Verification Resolve Case Close Page 16 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify CES L SE we Up 3 A S MA Ne s N il A NZ MIS Q Ks 4 N Lan see Nise E VERIFY IS A SERVICE OF DHS AND SSA To request an additional verification perform the following steps 3 Ww 1 Select Request Additional Verification 2 Type the reason for the additional verification request in the Comments field 3 Select Submit Additional Verification An updated Case Details page will appear and the verification response will be DHS VERIFICATION IN PROCESS 4 Check E Verify daily for a response 3 2 5 Notifying an Employee of a Tentative Nonconfirmation TNC Response A TNC response indicates SSA and or DHS could not confirm that the employee s personal information matches SSA and or DHS records A TNC does not necessarily mean that the employee is not authorized to work in the United States It is the Employer s responsibility to contact the employee as soon as possible to provide them the opportunity to contest the TNC and resolve t
23. workdays from the date of referral to resolve the discrepancy in his or her case by calling a toll free number provided on the referral letter and providing the Immigration Status Verifier with his or her verification number and other information on the referral letter E Verify will provide one of the responses previously described on page 28 within 10 days of the referral depending on whether the employee contacts DHS 3 4 Resolving Cases The final step in the E Verify process is to resolve the case Resolving cases will e Remove cases from your screen and e Assist DHS with maintaining statistics on the E Verify program If you do not resolve your cases the system will indicate that you have cases requiring action and that some of those cases need to be closed You may resolve a case under the following circumstances e When the SSA response is either EMPLOYMENT AUTHORIZED or SSA FINAL NONCONFIRMATION e When the DHS response is EMPLOYMENT AUTHORIZED DHS EMPLOYMENT UNAUTHORIZED or DHS NO SHOW e When the employee does not contest a response of SSA TNC or DHS TNC e When the employee quits or has been terminated for reasons unrelated to immigration status while the verification query is in process Page 33 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SE wy apr SEC TARTUS Uy oS 4 2 2 fas NN 4 Ig 2 N is lll LAN S 2s NistRe E VERIFY IS A SERVICE OF DHS AND SSA e
24. 7 mm dd yyyy Back nex 3 Type the employee s name exactly as it appears in Section 1 of the Form l 9 in the Last Name First Name Middle Initial and Maiden Name fields Only those fields with an asterisk are required For assistance in entering compound and hyphenated names select the question mark icon located to the right of the Last Name field 4 Type the employee s Social Security number SSN as it appears in Section 1 of the Form l 9 in the Social Security Number field This number is required for all employees You have three options for entering an SSN with spaces without spaces or with hyphens 5 Type the employee s date of birth as it appears in Section 1 of the Form l 9 in the Date of Birth field Enter the date in mm dd yyyy format Slashes must be included in the date field 6 Type the employee s hire date in the Hire Date field Enter the date in mm dd yyyy format Slashes must be included in the date field 7 Type the expiration date for the presented document s if applicable in the Document Expiration Date field Enter the date in mm dd yyyy format Slashes must be included in the date field 8 If the employee is a non citizen the Alien Number or I 94 number is required If the Alien Number is less than nine 9 digits add leading zeros to the number Do not include the letter A as part of the Alien Registration Number The 1 94 number consists of 11 digits Page 13 of 61
25. 9 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss 2 S 4 ann st NistRO E VERIFY IS A SERVICE OF DHS AND SSA Select Notification to Employee to display the TNC notice in English and Spanish The Notice to Employee of Tentative Nonconfirmation will appear Print the Notice to Employee of Tentative Nonconfirmation using your browser s print option Provide the notice to your employee and review it with them Instruct the employee to indicate whether he or she wants to contest the TNC by clicking Contest or Not Contest Instruct the employee to sign and date the notice in the Signature of Employee area The Employer also must sign and date the notice in the Signature of Employer Representative area Give a copy of the signed notice to the employee IMPORTANT The Notice to Employee of Tentative Nonconfirmation notifies the employee of the TNC response but does not provide instructions on how to resolve the discrepancy in the employee s records If the employee contests the TNC the Employer must provide an SSA or DHS Referral Letter to the employee 10 File the signed Notice to Employee of Tentative Nonconfirmation with the employee s Form l 9 If the employee does not contest the TNC select Resolve Case See Section 3 2 8 The Employer may now terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of th
26. ATIVE NONCONFIRMATION TNC This response indicates you selected No because the photos were not identical You must notify the employee of the TNC response and refer him or her to DHS if he or she chooses to contest this finding If your employee contests the TNC follow the instructions in 3 3 6 to submit a copy of the document to DHS You may not take adverse action against the employee based on a TNC until it is resolved This response does NOT indicate the employee is not authorized to work e PHOTO TOOL NON MATCH RESULTING IN DHS TENTATIVE NONCONFIRMATION This response indicates that you could not determine whether the employee s photo on his or her document matched the photo displayed by E Verify You must notify the employee by providing the Notification to Employee Verification in Process to him or her and submit a copy of the document to DHS when this response is received Once receiving a copy of the document DHS responds to most of these cases within 24 hours To send a copy of the document to DHS select e Submit Electronic Document The file must be in GIF format e Mail Paper Copy See Section 3 3 6 for more information about mailing documents to DHS and using DHS courier service Check the system daily for a response Additional DHS verification is not grounds for adverse action against the employee 3 5 Referring an Employee to DHS after Photo Verification If the employee contests a TNC or receives a notice of Ver
27. Challenge Q amp A Enter Password Challenge Questions and Answers Password Challenge Question 1 select a preferred question Answer i Password Challenge Question 2 E select a preferred question Answer W Password Challenge Question 3 select a preferred question Answer i Submit Cancel To activate the Password Challenge Q amp A perform the following steps 1 Select Password Challenge Q amp A from the User Administration menu 2 Select the question you want to use for each of the three challenge questions enter the answer in the Answer field and select Submit If you decide to change any of the questions at a later time you must reset the other questions and answers You can reuse any questions and answers Like passwords you should not share answers to these questions since these enable you to change your password 4 4 Updating Your Profile Each person with access to E Verify has a user profile that includes his or her name telephone number fax number and e mail address Users should update this information whenever necessary using the Change User Profile page Page 39 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify N SECy g ll E VERIFY IS A SERVICE OF DHS AND SSA E Verify Exhibit 4 3 Change User Profile Page Enter User Profile Information User ID MRAA0986 Last Name Doe First Name Jonn y M I Phone Numbe
28. Conta any dictivnary 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 Enter Old and New Passwords Old Password ig New Password Re type New Password Submit Password Change To change your password perform the following steps 1 Select Change Password from the User Administration menu The Change Password page will appear 2 Type your current password in the Old Password field 3 Type your new password in the New Password and the Re Type New Password fields The new password cannot be the same as any of your last six passwords 4 View the confirmation message e Ifthe system processed the password change then use the new password for the next E Verify session e f the system was unable to process the password change due to user error carefully repeat the steps for changing your password e If the system was unable to process the password change try changing your password later Page 37 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Ge N SEC a fs CA E A off NYE d b USA a i Z IIll z Q S S ann se Nr i an E VERIFY
29. Form l 94 indicating unexpired employment authorization Password Each person performing verification queries should have his or her own password The password provided to a new user is temporary and should be changed A password must be between 8 and 14 characters and include three of the following four characteristics an upper case letter a lower case letter a number and a special character i e lt gt A user will be required to change his or her password every 90 days and will be prompted by the system to do so Permanent Resident or Legal Permanent Resident A non citizen who has been lawfully granted the privilege of residing and working permanently in the United States Permanent Resident Card Form 1 551 DEC 1997 Issued by the former INS after December 1997 this card is the current version given to Permanent Resident Aliens The document is valid for 10 years In this version of the 1 551 the card title was changed from Resident Alien to Permanent Resident Card Photo Screening Tool During the verification query Employers match the photographs on certain documents provided by new employees when completing the Form 9 with the photograph that appears in the records of U S Citizenship and Immigration Services USCIS The photo screening tool is triggered only when a new hire produces a Permanent Resident Card Green Card 1 551 or an Employment Authorization Card 1 766 for their 1 9 documentation
30. HS AND SSA 3 2 7 DHS Verification in Process Exhibit 3 13 DHS Verification in Process Case Verification Number 2008004171309ND Initial Verification Last Name Wolfgang First Name Matt Middle Initial Maiden Name Social Security Number 123 45 6789 Date of Birth 03 12 1970 Hire Date 03 24 2008 Citizenship Status Al ized to Work Alien or 194 equired Alien Number 123486789 1 94 Number Document Type 1 94 Doc Expiration Date initiated By LRIV6867 Initiated On 03 24 2008 C Verification Response Eligibility DHS Verification in Process Response Date Case Documents for Printing Gase Details Close Once SSA verifies that the furnished information on the employee matches the information in SSA records SSA refers the case to DHS to verify the employee s employment eligibility If DHS is unable to electronically verify the information the case is sent to an Immigration Status Verifier resulting in a DHS VERIFICATION IN PROCESS A DHS VERIFICATION IN PROCESS could have the following results e EMPLOYMENT AUTHORIZED This response indicates that employment eligibility is verified and the case can be resolved e DHS TENTATIVE NONCONFIRMATION This response indicates that employment eligibility could not be verified therefore the employee must be notified of the response and referred to DHS if he or she contests e DHS TENTATIVE NONCONFIRMATION Photo Tool Non Match This response indicates that th
31. Homeland Security to resolve his or her case and 10 Federal Government workdays have passed since the date of referral The No Show response is considered a Final Nonconfirmation Notice to Employee of Tentative Nonconfirmation This is a computer generated notice given to an employee after a Tentative Nonconfirmation response has been received from the Social Security Administration or the Department of Homeland Security If an employee contests the Tentative Nonconfirmation response he or she must contact the appropriate Government Agency to resolve the discrepancy to continue employment An employee has eight 8 Federal Government workdays to resolve his or her case O Page 53 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify CEY srr Ece Ej A oft Ne A ig USA A S Z IIli 2 S oS Ant ot iste E VERIFY IS A SERVICE OF DHS AND SSA P Parolee A non citizen applying for admission to the United States may be paroled into the United States under emergency conditions or when the non citizen s entry is determined to be in the public interest Parolee status is covered by Section 212 of the INA Passport Any travel document issued by competent authority showing the bearer s origin identity and nationality if any which is valid for the entry of the bearer into a foreign country If this document is used for Form l 9 purposes it must be unexpired with either an 1 551 stamp or an attached
32. Office Search Results page under Directions to Our Office IMPORTANT There will not be a map for the Card Center address there is only a map for the local Social Security office The exception is Phoenix their Card Centers are located in the same building as their local offices Page 59 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify on A ll E VERIFY IS A SERVICE OF DHS AND SSA 15 HUEQOWN armiha asin kay Ave 2001 MapQuest com Inc 2001 Navigation Technobaies Directions to Our Office SOC SEC CARDS MUST BE PROCESSED BY THE LVCC AT 1250 BUFFALO DR LY NY NOTE LAS VEGAS CLARK COUNTY RESIDENTS APPLYING FOR A NEV OR REPLACEMENT SOC SEC CARD ARE REQUIRED TO VISIT THE LAS VEGAS CARD CENTER HOURS ARE MON B internet his is part of the North Las Vegas Nev Social Security Office web page Below is a list of the six Social Security Card Centers and the local areas that they serve Arizona North Phoenix Card Center 16241 N Tatum Blvd Suite B Phoenix AZ 85032 The North Phoenix Card Center is located next to the North Phoenix Social Security Office and serves the residents of northern Phoenix and northern Maricopa County Downtown Phoenix Card Center 250 N 7 Ave Suite 200 Phoenix AZ 85007 The Downtown Phoenix Card Center is located in the same building as the new Downtown Social Security Office and serves the residents of southe
33. Sy P N X SEN G od LJ 4 E BZ Ill 2 E VERIFY IS A SERVICE OF DHS AND SSA E Verify User Manual For Employers March 2009 E Verify TABLE OF CONTENTS E VERIFY IS A SERVICE OF DHS AND SSA DINTRODUCTION sissceisiiiiessiereeestessseeeritosessbeisne rosc osouer os iseorovi eener ovida re rato ot os PORTES enS S aSr rui seiss i 4 Basic Overview of E Verify ccscceesceeesceeeeceeeeeeeueeeeueeeeuaeeeuaeeeuaeensaeeauseeouaeeas 4 Privacy Statement cccccsceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeaseeuaeeasaseauaeeauaeeausseauagees 4 User ROleS cccccceeceneeceeeeeeeueeeeueeeeuaeeeuaeeauaeeaeaeeauaeeauaeeauaeeauaeeauaeeauaseeeauaeeauagens 4 Contacting the Department of Homeland Security for Assistance 055 6 X GETTING STARTED ossiiivci ctorcsetnererienniis anrenicen itis minds 6 The Rules Of USC ccccccceceeeeeeeeeeeeeeeeeeaeeeeaeeeeaeeeuaeeesaeeauaeeauaeeauaseauaeeauaseauageages 6 Notifying Prospective Employees of your E Verify Participation 0 7 Protecting PasswordS cccccseeceeeeeeeeeeeeeeeeeeeseeeeeeaeaseauaeeauaeeauaeeauseeauaseauageauageas 7 E Verify Navigation BasSiCs ccccceesceeeeceeeeeeeeeeeeeeeeeeseeeuaeeaeaeeauaeeauaeeauaeeauaeees 8 3 CASE ADMI NI STRATI ON csisissccssssccscaisnscccesstecseasavsscctnsucosnnisuscncesstsceczsstueceeiveneenesarseonss 10 What is Case Administration cccccceeesceeeeceeeeeeeeeeeeeneeeeeseoeseeeeseeauseuansgeass
34. User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss 2 S 4 an st NistRO E VERIFY IS A SERVICE OF DHS AND SSA 9 Employers may not go back to check employment eligibility for employees hired before their company signed the MOU with USCIS and SSA 10 Employers must provide their employees with an opportunity to contest a Tentative Nonconfirmation TNC 11 Employers cannot take any adverse action against an employee based upon a TNC unless E Verify issues a Final Nonconfirmation FNC 12 Employee must be allowed to continue to work during the verification process 2 2 Notifying Prospective Employees of your E Verify Participation As a participating Employer you are required to post the English and Spanish notice provided by DHS indicating your company s participation in the program as well as the Right to Work Poster issued by the Office of Special Counsel for Immigration Related Unfair Employment Practices Both of these notices must be clearly displayed in plain view at your hiring site s to inform prospective and current employees that your company is participating in the E Verify Employment Verification Program These notices are available in the Online Resources section of E Verify IMPORTANT If you have difficulty posting E Verify participation notices due to the setup of your business ensure that all prospective employees receive them wit
35. age will appear Older Permanent Resident Cards 1 551 without expiration dates do not have card numbers and cannot be verified with the Photo Screening Tool When an employee presents this card enter AAA0000000000 in the Card Number field to continue No photo will display A confirmation screen appears that gives you a chance to check for errors If you entered any information incorrectly correct the information and select Continue Verification Do not use your browser s Back button TIP Always check your work incorrectly entered information will lead to a TNC and delay the verification process If the employee provides documentation other than a PRC or EAC the Photo Screening Tool will not activate and the E Verify process will continue as usual Page 29 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify E VERIFY IS A SERVICE OF DHS AND SSA E Verify 3 3 3 Verifying the Photograph A photo will be displayed on the E Verify screen only if all of the following conditions are met e The employee presented a PRC or EAC during the Form l 9 process e The Employer entered the correct card number See Section 3 3 2 e The information entered from the employee s Form Il 9 matches the records in SSA and DHS databases e E Verify is able to locate a photograph in the Department of Homeland Security s database for that individual If the four conditions listed a
36. ated S Self Terminated A resolution option if the employee has quit or been terminated for reasons unrelated to employment eligibility status while the verification query is in process SSA Referral After an employee is advised of a Tentative Nonconfirmation and signed the Notice to Employee of Tentative Nonconfirmation the employee is referred to the Social Security Administration to resolve their case SSA Resubmittal After an employee is referred to SSA and visits one of its local offices and 24 hours have passed since they returned the referral letter to the Employer the user must resubmit the case through E Verify to receive a final response If the employee does not visit an SSA office or does not return the stamped and signed referral letter to the Employer the Employer should resubmit the case after 10 Federal government workdays from the date of referral Social Security Administration A Federal Government agency that administers a national program of contributory social insurance whereby employees Employers and the self employed pay contributions that are pooled in special trust funds The Social Security Administration and the Department of Homeland Security are jointly conducting the E Verify Program Page 56 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify ART As G y SEC j i Ej A off Ne a ig USA a iy Z IIll 2 S 4 an st Mista E VERIFY IS A SERVICE OF DHS
37. ation Page 5 4 User Deletion Information User ID DKIS5159 User Role General User Last Name Kistler First Name David M I M Phone Number 202 824 7929 Fax Number E mail Address dkistler csc com User Status Maintaining Company Information To update your company s information in E Verify perform the following steps 1 2 3 Select Maintain Company from the Site Administration menu The Company Information page will display the current information for your company To modify any section of the Company Information page select 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 Make the required changes and select Submit Page 44 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify lt paRryy N SECy veri ill amp E VERIFY IS A SERVICE OF DHS AND SSA Exhibit 5 7 Company Summary Screen Company Information Company Name CSC Web DABP Test Company View Edit Physical Location Mailing Address Address 1 2001 LSt NW Address 1 Address 2 Address 2 City Washington City State DC State Zip Code 22203 Zip Code County DISTRICT OF COLUMBIA Perform verifications for your company s employees Employer Identification Number 5678 Total Number of Employees 10 to 19 Corporate Parent Company CSC Test Company Corp Adm
38. bility The Department of Homeland Security responds to most of these cases within 24 hours but has up to 3 Federal Government workdays to respond An Employer should check the system periodically for response Document Type Type of document s presented by the newly hired employee to verify identity and employment eligibility Designated Agent An individual or company that performs E Verify inquires for another organization s E Employee Not Terminated A closure option used when the employee is not terminated after the Employer receives a SSA Final Nonconfirmation DHS Employment Unauthorized DHS No Show or if the employee is not terminated after he or she does not contest a Social Security Administration or Department of Homeland Security Tentative Nonconfirmation response Employment Authorized A response received from either the Social Security Administration or the Department of Homeland Security indicating the information provided by the Employer matched the information contained in the database s and work eligibility has been confirmed Employment Authorization Document EAD 1 766 A document issued to non citizens who are authorized to work temporarily in the United States The document has been issued since J anuary 1997 Page 50 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify TARTUS pk SECy oe Ne Pes Ay Ej A off NYE a ig USA a ky Z IIll r SY gt ann se Nise
39. blems that arise in the case Exhibit 3 5 Case Details Page Case Verification Number 2007241124430MK Initial Verification Last Name linsbderg First Name rodney Middle Initial Maiden Name Social Security Number 11 21 1111 Date of Birth 08 28 2000 Hire Date 08 08 2007 Citizenship Status Alien Authorized to Work Alien or 194 required Alien Number 111111111 1 94 Number Document Type Unexpired Foreign Passport with Doc Expiration Date 1 94 Stamp Initiated By RJON9865 Initiated On 08 29 2007 Verification Response Eligibility DHS Tentative Nonconfirmaton Response Date 02 22 2008 Case Documents for Printing Case Detar e gtific ati ante Emere ries Reranman of Nomeland Sanix ae Mancanf cmation ampere recauen Initiate DHS Case Close 3 2 4 Requesting Additional Verification for DHS Employment Authorized Occasionally the name displayed by E Verify in the I nitial Verification section is different from the name you submitted to E Verify Ensure that both the first and last names in E Verify match the information that you provided If they do not match you should request additional verification When you request additional verification E Verify will forward the case to a DHS Immigration Status Verifier A message will appear at the bottom of the Case Details page within seconds indicating that the request is in process DHS usually returns a response to a request for additional
40. bove are met E Verify will display the photograph that corresponds to the information you entered and ask you to choose one of the following e Yes This means 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 e No This means the photo on the employee s document is not identical to the photo displayed by E Verify Even if it looks like the same person the clothing hair style facing direction and appearance should be identical e Cannot determine This means the Employer could not determine whether the photo on the employee s document matches the photo displayed by E Verify 3 3 3 1 Standard for Photographic Comparison USCIS recognizes that Employers are not experts in comparing documents or photographs However because the photograph transmitted by E Verify should be identical to the photograph that appears on an employee s USCIS issued document Employers should be able to determine whether the photographs match Employers should determine if the photograph supplied by E Verify reasonably appears identical to the photograph on the employee s USCIS issued document USCIS does not require 100 percent certainty in determining whether photographs are identical For example Employers should account for minor variances in shading and detail between the two photographs based upon th
41. contested TNC response and employment is terminated e Self Terminated Select this option if an employee quits or is terminated for reasons unrelated to employment eligibility status while the verification query is in process e Invalid Query Select this option if you discover that you sent a duplicate query or a query with incorrect data e Employee Not Terminated Select this option to notify DHS that you are not terminating an employee whose employment is not authorized SSA FINAL NON CONFIRMATION DHS EMPLOYMENT UNAUTHORIZED or DHS NO SHOW or who is not contesting a TNC response Employers who fail to notify E Verify that they are choosing to NOT terminate an employee who has received an FNC may be subject to a civil money penalty of between 550 and 1 100 4 Select Submit Resolve Case The Enter Case Resolution section changes to the Case Resolution section and the Print Case Details button returns to the Case Details page IMPORTANT Once you have resolved a case no further changes may be made to the case 5 Select Print Case Details 6 The Case Details Report appears on another page 7 Print the report by selecting your browser s print option 8 Select Back on the browser s toolbar to return to the Case Details page 9 Select Close to return to the Case Summary List 10 File the report with the employee s Form 1 9 TIP You may print the Case Details Report at any time during
42. d 1 766 Exhibit 3 17 for completion of the Form l 9 TIP Additional document types checked by the Photo Screening Tool may be added in the future Page 27 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SEC ART N GAN gy 2 TIX A A Ne 4 ih T AND s E VERIFY IS A SERVICE OF DHS ae SSA E Verify Exhibit 3 15 Permanent Resident Card PERMANENT RESIDENT CARD NAME VOID VOID V A 000 000 039 Birthdate V es bat rn El Sal R Bx 62 80 Residertt Shere 07 01 80 C1USA0D000000392SRCOO000000039 lt lt 2001010F8001022SLV lt lt lt lt lt lt lt lt lt lt lt 0 VOID lt lt VOID lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt Exhibit 3 16 Employment Authorization Card US DEPARTMENT OF HOMELAND SECURITY U S Citizenship and Immigration Services EMPLOYMENT AUTHORIZATION CARD The person identified is authorized to work in the U S for the validity of this card name VOID VOID V San A OOO en eS al 3 3 1 Rules for Use of the Photo Screening Tool Employers must follow these rules when the Photo Screening Tool is activated in E Verify 1 Employers may not require non citizens to present Permanent Resident Cards PRC or Employment Authorization Cards EAC to activate the Photo Screening Tool 2 Employers must make a photocopy of the new hire s PRC
43. d employees to use E Verify Ensure that only the appropriate employees handle information and perform verification queries e Secure access to E Verify Protect the password you use to access E Verify and ensure that unauthorized users do not gain access to the system e Protect and store individuals information properly Ensure that applicants information is stored in a safe and secure location and that only authorized individuals have access to this information 1 3 User Roles There are three types of user roles e General Users This user performs verification queries views reports and has the capability to update his or her personal user profile e Program Administrators This user is responsible for creating user accounts at his or her site for other Program Administrators and General Users Program Administrators have the capability to view reports perform queries update profile information and unlock user accounts e Corporate Administrators This user is responsible for managing multiple company accounts from a central location Corporate Administrators have the ability to unlock accounts view reports for multiple company sites as well as register and administer company sites and user accounts IMPORTANT The Corporate Administrator user role is accessible only when a company is registered under a certain heading if you feel you need access to the Corporate Administrator user role please go to the E Verify regist
44. do online Retirement Chou Toe zE Plan your retirement Calculate your benefits Apply fe fil pply for benefits Qualify amp apply Already receiving benefits Information for Medicare The Press Medicare Prescription Drug Plan Other Medicare information Replace your lost stolen or damaged Medicare card Request a Proof of Income letter Congress Change address phone number Disability amp SSI ere Find a Social Sec fi E Qualify amp apply Already receiving benefits Choose Other Grou Morclonlineieenicceee Ticket to Work Adults disabled before age 22 More disability information SSI for people 65 and older j R Useful links News Widows widowers amp other survivors Benefit Eligibility Screening Tool BEST Report a death Qualify amp apply Already receiving benefits Careers with us Social Security Administration attacks disability backlog x A f About Social Security s future Get help with your situation Marriage divorce and name changes Actuarial resources Performance amp Accountability Report Commissioner Astrue Extends Social Security s Quick Disability Determination Nationwide Show Birth of a child Death in the family Social Security launches new Wounded Warriors eone Disagree with our decision More situations Our program rules website youlove Forms Publications Social Security delivers the most popular baby how much Business Services Other Useful Links
45. e e Close will stop a task and return you to the E Verify home page Your case will be saved and you may return to it later e Resolve Case will allow you to end or cancel a case at any point after the initial verification query has been submitted To submit an initial verification perform the following steps 1 Select Initial Verification from the Case Administration menu Exhibit 3 1 Employee Information from Form l 9 Enter Employee Information from Form 1 9 The employee attests to be select one of the following A citizen or national of the United States A Lawful Permanent Resident An alien authorized to work Next 2 After indicating both the employee s attested citizenship status from Section 1 of the Form Il 9 and the documents the employee has presented the Initial Verification page will appear Page 12 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify ENS spr SEC Up 3 A ff XK Bl b USA a iy IIll g Q S X inn se Nise E VERIFY IS A SERVICE OF DHS AND SSA Exhibit 3 2 Initial Verification Enter Employee Information from Form I 9 Alien Number e 1 94 Number Passport Number l i Visa Number a Q Last Name l i 27 First Name i y Middle Initial L Maiden Name LDLo E Social Security Number O R Date of Birth A mm dd yyyy Hire Date mm dd yyyy Employer Case ID l Q Passport Exp Date L7
46. e s Alien Registration Number if the employee provides an Alien Number but no supporting document However if the employee presents a Social Security card with the legend VALID FOR WORK ONLY WITH DHS AUTHORIZATION then the Employer may ask to see the immigration document authorizing employment If the employee presents a Form 1 551 Lawful Permanent Resident Card or 766 Employment Authorization Card for their Form Il 9 you must make a copy of their document This is a requirement for the Photo Screening Tool see Section 3 3 To view or download the Form l 9 go to http www uscis gov files form 9 pdf TIP If you need more information on Form l 9 procedures refer to the Online Resources page of your E Verify account where you will find the Handbook for Employers or go to http www uscis gov files nativedocuments m 274 pdf For assistance in finding additional Form l 9 resources call the E Verify Customer Support at 1 888 464 4218 3 2 2 Submitting an Initial Verification Query e Once a newly hired employee has completed the Form l 9 the Employer may then initiate a verification query in E Verify Employers must conduct this initial verification query no later than the 3 business day after the employee begins work for pay e Ifthe Employer learns that it has failed to begin the verification process by the 3rd business day after the employee starts work for pay it should immediately init
47. e Employer 6 in the Memorandum of Understanding MOU If the employee contests the TNC you must electronically refer the employee to the appropriate agency Select Initiate SSA Referral at the bottom of the screen which allows SSA electronic access to the employee s case when he or she visits the SSA field office to resolve the discrepancy in his or her record The Employer may not take action against the employee while the employee resolves his or her case within the time allotted IMPORTANT The employee must visit an SSA office within eight 8 Federal government workdays of referral to resolve his or her employment eligibility Page 18 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SE y SECy EWA om Up EO E A SMA Ne a b 5 id 9 Sj a s NGS a l LES NistR E VERIFY IS A SERVICE OF DHS AND SSA Two buttons will appear on the Confirm Employee Notification page Notified and Not Notified Exhibit 3 8 Notification Buttons Online Resources Tutorial Home Contact Us Exit E Verify Employment Eligibility Verification Case Administration gt Initial Verification 4 The Tentative Nonconfirmation Notice should be discussed with the employee prior to submitting the SSA Referral gt View Cases s Eada Click the Notified button to refer the employee to SSA The SSA Referral Letter will be displayed Use your internet browser s Print capabili
48. e Employer determined that the photo on the employee s document does not match the photo supplied by E Verify At this point inform the employee of the DHS Tentative Nonconfirmation and give him or her the option to contest e CASE IN CONTINUANCE This response indicates that DHS needs more than 10 Federal government workdays to resolve employment eligibility You must wait until DHS provides a definitive response before resolving the case IMPORTANT The employee should continue working throughout the verification process 3 2 7 1 If an Employee Receives a DHS TNC If DHS sends a DHS TENTATIVE NONCONFIRMATION message perform the following steps 1 Notify the employee of the TNC as soon as possible Page 24 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SE ae r A h a i 2 eri S sili E VERIFY IS A SERVICE OF DHS AND SSA Exhibit 3 14 TNC Response __ Case Verification Number 2007241 19430m Initial Verification Last Name meberg First Name Middle Initial Maiden Name Social Security Number S22 32 3322 Date of Birth Hire Date j Citizenship Status Aben Authorized to Work Aben or 194 4 required Alien Number 213111111 1 94 Number Document Type hexpired Fore gh Passport with Doc Expiration Date 4 Ste Initiated By RJON9G65 Initiated On Verification Response Eligibility OMS Tentabve Nomconfirmeten Response Date Case Documents for Printing
49. e following non exhaustive list of factors e The age and wear of the employee s DHS issued document e The quality of your computer monitor e Whether you are comparing the E Verify generated photograph with a copy or faxed copy of an employee s document 3 3 4 Viewing the Results of a Photo Verification Within seconds of verifying the photo the Case Details page will display the results in the Initial Verification Results section Page 30 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify E Verify E VERIFY IS A SERVICE OF DHS AND SSA Exhibit 3 17 I nitial Verification page with Sample Photograph Case Verification Number 2007241141101 MQ Initial Yerification Lin First Name Su Maiden Name rity Number 000 00 0007 Date of Birth 03 05 1987 08 01 2007 Citizenship Status Lawful Permanent Resident Alien required 888888881 1 94 Number MSC1234567891 t 1 551 Doc Expiration Date Initiated By TDONBPOL Initiated On 08 29 2007 Initial Verification Results Last Name LIN First Name su rey Expire Date INDEFINITE Click to Enlarge Initial Eligibility EMPLOYMENT AUTHORIZED Case Documents for Printin Case Details The Initial Eligibility statement will be one of the following responses 3 e EMPLOYMENT AUTHORIZED This response indicates you select Yes because the photos were identical and that employment eligibility is verified You may now resolve the case e TENT
50. es Page 20 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss 2 S 4 an st NistRO E VERIFY IS A SERVICE OF DHS AND SSA e EMPLOYMENT AUTHORIZED This response indicates that employment eligibility is verified You should resolve the case ending the verification process e SSA FINAL NONCONFIRMATION This indicates that the SSA could not verify the furnished information You should resolve the case ending the verification process e SSA CASE IN CONTINUANCE this is rare This response indicates that the employee has visited SSA but that SSA needs more than 10 federal government workdays to confirm employment eligibility Check the system daily to see if the case status has been updated with any of the other responses listed on this page You must wait until SSA provides a definitive response before moving forward or resolving the case and you may not terminate or take adverse action against the employee unless E Verify returns a response of SSA FINAL NONCONFI RMATION or DHS EMPLOYMENT UNAUTHORIZED or DHS NO SHOW as explained in section 3 2 7 2 of this manual e DHS VERIFICATION IN PROCESS This response indicates that the non citizen s information provided to SSA matches the information contained in SSA records The case is then referred to DHS for employment eligibility verification DHS responds to most of these cases within 24 hours a
51. g customer access to the CPS database The Verification Division administers the SAVE Program itself which enables federal state and local benefit issuing agencies to obtain immigration status information needed in order to determine applicants eligibility for many public benefits In addition the SAVE program conducts the E Verify program that enables Employers to quickly and easily verify the work authorization of their newly hired employees Ww X Page 57 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify ZAUN Yn ISTR E VERIFY IS A SERVICE OF DHS AND SSA E Verify To locate your local Social Security office using the Internet perform the following steps SSA Appendix At your Internet address bar type www ssa gov or www socialsecurity gov and press Enter or select Go DEAK File Edit yiew Favorites Tools Help ar O hda Pan frre O R Ba Jea s http jwww ssa gov vE links to information about money how to 1 patee s Espa ol 7i Social Security Online neea BIG rox he save tt invest it and manage it wisely ns The Official Website of the U S Social Security Administration Languages About Us Questions Contact Us Search i Co Social Security Online Microsoft Internet Explorer provided by IE6 0 SP1 gt Alpha CI PE view rules for getting a Social Security number 4s Oct 12 2007 08 43 11
52. ge Area News Ticker Navigation Area Pee Exhibit 2 1 E Verify Home Page EVerify qe Case Administration i es eee ca Welcome to gt gt IAN gt 05 05 2008 NEW i View Cases E Verif E2 1 HENNI DIRECTIONS ON VISA iiai Veri y eee s MIM lt NUMBER DATA ENTRY _ j FOR E VERIFY QUERIES ctrent Company Administration gt Add Client peers FE questions on E Verify policy or procedures call 1 888 464 4218 04 23 2008 How to Find Your Company ID gt View Client i Important Information for E Verify Users User Administration 07 18 2008 FAR BROADCAST MESSAGE JULYOS8 3 04 09 2008 Extension gt Change Password Reminder Verification of New Hires Only of Employment Authorization for F 1 gt Pwd Challenge Q amp A STEM Students The proposed federal regulation suggesting certain federal government contractors verify all employees working on government contracts has not been made final and is not in effect at this time gt Change Profile Site Administration View Users gt Maintain Company gt add user gt Terminate DA Participation pated 5 gt View Reports eo U S Department of Homeland Security U S Citizenship and Immigration Services 1 Banner Area The Banner area contains the E Verify name and logo 2 Options Area The Options area contains five navigational controls Online Resources Tutorial Home About and Exit e If you select O
53. h their application materials in addition to posting them in the most appropriate location for viewing by potential and current employees 2 3 Protecting Passwords Every system user will receive a User ID and password For security purposes passwords need to be protected You should not e Share your password with anyone or e Post or write down your password where it can be viewed by others Passwords expire every 90 days E Verify will automatically ask you to create a new password when the old one expires However if you feel your password has been compromised you should change it immediately See Section 4 1 of this Manual for step by step instructions on how to change your E Verify password If you attempt to log on with an incorrect password 3 times the system will lock your user account If this happens contact your Program Administrator who is able to unlock your user account or use the Password Challenge feature to unlock your account For information on changing retrieving or unlocking your password go to section 4 of this manual Page 7 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SE CET spe Ce lh 2 i 3 A SM Ne a b k USA A t 2 ee gt IS 2 S My a IND SE NistRe E VERIFY IS A SERVICE OF DHS AND SSA 2 4 E Verify Navigation Basics Screens within E Verify are called pages Each E Verify page has five distinct areas Banner Area Options Area Messa
54. he discrepancy in their record Under the law the employee must be allowed to continue working while resolution of a TNC is pending 3 2 5 1 If an Employee Receives an SSA TNC If your employee receives an SSA TNC perform the following steps Exhibit 3 7 TNC Response E Verify Employment Eligibility Verification Case Verification Number 2008218134041VE Case Administration Initial Verification Online Resources Tutorial Home Contact Us Exit gt Initial Verification Last Name Doe First Name Jane Middle Initial Q Maiden Name gt View Cases 5 z 5 a ee Social Security Number 111 11 1111 Date of Birth 01 01 2001 User Administration Hire Date 10 10 2001 Citizenship Status Citizen or National of the United States gt Change Password Alien Number I 94 Number gt Pwd Challenge Q amp A Document Type Unexpired or Expired U S Passport Doc Expiration Date i Employer Case ID 1234 Cangi eaii Initiated By MRAAQSS6 Initiated On 08 05 2008 Site Adnuaietration Initial Verification Results gt Add User gt View Users Initial Eligibility SSA TENTATIVE NONCONFIRMATION gt Maintain Company SSN is invalid Terminate Company gt Case Documents for Printing Participation Reports gt View Reports U S Department of Homeland Security U S Citizenship and Immigration Services 1 Notify the employee of the TNC as soon as possible Page 17 of 61 E Verify User Manual for Employers March 200
55. he password challenge enables you to reset your password if you forget your password or if your account is locked after three consecutive unsuccessful login attempts To activate the password challenge you must select the Forgot Your Password Link on the login page and correctly answer three questions that you have chosen beforehand Page 38 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Q y SECy gt E i 3 A ffin Ne a R USA a Kk init z Q lt S inn se Nise E VERIFY IS A SERVICE OF DHS AND SSA Once you have selected Password Challenge Q amp A select the question you want to use for each of the three challenge questions and enter the answer in the Answer field and then select Submit All new users are required to set up their password challenge questions and answers when they first log in to E Verify However if you haven t set up your questions and answers or if you feel your answers have been compromised select Change Password from the User Administration menu The Change Password page will appear If the system processed the password change use the new password for your next E Verify session 4 3 Password Challenge Q amp A The password challenge Q amp A enables you to reset your password without having to contact a Program Administrator if you forget your password or if your account is locked after three consecutive unsuccessful login attempts Exhibit 4 2 Password
56. iate a verification query if the Employer has also failed to complete the Form l 9 that should be corrected first Employers must follow E Verify procedures for all new hires at designated hiring sites while participating in the program and may not verify selectively Employers use the Case Administration menu to verify employment eligibility for all newly hired employees and to manage open or closed cases The Case Administration menu provides the following options e Initial Verification e View Cases Page 11 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify S SEC 3 A fr a b USA k J ME F ase mm x ISTR E VERIFY IS A SERVICE OF DHS AND SSA To verify a newly hired employee select I nitial Verification from the Case Administration menu TIP When entering data onto a page you may type it directly into a field select an option button or select from a field s drop down list An asterisk to the right of a field s text box indicates a required field To view the helper text included in some fields click on the question mark icon When you place your cursor over the box the helper text gives you a brief explanation of the field In addition to the command button s specific to a displayed page some pages may also contain navigation buttons Back Next Close or Resolve Case e Back will take you to the previous page e Next will take you to the next pag
57. ification in Process when the Photo Screening Tool is used you must refer him or her to DHS to resolve the d iscrepancy in his or her record according to the steps below Page 31 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SECy a i A off NYE 4 ig USA _ a kK Hill 2 Q SY gt TTSS Nr i an E VERIFY IS A SERVICE OF DHS AND SSA ane N 1 Select the Initiate DHS Referral button TIP Cannot Determine cases are automatically referred to DHS so you will not need to select Initiate DHS Referral 2 On the following page select Notified if the employee has been notified of the TNC and has signed the Notice to Employee of Tentative Nonconfirmation 3 Choose whether to upload or mail copies of the employee s documents by selecting either Submit Electronic Document or Mail Paper Copy If you choose to upload an electronic copy of the document the file must be in GIF format For mailing options see Section 3 3 6 4 On the following page select Notification to Employee Referral to the Department of Homeland Security at the bottom of the screen The referral letter is available in English and Spanish 5 Print the referral letter using your browser s print option 6 Sign and date the referral letter 7 Instruct the employee to read sign and date the referral letter 8 Make two copies of the signed referral letter one for the package tha
58. in CA No NAICS Code 5419 OTHER PROFESSIONAL SCIENTIFIC AND TECHNICAL SERVICES View Edit Total Hiring Sites 3 View Edit Total Points of Contact 3 View Edit 5 5 Requesting Termination from E Verify Participation IMPORTANT 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 To request termination of your company s participation in E Verify perform the following steps 1 Select Terminate Company Participation from the Site Administration menu The Terminate Company Participation page will open Exhibit 5 8 Request Termination Page Are you sure you want to request termination of your company s access to E Verify Termination Request Information Company Name CSC Test Web BP Termination Request Date 08 05 2008 Termination Request Reason i Request Termination Cancel Page 45 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify S O pene h kj A Aa a E Verify 2 AND SE Nist Rt 2 Type the reason for termination in the Termination Request Reason field 3 Select Request Termination 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 6 Reports Employers may use the Reports menu to generate and view reports as well as pr
59. int and save reports There are three types of reports that may be generated Exhibit 6 1 Request Termination Page Select a report Corporate Overview of Pilot Usage User Audit Report User Report Next Cancel Corporate Overview This report displays the number of cases initiated by your company within a fiscal year If your company has not initiated any queries during the fiscal year they will still appear on the report with zero totals This report is available to Corporate Administrators and Program Administrators User Audit Report The User Audio Report provides general data on cases The summary includes the case verification number the date the case was initiated the social security number alien number l 94 number last name first name initial verification eligibility additional verification eligibility third step eligibility and employer resolution code User Report This report displays a detailed list of your company s users that access E Verify 6 1 Generating Printing and Saving Reports You can choose from a selection of predefined reports and set parameters for the generation of those reports Page 46 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Ge 4 SE on 4 3 A fin Ne a R USA _ ZN E Init z r O SS ann se Nise E VERIFY IS A SERVICE OF DHS AND SSA To generate a report perform the following steps 1 Select View Reports from the Repor
60. ise E VERIFY IS A SERVICE OF DHS AND SSA Exhibit 5 3 Add User Page with Personal Information Section Q Add User Personal Information User Role Last Name First Name M I Phone Number h Fax Number Y E mail Address Next To enter a new user s information perform the following steps 1 Click the Add User button 2 Enter the user s role first and last name telephone number and e mail address and optional fax number in the provided fields then select Next e The user roles relate to what information and functions users may access They are e General Users Perform verification queries view reports and update their personal user profiles e Program Administrators Create user accounts at their sites for other Program Administrators and General Users view reports perform verification queries update profile information and unlock user accounts New users must be located at the site with the Program Administrator E Verify will generate a User ID for the new user which will appear in the User ID field on the Add User Enter Password page You may either accept or change this User ID This is the only opportunity you will have to modify the User ID The User ID must be exactly eight characters The characters may be letters numbers or a combination of both The User ID is not case sensitive 3 Enter a temporary password in the Password and Retype Pa
61. lthough DHS is permitted up to three 3 Federal government workdays in which to respond You should check the system daily for a response e DHS TENTATIVE NONCONFIRMATION Photo Tool Non Match This response indicates that the Employer determined that the photo on the employee s document does not match the photo supplied by E Verify At this point inform the employee of the DHS Tentative Nonconfirmation and give them the option to contest e REVIEW AND UPDATE EMPLOYEE DATA In some cases SSA will prompt you to review and update the employee information you entered into E Verify and resubmit the case see Section 3 2 6 1 2 This means that SSA has determined that there appears to be a discrepancy in the Employer s data This discrepancy may result from any of the following situations e An Employer typing error on E Verify e The newly hired employee unintentionally provided incorrect information on the Form l 9 or e The newly hired employee intentionally provided incorrect information on the Form l 9 Page 21 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify GE y SE we Up S A SMA Ne a R W al t 2 2 J 2 MMS E Q 4 inn se Nise E VERIFY IS A SERVICE OF DHS AND SSA 3 2 6 2 Initiating a Resubmittal Case to SSA 3 Ww If the response Review and Update Employee Data then Resubmit appears there was an error found in the employee s data that you submitted for the initial
62. m E Verify inquires Corporate Administrator This user type can only view reports for the site where they are physically located They can also update their personal user profile Page 49 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss r S gt ann se Nise E VERIFY IS A SERVICE OF DHS AND SSA Could Not Be Determined An Employer would select could not be determined when they are unable to determine whether there was a photographic match non match based on a comparison of the document provided by the employee and the picture displayed by E Verify upon query As a result these types of cases will automatically be processed as secondary verifications where the decision as to a photograph match non match will be made by DHS and will be final Customer Processing System The Department of Homeland Security s database accessed by benefit issuing agencies licensing agencies other entities and Employers to verify immigration and employment eligibility status D DHS Verification in Process The response given if the employee s information matches the Social Security Administration SSA records but the Social Security Administration does not have employment eligibility information for the non citizen employee The system automatically forwards the case to the Department of Homeland Security for verification of employment eligi
63. mber is 888 265 0999 E Verify will provide one of the following responses depending on whether the employee contacts DHS e EMPLOYMENT AUTHORIZED This response indicates that the employee contacted DHS and is authorized to work The Employer should resolve the case in E Verify e DHS EMPLOYMENT UNAUTHORIZED This response indicates that the employee contacted DHS and is not authorized to work The Employer should resolve that employee s case within E Verify Also the Employer may now terminate employment with no civil or criminal liability as noted in Article II Section C Responsibilities of the Employer 6 in the MOU e DHS NO SHOW This response indicates that the employee did not contact DHS and 10 Federal government workdays have passed since the date of referral This response is considered a Final Nonconfirmation and if received the Employer should resolve the case Also the Employer may now terminate employment with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the MOU 3 3 Photo Screening Tool With the Photo Screening Tool Employers can determine whether employee documents are fraudulent by matching the photograph on the employee s document to the official photo displayed by E Verify The Photo Screening Tool is activated automatically when employees present the Permanent Resident Card 1 551 Exhibit 3 16 or an Employment Authorization Car
64. nger acceptable as evidence of lawful permanent resident status If a non citizen is in possession of a Form I 151 it does not revoke his or her lawful permanent resident status however the document itself is expired and the applicant should be referred to the Department of Homeland Security for a replacement card Alien Status Verification Index ASVI A Department of Homeland Security database accessed by benefit issuing agencies licensing agencies other entities and Employers to verify non citizen immigration and employment eligibility status As of June 2004 ASVI has been replaced by the Customer Processing System CPS Page 48 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Ge N SEC Fry i E A off NYE d b USA a iy Z IIll z Q S S ann se Nr i an E VERIFY IS A SERVICE OF DHS AND SSA Anti discrimination Notice The Anti discrimination Notice is published by the Office of Special Counsel for Immigration Related Unfair Employment Practices Department of J ustice and provides information to employees concerning discrimination in the workplace The E Verify Memorandum of Understanding requires participating Employers to display both the English and Spanish versions of the notice in a prominent place that is clearly visible to prospective employees Arrival Departure Record Form l 94 A document issued to non citizens when admitted into the United States Some of these forms
65. nline Resources the system will display additional information relating to employment verification including the E Verify participation poster the Right to Work poster and the E Verify User Manual e If you select Tutorial the system will display the Web based tutorial e If you select Home the system will display the E Verify home page Page 8 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SE ee Psi Gy eS fy A Sfp a erf Tr KS AU Q E VERIFY IS A SERVICE OF DHS AND SSA e f you select Exit you will be logged out of E Verify and the Verification Information System Logon page will be displayed IMPORTANT To exit E Verify you should always select Exit from the Options area Otherwise the system will consider you logged in 3 Message Area The Message area provides important updates on E Verify and displays the number of cases requiring action 4 News Ticker The News Ticker provides information affecting employment verification and best practices 5 Navigation Area The Navigation area contains menus that list various options Selecting an option from a menu is the first step of a task or function and displays the page that is needed for completion The menus that are available depend on your role General User or Program Administrator and which version of E Verify you are using Exhibit 2 2 E Verify Menus in the Navigation Area Case Adminis
66. ntesting a Tentative Nonconfirmation response from the Social Security Administration or the Department of Homeland Security is provided with the appropriate agency referral notice instructing him or her to contact the Government within 8 Federal Government workdays from the date of referral to resolve any discrepancy in his or her record Refugee Any person who is outside their country of nationality who is unable or unwilling to return to that country because of persecution or a well founded fear of persecution Unlike asylees refugees apply for and receive this status prior to entry into the United States This status is covered by Section 207 of the Immigration and Nationality Act Request Additional Verification If the information returned from the Department of Homeland Security database is different from the information provided by the employee on the Form l 9 this feature provides the Employer an option to provide additional information on the employee s case to the Department of Homeland Security requiring a further search of the case Resident Alien Card Form 1 551 AUG 1989 This card was introduced in August 1989 and was the first Resident Alien Card to contain an expiration date The card was issued to both conditional and lawful permanent residents Valid only for a limited period of time 2 years from the date of admission adjustment for conditional permanent residents and 10 years from issuance for lawful permanent residents
67. ompleted Employment Eligibility Verification Form l 9 referred to hereafter as Form l 9 before you can use E Verify to initiate queries about the employees for your company 2 Form l 9 requirements remain the same except that all List B identity documents must bear a photograph 3 Employers must submit verification queries for newly hired employees no later than the 3 business day after they start work for pay 4 If you haven t started a verification query by the third business day after the employee starts work for pay immediately start the verification process If you also failed to complete the Form Il 9 a new Form Il 9 must be completed before the query process is started IMPORTANT If a verification query is not initiated by the 3rd business day after the employee starts work for pay the Employer must note the reason for the delay and attach it to the Form l 9 5 Employers may not verify newly hired employees selectively and must follow E Verify procedures for all new hires while their company is participating in the program 6 Employers may not request that the employee use certain documentation for Form l 9 or E Verify purposes 7 Employers may not 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 8 Employers may not use the system to pre screen applicants for employment Page 6 of 61 E Verify
68. or EAC document 3 Employers must keep the photocopy on file with the Form Il 9 for the employee 4 Employers may only verify the photos for new hires being verified through E Verify Employers may not use the tool for applicants or existing employees Page 28 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify E Verify 3 3 2 Initial Verification with the Photo Screening Tool SECy A 3 ie A 2 W ii Ge N Ds E VERIFY IS A SERVICE OF DHS AND SSA To submit an initial verification in which the Photo Screening Tool will activate follow these steps 1 Select I nitial Verification from the Case Administration menu The Initial Verification page will appear Select the status to which the employee attests e Citizen of the United States e Lawful Permanent Resident e Alien Authorized to Work After you select the employee s status you will be asked to select the document the employee has presented as Form l 9 documentation After selecting the document type enter the employee information from the Form l 9 on the next screen and click Next If the employee presented a PRC or EAC during the Form l 9 process the card number on the Enter Employee Information page enter IMPORTANT All new cards have a card number consisting of three 3 letters and 10 numbers To find the card number click on the blue question mark icon next to the Card Number field and a help p
69. owing steps 1 Access the employee s Case Details page Page 19 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify E A z gt ins A A v 7 4 UII gt Q amp t A 4 7 S F set E VERIFY IS A SERVICE OF DHS AND SSA S CERTES N EC Om fe A Exhibit 3 9 Case Details Page to Initiate an SSA Referral E Verify Employment Eligibility Verification Case Administration gt Initial Verification gt View Cases User Administration Change Password gt Pwd Challenge Q amp A gt Change Profile Site Administration Add User gt View Users gt Maintain Company Terminate Company Participation Online Resources Tutorial Home Contact Us Exit Case Verification Number 2008218134041VE Initial Verification Last Name Doe First Name Jane Middle Initial Q Maiden Name Social Security Number 111 11 1111 Date of Birth 01 01 2001 Hire Date 10 10 2001 Citizenship Status Citizen or National of the United States Alien Number I 94 Number Document Type Unexpired or Expired U S Passport Doc Expiration Date Employer Case ID 1234 Initiated By MRAA0986 Initiated On 08 05 2008 Initial Verification Results SSA TENTATIVE NONCONFIRMATION SSN is invalid Case Documents for Printing Case Details Initial Eligibility Reports Notification to Employee Social Security Administration Tentative Nonconfirmation English version Notification to
70. r EE pa 14111 ext Fax Number l E E mail Address fake fake org i Submit User Profile Changes Cancel To update your profile perform the following steps 1 Select Change Profile from the User Administration menu The Change User Profile page will appear 2 Add information or edit the fields as necessary An asterisk next to a field indicates that it is a required field 3 Select Submit User Profile Changes The Change User Profile Results page which contains the confirmation message and your profile information will appear 4 Review the confirmation message to see whether the request for profile updates was successful If the system was unable to process the user profile updates the user should update his or her profile at a later time If the second profile update attempt fails contact the Technical Help Desk at 1 800 741 5023 5 Site Administration Program Administrators Only Program Administrators use the Site Administration menu to e Add General Users and other Program Administrators located at their site e Change or update their company s profile information e Terminate their company s access to E Verify 5 1 Adding a User Account The Program Administrator may add E Verify user accounts on the Add User Personal Information page Page 40 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SE on 4 3 A JANN a i USA _ AN J IM Q S 4 N TES N
71. ration page https www vis dhs com EmployerRegistration StartPage aspx Page 4 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify E Verify User roles determine permissions assigned to an individual The following table shows the permissions for the different User Roles Perform verification queries Register Verification Locations Create accounts for new users View Reports Update Reports Update personal user profile View Users Request Termination J Other Program Administrators General Users at their site yN pa REJ MXN o MN 2 Nis TR E VERIFY IS A SERVICE OF DHS AND SSA O S A gt K ann see J Other Corporate Administrators Program Administrators and General Users for all sites J for all Sites Page 5 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss 2 S 4 an st NistRO E VERIFY IS A SERVICE OF DHS AND SSA 1 4 Contacting the Department of Homeland Security for Assistance If you need help operating E Verify please call the DHS Verification Division for assistance Contact Us for Help Technical Help Desk 800 741 5023 E Verify General Information 888 464 4218 E Verify Support Email e verify dhs gov 2 GETTI NG STARTED 2 1 The Rules of Use 1 Employees must be newly hired with a c
72. rmation in the View Modify User Information fields provided and select Submit User Modifications Exhibit 5 5 Administer Users Page View Modify User Information User ID LLOPPA44 User Role Program Administrator Last Name Last Name p First Name Name ie Mr Phone Number 202 p 824 7904 Fax Number cj gt sili E mail Address email aocl com iy Force Change Password Reset User Password New Password Re type New Password Submit User Modifications Page 43 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify E Verify 3 5 3 E VERIFY IS A SERVICE OF DHS AND SSA Reset a user s password by typing a temporary password into the New Password and Re type New Password fields then select Submit User Modifications Deleting User Accounts If a user leaves the company or will no longer access E Verify a Program Administrator must delete the user s account To delete a user account perform either of the following steps 1 Select Delete in the row of the user s account you wish to delete on the User Summary List page See Exhibit 5 4 Select Delete User on the View Modify User I nformation page See Exhibit 5 5 In both instances the User Deletion Information page will open which displays the information for the user whom you want to delete Select Delete User to delete the user s account Exhibit 5 6 User Deletion Inform
73. rn Phoenix Apache Junction and the southern portions of Maricopa County Florida Orlando Card Center 5520 Gatlin Ave Suite 102 Orlando FL 32812 The Orlando Card Center is located in the same building as the Orlando Field Office and serves the residents of Orlando Kissimmee and Longwood Nevada Las Vegas Card Center 1250 S Buffalo Drive Las Vegas NV 89117 The Las Vegas Card Center LVCC is located in the same building as the Las Vegas Social Security office and it serves the residents of Las Vegas and Clark County Lincoln County residents and residents of Mesquite Logandale Overton or Moapa may go to the LVCC or contact the local office serving their area Page 60 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify xe x Ne y 4 SE L SEC A W E A Sfp Ne a R USA _ 5 IIIi o Q 4 Y ann se Nise E VERIFY IS A SERVICE OF DHS AND SSA New York Brooklyn Social Security Card Center 625 Fulton St 6 Floor Brooklyn NY 11201 The Brooklyn Social Security Card Center BSSCC serves the people who live or receive mail in Brooklyn Queens Social Security Card Center 155 10 Jamaica Ave 2 Floor Jamaica NY 11432 The Queens Social Security Card Center QSSCC serves the people who reside or have a mailing address in Queens However if the individual prefers he she may conduct Social Security Card business with the Brooklyn Social Security Card Center BSSCC
74. s page When finished select Continue Verification IMPORTANT e Do not select the Back button on your browser as this will initiate a new query Page 14 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SE CEN on Up p A ff XK Z USA 2 aa y IIIS tae Tr lt u D NISTRA E VERIFY IS A SERVICE OF DHS AND SSA Exhibit 3 4 SSA Verification Information amp Case Yerification Number 20080221039422M Review the entered employee information for correctness Ensure that you correctly entered the name birth date and social security number from the Form I 9 If the data was correctly entered select the Continue erification button If corrections need to be made make the necessary corrections and select the Continue erification button If this case was entered in error select the Resolve Case button to close it as an invalid query SSA Yerification Information Last Name Doe i R First Name me i Middle Initial Maiden Name Social Security Number 000 00 0000 Date of Birth ovonges Hire Date 01 01 2008 Citizenship Status Citizen or National of the United States Document Type List B C Documents Doc Expiration Date Employer Case ID Continue Verification After selecting Continue Verification you will see one of the following responses e EMPLOYMENT AUTHORIZED This response indicate
75. s that employment eligibility is verified and the case may be resolved e SSA TENTATIVE NONCONFIRMATION SSA TNC This response indicates that the employee s Social Security information could not be verified The employee must be notified of the TNC response and referred to SSA if he or she contests the SSA TNC See Section 3 2 6 for how to refer the new hire to SSA to resolve a TNC e DHS VERIFICATION IN PROCESS This response indicates that the non citizen s information provided to SSA matches the information contained in SSA records but did not match DHS records The case is then automatically referred to DHS for further verification You do not need to take any action at this point DHS will respond to most of these cases within 24 hours although some responses may take up to three 3 Federal government workdays You should check the system daily for a response Page 15 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify SE RETN ow Fy SA 4 A ay k A g i NS A Ig 2 4 5 We 4 b Fi 3 rr E VERIFY IS A SERVICE OF DHS AND SSA IMPORTANT s The Case Verification Number is a unique number returned by E Verify Write the Case Verification Number on the employee s Form l 9 or print the Case Details page which includes the Case Verification Number and attach it to the employee s Form l 9 Keep the Case Verification Number in your records so that DHS can help you resolve any pro
76. sessossesesscosessoseesessessess 36 4 USER ADMI NI STRATI ON seseseosessosesesecssoscsessoscoseseseoscososessssoscosessssoscososeseoscssosessseos 37 Changing Your Password sccccsceeeeeeeeeeeeeeeeeeeeeeeaeeauaeeaeaeeauaeeauaeeaueeeauaeeanenes 37 Password Requirements sss cisscsnsecescassicssnsscsnsssvsessssensteseonsdebvasensecnsnacseonssseduesebnedeossdensssvssuatios 38 How to Retrieve a Forgotten Password or Reset a Locked Password 38 Password Challenge Q amp A ssssssssnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 39 Updating Your Profile ccsccecsceeeeeeeeeeeeeeeeeeeeeeeaeeeuaeeeuaeeauaeeauaeeeuaeeauaeeouaeeas 39 5 SITE ADMINISTRATION PROGRAM ADMINISTRATORS ONLY 40 Adding a User ACCOUNT cccccceeceeeeeeeeeeeeueeeeeaeeauaeeeuaeeauaeeauaeeauaeeauaeeauaeeauaeees 40 Viewing and Modifying User ACCOUNTS cceesceeeeceeeeeeeeeeeeeeeeeuseeeueeeenseeans 42 Deleting User ACCOUNTS cccccsceeeeeeeeeeeeeeeeeeeeeeuaeeeuaeeeuaceaeaeeeuaeeauaeeauaeeauageas 44 Maintaining Company I nformation s sssssssss225525555 5 5 5 44 Requesting Termination from E Verify Participation ccscseeseseeeeeeeeeeeees 45 6 REPORT Siicisinstenratosa cena neni airman naman 46 Generating Printing and Saving Reports ccccsceeeeeeeeeeeeeeeeeeeeeeueeeeueeeanenes 46 GLOSSAR V E E E E A A A ee 48 SSA BP PE NIU seiscsssesccssescsccscsiacscsccnscuscaudvewsceecsscvessacccsaczeseosz
77. spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss 2 S 4 ann st NistRO E VERIFY IS A SERVICE OF DHS AND SSA 9 If the employee does not contest the TNC select Resolve Case See Section 3 2 8 The Employer may now terminate employment with no civil or criminal liability as noted under Responsibilities of the Employer in the Memorandum of Understanding MOU 10 If the employee contests the TNC you must electronically refer the employee to the appropriate agency Select Initiate DHS Referral at the bottom of the screen which allows DHS electronic access to the employee s case when he or she calls DHS to resolve the discrepancy in his or her record The Employer may not take action against the employee while the employee resolves his or her case within the time allotted IMPORTANT The employee must contact DHS by phone within eight 8 Federal government working days of referral to resolve his or her employment eligibility IMPORTANT When employees do not contest a DHS TNC Employers can terminate employment without being liable for civil penalties 3 2 7 2 Referring an Employee to DHS If the employee contests the DHS TNC you must refer him or her to DHS to resolve the discrepancy in the employee s record To refer an employee to DHS perform the following steps 1 Access the Case Details page then select Initiate DHS Referral The Confirm Employee Notification page will appear wi
78. sssssssccsscesesesecesecesesesssess 26 Photo Screening TOOl ccccsceeeeceeeeeeeeeeeeeeeeeeaeeaeaeeeuaeeeuaeeeeaeeauaeeauaeeauageonegeas 27 Rules for Use of the Photo Screening Tool sessessesesesesscscoscseseseoscseoscsesesesscseosee 28 Initial Verification with the Photo Screening Tool e ssessossssesscosessoseesesssssese 29 Verifying the Photograph e ssesssssesesscocessoscesesecseessoscosessoscesesscosessoseesesssosessossesessessessssees 30 Standard for Photographic Comparison eessesesseesesecssesesssesesecssessoscesesecssesesesee 30 Viewing the Results of a Photo Verification eesesesssesssecssessossesesscosessossesesscssese 30 Referring an Employee to DHS after Photo Verification sooososessoos0s0000000 31 Mailing Copies of Documents to DHS 2 ssscsesesesssesssecscscscsccesesesesecesececscesseees 32 E Verify Responses after Employee Referral to DHS te sssesesesesssesssees 33 Resolving CASES cccceeceeeeeeeeeeeeeeeeeeeeeeeaeeeeaeeeeaeeeeaeeeeaeeaeaeeneaeeeuaeeaeaeeauaeeauaneas 33 Page 2 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify pk SEC 3 Q SII DR s gt USA A S z r SY ty ann se Nigra E VERIFY IS A SERVICE OF DHS AND SSA Searching for CASS cceesceeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeaeeeuaseeuaeeeuaseeuaeeeuaeeauaeeauanes 36 Navigating the Case Summary List Page seossesesesosessessoseseco
79. ssword fields Create the password using the password requirements in Section 4 1 2 When the user logs into the system for the first time he or she will be prompted to change the password 4 Select Submit New User Page 41 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Q y SECy gt i E A ffin Ne 4 R USA a Kk iil z r lt SS inn se Nise E VERIFY IS A SERVICE OF DHS AND SSA IMPORTANT Each user at your site must have his or her own User ID and password For security purposes passwords must not be shared posted or written down 5 2 Viewing and Modifying User Accounts The View Users option allows you to view and maintain user accounts including deleting users changing or updating user information and resetting user passwords To search for a user perform the following steps 1 Select View Users from the Site Administration menu to access the Enter User Search Criteria page Exhibit 5 3 Enter User Search Criteria Page Enter User Search Criteria User Role All Roles Program Administrators General Users User Status All O Locked C Password Change Required User Last Name l First Name Phone Number l C z o ext E mail Address Display User Summary List Cancel 2 To search by User ID select the person s User ID from the User list 3 To search by first or last name type up to 30 alphabetic charac
80. stration Receipt Card with a photograph or Permanent Resident Card Form l 551 3 an Unexpired Foreign Passport with a Temporary 1 551 stamp or attached Form l 94 indicating unexpired employment authorization and 4 an Unexpired Employment Authorization Document EAD issued by the Department of Homeland Security which contains a photograph Form I 766 List B and C are unchanged from those stated in the Handbook but list B documents presented to an Employer participating in the E Verify Program must contain a photograph Admission Number or 1 94 Number An 11 digit number that is found on the Arrival Departure Record Form l 94 Alien Non citizen Any person who is not a citizen or national of the United States Alien File A File The history file containing data and documentation pertaining to an individual non citizen An A File is created when any one of several Department of Homeland Security actions occur for example application for permanent resident status Alien Registration Number A Number Alien ID Number or Alien Number A unique 7 8 or 9 digit number assigned to a non citizen at the time his or her A File is created Alien Registration Receipt Card Form 1 151 This card was introduced in 1946 and issued to lawful permanent residents Through 18 years of various revisions it remained primarily green in color causing it to become known as a green card As of March 20 1996 the Form I 151 is no lo
81. t will be sent to DHS and one for the employee 9 Give the referral letter to the employee 10 Follow the instructions in Section 3 3 6 to send paper copies of documents to DHS IMPORTANT Only send DHS a copy or the employee s document and referral letter if there has been a photo mismatch or you could not determine whether the photographs matched 3 3 6 Mailing Copies of Documents to DHS You may send the documents via an express mail courier of your own choice at your own expense Keep in mind that USCIS must have this documentation in order to resolve the employee s Tentative Nonconfirmation Page 32 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5 eels spr SEC A Ej A of Ne a ig USA a S IM Ss Q S 4 Y ann st Niste E VERIFY IS A SERVICE OF DHS AND SSA Your package must include e A photocopy of the employee s PRC or EAC e A photocopy of the employee s DHS referral letter IMPORTANT Do NOT send original documents to USCIS You may send copies of the employee s documentation using an express mail courier service of your choice Do NOT send via regular USPS mail Please send to Status Verification Unit Photo Tool Verification Division Mail Stop 2610 US Citizenship and Immigration Services 490 L Enfant Plaza East SW Suite 8001 Washington DC 20529 2610 3 3 7 E Verify Responses after Employee Referral to DHS The employee has 8 Federal government
82. ted States This document does not grant work authorization Initial Query The first step of the automated employment verification process Initial Verification An automated query of the Social Security Administration and if necessary the Department of Homeland Security databases Results will either verify employment eligibility or require additional verification which is conducted through the E Verify system Page 52 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify ART al Ne y SECy x i Ej A off NYE a ig USA A S Z r SY ty inn se Nira E VERIFY IS A SERVICE OF DHS AND SSA Invalid Query A resolution option for a duplicate query or incorrect data input K L Lawful Permanent Resident A non citizen who has been lawfully granted the privilege of residing and working permanently in the United States M Memorandum of Understanding A Memorandum of Understanding MOU is 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 N Non Immigrant A non citizen who enters the United States temporarily for a specific period of time and purpose This category includes foreign government officials visitors for business and pleasure students and temporary workers No Show A response received when the employee did not contact the Department of
83. ters hyphens and spaces allowed or enter a partial name and use the percent sign before or after as a wildcard character For example to find all users whose name begins with JU enter J u in the First Name field The search results will include users with names such as June Juan and Juanita 4 Select Display User Summary List which will take you to the User Summary List page Page 42 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify ine ee t fs A Sf N l h SA 3 Is Ills A Ly rose Nis TR E VERIFY IS A SERVICE OF DHS AND SSA To view and modify a user s account perform the following steps 1 On the User Summary List page select the User ID of the user for which you searched to open the user s View Modify User I nformation page Exhibit 5 4 User Summary List page You are viewing users t 10 of 16 Leased On Last Login Date States Lethed AGEN 16 Un comes General User Genesani Annie Leraar N N SOROS reget General User Obb Charnita made al AONA N N QUILL YAT Cempeny Adames A Ome Sazsom oome H Y omaa yeee Soe a ome UO Sim oeicoasa Voies ADIM nay Pemi Omid GUETO cumme oY anasan Voes mon mame omg OONO c y y aasnnns USTcempiny Adanen OO Robecco SOOO pamai O Y De monea Yem pnmon omga omi SLOROOT ceon yy EMER Yarceomy aduana alee key ossoa sono MOO N a a Se See See Previous Next 2 Modify the user s info
84. th the question Has the employee been notified of the Tentative Nonconfirmation Notice Two buttons also appear Notified and Not Notified 2 If the employee has been notified of the referral select Notified The DHS referral letter will appear 3 Print the DHS referral letter using your browser s print option and review it with the employee The letter provides specific instructions for the employee on how to contact DHS in order to remedy the TNC Failure to provide the letter to the employee may constitute unlawful discrimination 4 Instruct the employee that he or she has eight 8 Federal government working days from the date of referral to resolve the discrepancy in his or her case 5 Both you and the employee will sign the referral letter Before filing with the employee s Form l 9 provide a copy to the employee 6 Check E Verify daily for a response Page 26 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss Q S 4 ann st NistRO E VERIFY IS A SERVICE OF DHS AND SSA Contact I nformation The toll free number on the DHS referral letter is staffed by Immigration Status Verifiers Office hours are 7 a m until 5 30 p m Pacific Standard Time To contact an Immigration Status Verifier to resolve a case call 888 897 7781 If an Immigration Status Verifier requests information be faxed to them their toll free fax nu
85. thout inspection or with fraudulent documentation or 2 who after entering legally as a non immigrant violated status and remained in the United States without authorization Immigrant A non citizen who has been lawfully granted the privilege of residing and working permanently in the United States Immigration and Nationality Act of 1952 INA The Act INA which along with other immigration laws treaties and conventions of the United States relates to the immigration temporary admission naturalization and removal of non citizens Immigration Reform and Control Act of 1986 IRCA Public Law 99 603 Act of 11 6 86 which was passed in order to control and deter illegal immigration to the United States Its major provisions stipulate legalization of undocumented non citizens who had been continuously unlawfully present since 1982 legalization of certain agricultural workers and sanctions for Employers who knowingly hire undocumented workers and increased enforcement of U S borders Immigration Status The legal status conferred on a non citizen by immigration law Immigration Status Verifier ISV A Department of Homeland Security employee who has the responsibility for verifying immigration and employment eligibility status for SAVE customers Immigrant Visa A document issued by a United States Department of State consulate or embassy abroad which authorizes a non citizen to apply for admission as an immigrant to the Uni
86. tration gt Initial Verification View Cases User Administration Change Password gt Pwd Challenge Q amp A gt Change Profile Site Administration gt Add User View Users Maintain Company Terminate Company Participation Reports View Reports Page 9 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss Q S 4 ann st NistRO E VERIFY IS A SERVICE OF DHS AND SSA 3 CASE ADMINISTRATION 3 1 What is Case Administration In the Case Administration section Employers can manage the verification process by submitting an initial query viewing the verification results acknowledging an employee s response to a Notice of Tentative Nonconfirmation referring a case and resolving a case 3 1 1 E Verify Requirements for Use See Section 2 2 for the rules Employers must follow when using E Verify 3 2 Overview of the Verification Process The verification process consists of the following steps Completing the Form 9 See Section 3 2 1 Submitting an Initial Query See Section 3 2 2 Viewing the Results of an Initial Verification See Section 3 2 3 Requesting Additional Verification from DHS See Section 3 2 4 Notifying an Employee of a Tentative Nonconfirmation Response See Section 3 2 5 Referring an Employee to SSA See Section 3 2 6 DHS Verification in Process See Section 3 2 7 Photo Screening Tool See
87. ts menu The Report Selection page will appear 2 Select the appropriate report from the list and view the description if necessary the description will appear on the lower half of the page 3 Select Next The Report Parameter Data Entry page will appear with fields for the parameters and a Run Report button 4 Enter the parameters for the selected report Refer to the table on the previous page s for the list of appropriate parameters Enter Report Parameters Report User Report Description This report displays a detailed list of your company s users that access Web BP Report Format PDF O Excel User Role v 5 Select Run Report The report will appear as an Adobe Portable Document Format PDF file 6 Select Print to print the report 7 Select Save to save the report Page 47 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify 5S eee spr SEC Uy Ej A off NYE a ig USA a Ss IM Ss 2 S 4 an st NistRO E VERIFY IS A SERVICE OF DHS AND SSA Glossary A Acceptable Documents for Verifying Identity and Employment Eligibility Documents designated for determining employment eligibility under the Immigration amp Nationality Act INA are listed in the Handbook for Employers M 274 Part Eight page 22 The list has been modified since the publication of the Handbook List A now includes only the following 1 an Unexpired Expired United States Passport 2 an Alien Regi
88. ty to User Administration print the letter to give to the employee gt Change Password gt Pwd Chall e QA Click the Not Notified button to return to the Case Details page so that you can view and print the Tentative Nonconfirmation Notice and discuss the tentative nonconfirmation with the employee gt Change Profile Site Administration Notified Not Notified gt View Users gt Maintain Company U S Department of Homeland Security U S Citizenship and Immigration Services e If the employee has been notified of the TNC and has signed the Notice to Employee of Tentative Nonconfirmation then select Notified The Case Details page will appear e If you click Not Notified the SSA referral will not appear You will be returned to the Case Details page so that you can view and print the TNC notice and discuss it with the employee 3 2 6 Referring an Employee to SSA If an employee contests an SSA TNC you must refer him or her to SSA SSA will take the following steps on an SSA TNC case e SSA will determine if the Social Security record needs to be updated e SSA will update the Social Security records based on acceptable evidence provided e SSA will verify the authenticity of evidence submitted with the issuing entity e SSA will send the Employer updated case status information on the employee s Case Details page based on Social Security number record To complete the SSA referral process perform the foll
89. ucscnnsenenstevauseteseestensiecesmeancnnnete 58 Page 3 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Ge N SECy Yea x fe CA A off NYE a ig USA a iy Z IIll r S gt ann se Nise E VERIFY IS A SERVICE OF DHS AND SSA 1 INTRODUCTION 1 1 Basic Overview of E Verify E Verify is an Internet based system operated by USCIS in partnership with SSA E Verify is currently free to Employers and is available in all 50 states the District of Columbia Puerto Rico Guam and the U S Virgin Islands 1 2 Privacy Statement It is essential to protect the privacy of individuals submitting information for processing through E Verify Since E Verify involves collecting and using an individual s personal information it is your responsibility to ensure that this information is safeguarded and that it is used only for the purposes outlined in the Memorandum of Understanding MOU between the E Verify Program administrators and you 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 In addition if you do not comply with the Privacy Act or other applicable laws and regulations you may be subject to criminal penalties At a minimum you should take the following steps to protect personal information and comply with the appropriate regulations e Allow only authorize
90. w Wounded Warriors one Disagree with our decision More situations Our program rules website you love Forms Publications Social Security delivers the most popular baby Haan Business Services SaaS gt names for 2006 yi Chine Other Useful Links m Social Security Trustees release 2007 Annual Report OREST Full retirement age is increasing ta nD Privacy Policy Website Policies amp Other Important Information Site Map Mission FOIA Regulations gov No Fear Act Data This USA gov Genefits gov isa U S Cavemen computer system subject to Federollave ExpectMore More On the left side of the page select Find a Social Security office i Social Security Online Microsoft Internet Explorer provided by IE6 0 SP1 gt Alpha CI File Edit View Favorites Tools Help O O DAG Pwa perm 82 a VAS amp http jfw ssa gov Address v Eco inks abuse m Socal Securty programs and operations stet IG Espa ol Aq _Results at a Social Security Online need QO Other ee pT vane The Official Website of the U S Social Security Administration Languages About Us Questions Contact Us Search i Co AE EE ESY Oct 12 2007 0 43 11 Last updated Octobar O 2007 2 12 PM eceive updates by email TA and card i z Your Social Security records e Applyfor ber amp card Your Statement Retirement our number amp card Your Statement Frequently Asked Questions What you can
91. w for the termination as long as the action was taken in good faith reliance of the information provided through the E Verify system G General Users This user type performs verification queries views reports and has the capability to update a personal user profile Green Card A commonly used term describing the Permanent Resident Card Resident Alien Card Form 1 551 Many versions of the 1 551 are not green in color H Handbook for Employers M 274 Provides a step by step explanation of what an Employer must do to meet its responsibilities under the Employer Sanctions provision of the Immigration and Nationality Act INA It also explains the responsibilities and rights of employees in the hiring and verification process and provides expanded information about how to avoid employment discrimination based on citizenship or national origin Page 51 of 61 E Verify User Manual for Employers March 2009 www dhs gov E Verify Ge N SEC Fry i A of Ne a ig USA a iy Z IIll r SY gt ann se Nr i at E VERIFY IS A SERVICE OF DHS AND SSA Hire Date The earliest the Employer may initiate a query is after an individual accepts an offer of employment and after the employee and Employer complete the Form I 9 The Employer must initiate the query no later than three business days after the newly hired employee starts work for pay Illegal Alien A foreign national who 1 entered the United States wi

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