E-Verify - Usage Overview

An onboarding manager uses Onboard Manager to review/verify the hire's Form I-9, then to interface with the E-Verify program to initiate/resolve/close cases.

Employers enrolled in E-Verify must verify each hire's Form I-9 information matches government records, thereby ensuring a legal workforce.

STANDALONE E-VERIFY

The E-Verify task can be configured as a standalone task that needs no workflow. Standalone E-Verify is reportable. An onboarding manager can assign a standalone E-Verify task to a new hire. In Onboard Manager, an onboarding manager can assign standalone tasks (I-9 Section 1, I-9 Section 2, I-9 Section 3, and E-Verify) to a new hire. Standalone tasks can be completed at any point of time, even after Onboard End, regardless of the other tasks in the workflow.

Note: These combinations cannot be changed for client specific needs.

E-VERIFY PROCESS

Refer to the DHS website for more E-Verify information:

• Verification process (overview)
• Tentative Nonconfirmations
• Photo matching

This topic assumes:

• The hire used Onboard to complete/sign/submit Section 1 of Form I-9 (as part of the I-9 Section 1 task).
• The onboarding manager used Onboard Manager to complete/sign/submit Section 2 of Form I-9 (as part of the I-9 Section 2 task).

The onboarding manager is now ready for E-Verify.

1. On the My Tasks page of Onboard Manager, the onboarding manager selects the E-Verify task. An Initiate Employment Verification page displays that shows fields automatically populated from the new hire's Form I-9 Section 1 information.
   • If the case is not opened within 3 business days (72 hours) of the new hire's employment start date, a reason is needed.
2. The onboarding manager reviews the hire's Form I-9 information on the Initiate Employment Verification page.
   • If there is a discrepancy with the hire's Form I-9, the onboarding manager selects the Reopen I-9 option.
   • If there is no discrepancy with the hire's Form I-9 information, the onboarding manager selects the Initiate E-Verify option.
3. Once a case is submitted to E-Verify, E-Verify compares the hire's Form I-9 with SSA (Social Security Administration) and DHS (Department of Homeland Security) databases and provides a case result within seconds (though some results may require additional action). The desired case result is that the hire is authorized to work.
4. If there are issues, an interim E-Verify case result is returned:
   • DHS or SSA Tentative Nonconfirmation (TNC). Information doesn't match DHS or SSA records. Additional action is required from the onboarding manager.
   • DHS or SSA Case in Continuance. Hire visited an SSA field office or contacted DHS, but more time is needed.
   • DHS Verification in Progress. Case is referred to DHS for further investigations. No action is required at this time. DHS usually responds within 24 hours, although some responses may take up to 3 federal government workdays. The onboarding manager should check daily for a response.
   • Review and Update Employee Data. Onboarding manager should review, update, and resubmit the hire's Form I-9 information.
5. Sometimes clarifying information is included in the E-Verify case result that indicates the problem area. For example:
   • Non US Citizen
   • Missing DMV Number
6. An E-Verify case result called Photo Verification prompts the onboarding manager to compare a hire's photo ID with a photo returned from DHS, and to indicate whether or not the photo matches the new hire.
7. Every case must reach a final case result before the onboarding manager can close it. Final E-Verify case results are:
   • Employment Authorized. The hire is authorized to work.
   • DHS or SSA Final Nonconfirmation. E-Verify could not verify a hire's employment eligibility after the hire visited SSA or contacted DHS.
   • DHS No Show. The hire did not contact DHS within the required 8 federal government workdays.
   • Error: Close Case and Resubmit. Case cannot continue because the expiration date entered for the hire's U.S. passport, U.S. Passport Car, or driver's license is incorrect. The onboarding manager must resubmit the case to E-Verify.
8. Once a final E-Verify case result is received, the onboarding manager closes the case.
   • From an Employment Authorized page, select the Close Case button.
   • From other pages, select a Close Case option, then answering two questions:
     • Is the hire currently employed with the company?
     • What is the close case reason?

INITIATING EMPLOYMENT VERIFICATION

DUPLICATE CASE CHECK FOR THE NEW HIRE

A duplicate case check is performed before E-Verify case creation for the new hire on the basis of Social Security Number (SSN). Once I-9 Section 2 is completed, a duplicate case check is performed.

DHS has enhanced the duplicate check process and will display a list of existing E-Verify cases (if they exist) for a new hire before an E-Verify case can be created. This is done by sending the SSN of the new hire to DHS.

When there are duplicate cases existing for the new hire, when the onboarding manager selects the E-Verify task, the link named Hide Existing E-Verify Cases with the Same SSN displays. This list provides the Case Number, Created On Date and Status of the E-Verify cases.

When there are duplicate cases existing for the new hire, when the onboarding manager selects Validate I-9, a text field displays that allows you to enter a reason to continue with case creation. Enter a reason before selecting Create Draft.