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«M-775, E-Verify User Manual for Employers TABLE OF CONTENTS 1.0 INTRODUCTION.. Background and Overview.. 1.1 Basic Website Navigation.. 1.2 Essential ...»

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M-775, E-Verify User Manual for Employers

TABLE OF CONTENTS

1.0 INTRODUCTION…………………………………………………………………………

Background and Overview………………………………………………………………

1.1

Basic Website Navigation…………………………..…………………………………...

1.2

Essential Resources……………………………………………………………………..

E-Verify Participation: Enrollment vs. Registration…………………………………...

1.3 Overview of User Roles………………………………………………………………….

1.4

1.5 User Rules and Responsibilities………………………………………………………..

1.6 Privacy and Security Statement……………………………….………………………..

2.0 INITIAL VERIFICATION…………………..…………………………………………….

2.1 Form I-9 and E-Verify…….……………………………………………………………… Receipts…………………………………………………………………………………… Rehires…………………………………………………………………………………….

Create a Case…………………………………………………………………………….

2.2 Hire Date…………………………………………………………………………………..

Check Information………………………………………………………………………..

Error: Unexpired Document Required………………………………………………….

E-Verify Photo Matching …………..……………………………………………………

2.3 Initial Case Results………………………………………………………………………

2.4 Employment Authorized………………………………………………………………… Request Name Review………………………………………………………………….

Tentative Nonconfirmation (TNC)..……………………………………………………

2.5 DHS Verification in Process…………………………………………………………….

3.0 INTERIM CASE RESULTS….…………………………………………………………

3.1 SSA Tentative Nonconfirmation (TNC)………………………………………………..

Notify Employee of SSA TNC…………………………………………………………..

Refer Employee to SSA ………………………………………………………………...

3.2 Review and Update Employee Data…………………………………………………...

3.3 DHS Tentative Nonconfirmation (TNC)………………………………………………..

Notify Employee of DHS TNC…………………………………………………………..

Refer Employee to DHS………………………………………………………………… SSA Case in Continuance and DHS Case in Continuance………………………… 3.4 FINAL CASE RESOLUTION..………………………...………………….……...…….

4.0 Final Case Results……………………………………………………………………… 4.1 SSA Final Nonconfirmation and DHS Final Nonconfirmation.……………………… DHS No Show …………………………………………………………………………… Error: Close Case and Resubmit……………………………………………………….

4.2 Close Case………………………………………………………………………………..

M-775, E-Verify User Manual for Employers Case Closure Statements.. …………………………………………………………….

Case Alerts…….………………………………………………………………………….

4.3 Open Cases to be Closed……………………………………………………………….

Cases with New Updates………………………………………………………………..

Work Authorization Documents Expiring……………………………………………… CASE REPORTS………………………………………...……………...……………….

5.0 Corporate Overview of Pilot Usage…………………………………………………… 5.1 Quick Audit Report……………………………………………………………………….

5.2 User Audit Report………………………………………………………………………..

5.3 User Report……………………………………………………………………………….

5.4

6.0 ACCOUNT ADMINISTRATION………………………………………...……………… User Roles………………………………………………………………………………...

6.1 User ID and Password Creation………………………………………………………..

6.2 Change Your Password..………………………………………………………………..





Change Security Questions…………………………………………………………….

Update User Profile Information………………………………………………………...

6.3 MY COMPANY – PROGRAM ADMINISTRATORS…………..……………………..

7.0 Add New User…….……………………………………………………………………… 7.1 View Existing Users…………………..………………………………………………….

7.2 Reset User’s Password………………………………………………………………… Delete User Account……………………………………………………………………..

Edit Company Profile…………………………………………………………………… 7.3 Company Information Fields………………………………………………………...….

Update Points of Contact……………………………………………………………...

Update North American Industry Classification System (NAICS) Information….

Add New Hiring Site(s)……………..…………………………………………………… View Memorandum of Understanding (MOU)………………………………………… Close Company Account…………….…………………………………………………..

7.4 RESOURCE AND CONTACT INFORMATION………………..…………………..… 8.0 APPENDIX A: ACRONYMS…………………………………………………………….

APPENDIX B: GLOSSARY……………………………………………………………..

M-775, E-Verify User Manual for Employers

1.0 INTRODUCTION Welcome to the ‘E-Verify User Manual for Employers.’ This manual provides guidance on E-Verify processes and outlines the rules and responsibilities for employers enrolled in E-Verify. All users must follow the guidelines set forth in the ‘E-Verify Memorandum of Understanding for Employers (MOU)’ and the rules and responsibilities outlined in this manual.

For the purpose of this manual, the term ‘employer’ means any U.S. company, corporation or business entity that is required to complete Form I-9, Employment Eligibility Verification (referred to hereafter as Form I-9) including any company employee with an E-Verify user account.

This section introduces the background and overview, basic website navigation, participation, user roles, rules and responsibilities, and the privacy and security guidelines of E-Verify.

1.1 BACKGROUND AND OVERVIEW In 1996, Congress passed the Illegal Immigration Reform and Immigrant Responsibility Act (IIRIRA), which required the Social Security Administration (SSA) and U.S. Citizenship and Immigration Services (USCIS), formerly the Immigration and Naturalization Service, to initiate an employment verification pilot program.

Under the U.S. Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services operates the E-Verify program, previously referred to as Basic Pilot. E-Verify is an internet-based system that implements the requirements in the IIRIRA by allowing any U.S. employer to electronically verify the employment eligibility of all its newly hired employees.

E-Verify is a voluntary program for most employers, but mandatory for some, such as employers with federal contracts or subcontracts that contain the Federal Acquisition Regulation (FAR) E-Verify clause and employers in certain states that have legislation that mandates the use of E-Verify for some or all employers.

NOTE: E-Verify cannot provide you with guidance on state or local laws that require your participation in E-Verify. For help, you should contact the appropriate state officials, or you may also receive assistance through a local Chamber of Commerce.

Apart from any state or local law that requires participation in E-Verify, employers are fully responsible for complying with sections 274A (which addresses the requirements of the Form I-9 process) and 274B (which addresses unfair immigration-related employment practices) of the Immigration and Nationality Act.

If employers fail to comply with either, then they may be subject to penalties.

E-Verify works by electronically comparing the information on an employee’s Form I-9 with SSA, DHS, and U.S. Department of State (DOS) records to verify the identity and employment eligibility of each newly hired employee and/or employee assigned to a covered federal contract.

At this time, an employer can verify the employment eligibility of only one person at a time within E-Verify. All new, temporary, seasonal, and rehired employees must be entered into E-Verify individually.

Page 4 of 88 | M-775, E-Verify User Manual for Employers |September 2012 www.dhs.gov/E-Verify E-Verify is free and the best means available to determine the employment eligibility of new hires. E-Verify is currently available in all 50 states, the District of Columbia, Puerto Rico, Guam and the U.S. Virgin Islands.

NOTE: E-Verify Self Check, referred to as Self Check, is a free, fast, secure and voluntary online service that allows individuals to perform employment eligibility checks on themselves. Employers may not ask current or prospective employees to use Self Check to prove employment eligibility. The service is designed to provide visibility into government records, and if necessary, guidance on how to correct those records. Self Check is separate from the E-Verify user interface. For more information and specific rules visit www.uscis.gov/E-Verifyselfcheck.

Self Check does not satisfy or supersede the requirements of federal contractors subject to the Federal Acquisition Regulation (FAR) E-Verify clause, or any other employers, to use E-Verify.

1.2 BASIC WEBSITE NAVIGATION All E-Verify users need to be familiar with the website navigation links. The figure below provides a screen shot of the employer user Web page. The navigation links within each area vary depending upon the type of user.

Area 1 displays the E-Verify logo and the telephone number for Customer Support:

888-464-4218. Area 1 also includes a quick shortcut to begin the verification process. By clicking the green ‘Verify Employee’ button, you will begin the verification process.

Area 2 contains ‘E-Verify News’ which includes important updates on E-Verify, information affecting employment verification, best practices and current events.

Area 3 contains E-Verify navigation options which are identified in the ‘Area 3 Navigation Overview.’ Selecting a navigation menu link is the first step in accessing a Page 5 of 88 | M-775, E-Verify User Manual for Employers |September 2012 www.dhs.gov/E-Verify task or function in E-Verify. Choosing an option displays the first active page where a user enters information. Each user’s menu option is based on his or her assigned user role. For more information, see Section 1.4.

–  –  –

Area 4 displays ‘Case Alerts’ for cases requiring action. Case alerts inform employers when an action is required. For more information, see Section 4.3.

ESSENTIAL RESOURCES

‘View Essential Resources’ under ‘My Resources’ contains links to important documents and tools for employers that participate in E-Verify. The ‘Essential Resources Overview’ provides specific information on the resources available to users.

–  –  –

1.3 E-VERIFY PARTICIPATION: ENROLLMENT VS.

REGISTRATION

It is important to understand the difference between enrollment and registration which is outlined in the ‘Enrollment vs. Registration Overview.’ For additional information, visit www.dhs.gov/E-Verify.

To check your company’s enrollment status or your access method, contact:

 E-Verify Customer Support Monday through Friday 8 a.m. – 5 p.m. local time Telephone: 888-464-4218 E-mail: E-Verify@dhs.gov If your company is enrolled and you need information about how to add additional users or about their functions, see Section 6.0.

–  –  –

To participate in E-Verify, each company must enroll online via any Internet-capable computer using a Web browser of Internet Explorer 5.5, Netscape 4.7 or higher (with the exception of Netscape 7.0) or Mozilla Firefox 1.0 or higher.

Employers must read and accept the electronic ‘E-Verify Memorandum of Understanding for Employers (MOU)’ which details the responsibilities of the Social Security Administration (SSA), the U.S. Department of Homeland Security (DHS) and the employer. The MOU is signed electronically by the employer during enrollment.



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