Title: What Is EVerify
1Overview Basic Training
2What is E-Verify?
- E-Verify is an online system designed to
electronically verify employment eligibility. - E-Verify represents a partnership between the
Department of Homeland Security and the Social
Security Administration and is overseen by the
U.S. Citizenship and Immigration Services.
3What is the advantage in using E-Verify?
- E-Verify links directly to Social Security data
and other federal databases. - E-Verify helps employers to determine the
employment eligibility of their employees and the
validity of their Social Security numbers.
4What if the employee does not have a Social
Security Number?
- HR assigns a dummy SSN and enters the hire
data. - The law requires the employee to apply for a
valid SSN. - Once a valid SSN is received, the E-Verify
query can be initiated.
5To Whom Does the E-Verify Process Apply?
- All new hires and re-hires at the University of
Arkansas. - Includes student employees.
- Includes temporary employees.
6Important facts for Employers
- Employers may not use E-Verify selectivelyall
new hires for a participating employer must be
verified. - Employers may not use E-Verify as a
pre-screening tool for applicants or prospective
employees.
7also
- Generally, an employer may not attempt to verify
an employee hired before the MOU was signed. - Verification of employees through E-Verify is
limited to new hires only.
8Employer Responsibilities
- Employers must display notices supplied by DHS in
a prominent place clearly visible by prospective
employees. - Employers must provide to the SSA and DHS the
names, titles, addresses, and telephone numbers
of all designated E-Verify representatives.
9 What information is verified?
- Employee name
- Date of birth
- Alien or I-94, if applicable
- Citizenship Status attested to on Form I-9
10 also
- Document type(s) submitted in support of the I-9
- Proof of identity and expiration dates, if
applicable. - IMPORTANT NOTE E-Verify does not replace the
requirement to complete an I-9 form for all
employees within three days of hire.
11New I-9 Requirements
- All List B documents submitted in support of
the Form I-9 are now limited to those which bear
a photograph. - IMPORTANT NOTE Remember that employers may not
request specific types of documentation for I-9
or e-Verify purposes.
12E-Verify Access
- Each user will receive a User ID and password.
- Passwords must be protectedthey should never be
written down or shared with anyone. - Passwords expire every 90 days.
13E-Verify Access
- After 3 unsuccessful log-in attempts, the user
account will be locked. - If a user account is locked down, the user must
contact a Program Administrator, who will be able
to unlock the account.
14When does verification take place?
- A query may not be initiated prior to acceptance
of an offer of employment or prior to completion
of the Form I-9. - Data may only be submitted for verification upon
receipt of the completed I-9 and supporting
documentation. - An E-Verify query must be initiated within 3
business days after the employees actual start
date.
15Who will be authorized to conduct online
verifications?
- Key Users from each major unit, designated by
Deans, Directors and Department Heads, will be
the primary point of contact and will also
perform queries. - Key Users, with input from Deans, Directors and
Dept. Heads, will recommend General Users, who
may also perform queries.
16Who will be authorized to conduct online
verifications?
- HR has assigned Program Administrator
responsibility to all members of its Employment
Unit. - All verifications for non-resident aliens will be
initiated by Jonathan Nelson, the Universitys
NRA Taxation Specialist.
17What responses can be expected?
- EMPLOYMENT AUTHORIZED
- Indicates that employment eligibility has been
verified and the employee is authorized to work.
The verification number is recorded on the Form
I-9 and the case is considered resolved.
18What responses can be expected?
- SSA TENTATIVE NON-CONFIRMATION
- Indicates that the employees Social Security
information could not be verified. Employee must
be notified of the Tentative Non-Confirmation
response and referred to SSA to contest the
finding.
19What responses can be expected?
- DHS VERIFICATION IN PROCESS
- Indicates that information provided to the SSA
matches information contained in SSA records for
a non-resident. Case must be referred to DHS to
be resolved. DHS should respond within 24 hours,
but no later than 3 business days with either a
finding of Employment Authorized or DHS Tentative
Non-Confirmation.
20In the event of a Tentative Non-Confirmation
- The employee can contest the finding.
- However, if the employee chooses not to contest
the finding, it is considered a Final
Non-confirmation and the employee may be
terminated and the case closed.
21and
- The employer must notify the employee, as soon as
possible, to provide him an opportunity to
contest the Tentative Non-Confirmation with SSA
or DHS. - The employee must be allowed to continue working
during the verification process.
22and
- The employee must be provided a copy of the
Notice to Employee of Tentative
Non-Confirmation. - The employer must review the Notice with the
employee. - The employee must provide written confirmation of
his/her choice to contest. - The Notice must then be signed by both parties.
23finally,
- The original Notice should be filed with
employees I-9. - The employee must be given a copy of the signed
Notice. - It is the employers responsibility to refer the
employee to the appropriate agency to contest the
finding.
24Referring an employee to the SSA
- If an employee contests the SSA Tentative
Non-Confirmation, the employer must refer the
employee to the Social Security Administration to
resolve any discrepancies. - The employee must be given a referral letter with
specific instructions. - The employee has 8 federal workdays from the
referral date to contest.
25Referring an employee to the SSA
- The E-Verify query will be resubmitted 10
workdays following the referral date. - If verified, the employee will continue to work.
- If not verified, the result is considered a Final
Non-Confirmation, the employee will be terminated
and the case closed.
26Resolving Cases
- Case resolution is the final step in the E-Verify
process. All users must periodically review case
details and ensure that cases are properly
resolved and closed. Resolving cases removes
case details from the user screens and provides
essential statistics to DHS.
27Important Notice 1
- It is imperative that all involved in the
employment process, including E-Verify users,
understand that an employee must not face any
adverse employment consequences unless and until
a final nonconfirmation is issued. -
28Important Notice 2
- Employment should be immediately terminated upon
receipt of a final nonconfirmation. Failure to
do so will result in a presumption that the
employer knowingly employed an unauthorized
alien, as well as civil fines of 500 to 1,000
for each incident in addition to existing I-9
sanctions.