Are you familiar with E-Verify?
E-Verify is an internet-based system that is available in all 50 states and it compares information entered by an employer from an employee’s Form I-9, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility in the United States.
Verification of Employment Eligibility
E-Verify operates with speed and accuracy. E-Verify is the only free, fast, online service of its kind that electronically confirms an employee’s information against millions of government records and provides results within as little as three to five seconds. Today, E-Verify:
- Has over 750,000 registered employers of all sizes
- Includes more than 2.4 million hiring sites
- Is joined by about 1,400 new participating companies every week
- Is one of the federal government’s highest-rated services for user satisfaction.
Here’s how it works:
Initial Verification Process
The E-Verify process begins with a completed Form I-9. Employers create a case in E-Verify, using the information from their employee’s Form I-9, no later than the third business day after the employee starts work for pay. E-Verify checks information entered against records available to the Social Security Administration (SSA) and Department of Homeland Security (DHS).
If the employee presented a Permanent Resident Card (Form I-551), Employment Authorization Document (Form I-766), U.S. passport, or passport card, E-Verify Photo Matching will prompt the employer to compare the photo on the employee’s document with a photo displayed during creation of the E-Verify case. This helps ensure that the document the employee provided is genuine and relates to the employee.
After the employer enters their employee’s information into E-Verify, a case result is displayed. Below is an overview of the case results that E-Verify may return.
- Employment Authorized—The employee’s information matched records available to SSA and/or DHS.
- Verification In Process—This case was referred to DHS for further verification.
- Tentative Nonconfirmation (TNC)—Information did not match records available to SSA and/or DHS. Additional action is required.
- Case in Continuance—The employee has visited an SSA field office or contacted DHS, but more time is needed to determine a final case result.
- Close Case and Resubmit—SSA or DHS requires that you close the case and create a new case for this employee. This result may be issued when the employee’s U.S. passport, passport card, or driver’s license information is incorrect.
- Final Nonconfirmation—E-Verify cannot confirm the employee’s employment eligibility after the employee visited SSA or contacted DHS.
If the initial case result is a Tentative Nonconfirmation (TNC), the employee must be notified and take further action before E-Verify can provide a final case result and complete the verification process.
If the initial case result is Verification in Process or Case in Continuance, it means E-Verify needs more time before a final case result can be given.
To complete the E-Verify process, the employer must receive a final case result and close the case. Final case results include Employment Authorized, Close Case and Resubmit, and Final Nonconfirmation. E-Verify automatically closes cases resulting in Employment Authorized.
This link, E-Verify laws by state, shows the states with mandatory E-Verify laws that apply to private employers, as well as state contractors and subcontractors. Some statutes, like Arizona’s law, apply to all employers. Meanwhile, other states have narrower measures. Iowa does not yet require E-Verify but with its ease of use, inexpensive price tag (it’s free) and protection it can bring your business; why would you not use it? Next month, we’ll explore the basics of conducting an I-9 audit and how that and E-Verify significantly limit your liabilities in the event of an audit.
Please let me know if HR On-Call, LLC can help with any of the administration surrounding E-Verify or I-9 forms. Call Susan Arnold at 515-401-2233 or email at Susan@HRon-call.com.
A little more about us: Susan Arnold, owner and lead HR Consultant at HR On-Call, LLC. Susan has 20+ years of HR experience and provides a HR presence to business organizations without the overhead expense of a full-time employee. Susan helps business owners improve employer/employee relationships and allows them to focus on their business while resting assured that they are in full compliance with state and federal law. Areas of expertise:
- Reduce Employer Risk and Liability
- Customized Employee Handbooks
- Performance Reviews
- Improve Employee/Employer Relationships
- Background Checks
- Personality Assessments
- Guaranteed EEO Compliance
- Employee Retention
- Recruitment / Hiring
- Employee Discipline/Discharge
Susan is passionate about her customers and listens to their needs. If you are interested in any of the details above or would like more information about her services, please contact Susan! If you have questions on how your specific policy should read or need help navigating a certain instance, contact HR On-Call, LLC.