Download E-Verify User Manual for Federal Contractors

M-574, E-Verify User Manual for Federal contractors
TABLE OF CONTENTS
1.0
INTRODUCTION…………………………………………………………………………
4
1.1
Background and Overview……………………………………………………………..
4
E-Verify Federal Contractor Rule ……………………………………………………..
5
1.2
Basic Website Navigation…………………………………………………..................
5
1.3
E-Verify Participation: Enrollment vs. Registration…………………………………...
7
1.4
Overview of User Roles………………………………………………………………….
9
1.5
User Rules and Responsibilities………………………………………………………..
10
1.6
Privacy and Security Statement………………………………………………………..
12
1.7
Federal Contractor Requirements………………………………………………………
13
Federal Contractor: Verify Entire Workforce Guidelines……………………………..
13
Exceptions to Federal Contractor Rule………………………………………………...
14
2.0
INITIAL VERIFICATION…………………..…………………………………………….
16
2.1
Form I-9 and E-Verify…….………………………………………………………………
16
2.2
Form I-9 and Existing Employees……………………………………………………..
17
2.3
Create a Case…………………………………………………………………………….
17
2.4
Initial Case Results………………………………………………………………………
20
2.5
E-Verify Photo Matching …………..……………………………………………………
21
2.6
Employment Authorized…………………………………………………………………
23
2.7
Request Name Review………………………………………………………………….
25
3.0
INTERIM CASE STATUS…….…………………………………………………………
27
3.1
SSA Tentative Nonconfirmation (TNC)………………………………………………..
27
Notify Employee of SSA TNC…………………………………………………………..
27
Refer Employee to SSA ………………………………………………………………...
30
3.2
Review and Update Employee Data…………………………………………………...
34
3.3
DHS Verification In-Process…………………………………………………………….
35
3.4
DHS Tentative Nonconfirmation (TNC)……………………………………………….
36
Notify Employee of DHS TNC…………………………………………………………..
36
Refer Employee to DHS…………………………………………………………………
39
3.5
SSA Case in Continuance and DHS Case in Continuance………………………….
44
4.0
FINAL CASE RESOLUTIONS………………………...………………….……...…….
45
4.1
Final Nonconfirmation (FNC)……………………………………………………………
45
SSA Final Nonconfirmation and DHS Final Nonconfirmation.………………………
45
DHS No Show ……………………………………………………………………………
46
Close Case………………………………………………………………………………..
47
Close Case Statments…………………………………………………………………..
48
CASE ALERTS…………………………………………………………………………..
50
Open Cases to be Closed……………………………………………………………….
51
4.2
4.3
M-574, E-Verify User Manual for Federal contractors
Cases with New Updates………………………………………………………………..
52
Work Authorization Documents Expiring………………………………………………
52
5.0
CASE REPORTS………………………………………...……………...……………….
53
5.1
Corporate Overview of Pilot Usage……………………………………………………
53
5.2
User Audit Report………………………………………………………………………..
54
5.3
User Report……………………………………………………………………………….
54
6.0
ACCOUNT ADMINISTRATION………………………………………...………………
57
6.1
User Roles………………………………………………………………………………...
57
6.2
User ID and Password Creation………………………………………………………..
57
Reset or Change Password…………………………………………………………….
59
6.3
Update User Profiles Information……………………………………………………….
60
7.0
MY COMPANY – PROGRAM ADMINISTRATORS…………….…………………...
61
7.1
Add Users…………………………………………………………………………………
61
7.2
View Existing Users………………………………………………..............................
62
Reset User’s Password…………………………………………………………………
63
Delete User Account……………………………………………………………………..
64
My Company……………………………………………………………………………..
65
Maintain Company Information Fields.………………………………………………...
66
Updating Points of Contact……………………………………………………………...
66
Updating North American Industry Classification System (NAICS) Code
Information………………………………………………………………………………..
68
Add New Hiring Site(s)…………………………………………………………………..
71
Close Company Account………………………………………………………………
73
8.0
CLIENT COMPANY ADMINISTRATION FOR DESIGNATED AGENTS…….......
74
8.1
Client Enrollment………………………………………………………………………..
74
8.2
Maintain Client Information…………………………………………………………….
80
Company Information Fields……………………………………………………………
83
8.3
View Client MOU………………………………………………………………………….
83
8.4
Terminate Client Participation…………………………………………………………..
85
9.0
RESOURCE AND CONTACT INFORMATION………………..…………………..…
86
GLOSSARY……………………………………………………………………………….
88
7.3
M-574, E-Verify User Manual for Federal contractors
1.0 INTRODUCTION
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1.1
BACKGROUND AND OVERVIEW
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Page 4 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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E-VERIFY FEDERAL CONTRACTOR RULE
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1.2
BASIC WEBSITE NAVIGATION
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Page 5 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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AREA 3 NAVIGATION OVERVIEW
LINK
My Cases
INFORMATION
New Case
View Cases
My Profile
Edit Profile
Change Password
Change Security Questions
My Company
Edit Company Profile
(Only Program
Administrators have
these options)
Add New User
View Existing Users
Close Company Account
My Reports
View Reports
My Resources
View Essential Resources
Take Tutorial
View User Manual
Contact Us
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Page 6 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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1.3 E-VERIFY PARTICIPATION: ENROLLMENT VS.
REGISTRATION
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E-Verify Customer Support Monday - Friday 8 a.m. – 5 p.m. Local Time
Telephone: 888-464-4218 E-mail: [email protected]
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ENROLLMENT VS. REGISTRATION OVERVIEW
Who
How
Why
Enrollment
Registration
Employer who wants to participate in
E-Verify
User of a company enrolled in E-Verify
Visit the E-Verify enrollment website at
https://e-verify.uscis.gov/enroll to enroll
After initial enrollment: Program
administrators may register general users
and additional program administrators at
any time after completing the E-Verify
tutorial for Federal contractors. When
registering a new user, the program
administrator may accept a systemgenerated user ID or create a custom
user ID. The program administrator then
creates a temporary password, which
must be given to the new user. These
E-Verify users must comply with the
MOU, accept the rules and
responsibilities set forth in the user
manual, and successfully complete the
E-Verify tutorial for Federal contractors.
Companies enroll to verify employment
eligibility of employees Most enrolled companies have different
people who use E-Verify to create cases.
There is no limit on the number of users
an enrolled company can register to
create cases.
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Page 7 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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ACCESS METHOD OVERVIEW
ACCESS METHOD
Employer Access
EXPLANATION
My company plans to use E-Verify to verify its employees.
Most E-Verify participants, regardless of their business size or structure,
are registered under the Employer access method. This access method
allows a company to electronically verify the employment eligibility of its
newly hired employees.
Designated Agent
Access
My company plans to use E-Verify on behalf of its clients to verify
their employees.
This access method allows an individual or company to act on behalf of
other companies to verify the employment eligibility of their newly hired
employees.
Corporate
Administrator
Access
My company has a central office that needs to manage E-Verify
use for all of its locations that access E-Verify.
Web Services
Access for
Designated
Agents
My company plans to develop its own software to access E-Verify.
-orWeb Services
Access for
Employers
The Corporate Administrator access method allows companies to
create, manage, and oversee E-Verify accounts for multiple offices or
locations. This access method is designed for companies that have a
need to oversee multiple locations.
The Web Services Designated Agents access method requires a
company to develop software that interfaces with E-Verify to perform
employment eligibility verifications of newly hired employees. The
company’s software will extract data from its existing system or an
electronic Form I-9 and transmit the information to government records.
If a company chooses this option, it is sent the Web Services Interface
Control Agreement (ICA). The ICA contains the information used to
develop and test the software interface. Both Designated Agents and
Employers are eligible to use this access method.
REMINDER
Å
Follow E-Verify procedures for ALL new hires while enrolled in E-Verify.
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1.4
OVERVIEW OF USER ROLES
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USER ROLE OVERVIEW
USER ROLE
PERMISSIONS
Program
Administrator
A company must have at least one Program Administrator.
The Program Administrator role includes functions of a General User.
Permissions include:
(at least one
required)
x Enrolling new clients and updating client profile information
(Designated Agents only)
x Registering new users
x Creating user accounts for other Program Administrators and General
Users
x Creating and managing cases
x Viewing reports
x Updating profile information for other program administrators and
General Users
x Unlocking user accounts
General User
(optional)
A company can have as many General Users as it desires but is not
required to have General Users. Permissions include:
x Enrolling new clients and updating client profile information
(Designated Agents only)
x Creating and managing cases
x Viewing reports
x Updating his/her own user profile
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1.5
USER RULES AND RESPONSIBILITIES
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RULES AND RESPONSIBLITIES OVERVIEW
All Federal contractors participating in E-Verify MUST:
9
Follow E-Verify procedures for all new hires while enrolled/participating in
E-Verify.
9
Notify all job applicants of E-Verify participation.
9
Clearly display both the English and Spanish ‘Notice of E-Verify Participation’ and
the ‘Right to Work Poster(s).’
9
Complete the Form I-9, Employment Eligibility Verification for each newly hired
employee before creating a case in E-Verify.
9
Ensure that all Form I-9 List B identity documents have a photograph.
9
Create a case for all newly hired employees no later than the third business day
after they start work for pay.
9
Obtain a Social Security number (SSN) from all newly hired employees.
9
Provide employees the opportunity to contest Tentative Nonconfirmation (TNC).
9
Allow newly hired employees to start and continue working during the E-Verify
verification process, even if they receive Tentative Nonconfirmation (TNC).
9
Ensure that all Personally Identifiable Information is safeguarded.
9
Only use E-Verify for existing employees under limited circumstances. For more
details about verifying existing employees review the ‘Supplemental Guide for
Federal Contractors.’
9
Use special considerations when you decide how to, and whether, to verify
existing employees. For more information review the ‘Supplemental Guide for
Federal Contractors.
9
You are required to create at case within a specified period of time. If a case is not
created within those timeframes, you must note the reason for the delay and
attach it to Form I-9.
9
You may not verify employees selectively, and must follow E-Verify procedures
for all newly hired employees and all existing employees assigned to a Federal
contract while your company is participating in E-Verify.
All Federal Contractors participating in E-Verify MUST NOT:
³
Use E-Verify to prescreen applicants for employment.
Page 10 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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³
Check employment eligibility for employees hired before their company signed the
E-Verify MOU.
³
Take any adverse action against an employee based upon a case result unless
E-Verify issues a Final Nonconfirmation.
³
Specify or request which Form I-9 documentation a newly hired employee must
use.
³
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.
³
Selectively verify work authorization for newly hired employees.
³
Share any user ID and/or password.
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E-VERIFY PARTICIPATION / ENROLLMENT NOTIFICATION
English & Spanish
Notice of E-Verify Participation
Provided by DHS
Right to Work Poster
Issued by Department of Justice, the Office of
Special Counsel for Immigration-Related
Unfair Employment Practices
Page 11 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
1.6
PRIVACY AND SECURITY STATEMENT
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PRIVACY GUIDELINES OVERVIEW
Allow ONLY authorized employees to use E-Verify.
Ensure that only the appropriate employees handle information and create
cases.
SECURE access to E-Verify.
Protect the password you use to access E-Verify and ensure that unauthorized
users do not gain access to E-Verify.
PROTECT and STORE individuals’ information properly.
Ensure that employees’ information is stored in a safe and secure location and
that only authorized individuals have access to this information.
Discuss E-Verify results in PRIVATE.
Ensure that Tentative Nonconfirmation and Final Nonconfirmation results are
discussed in private with the employee.
REMINDER
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Ensure that all Personally Identifiable Information (PII) is safeguarded.
Page 12 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
1.7
FEDERAL CONTRACTOR REQUIREMENTS
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FEDERAL CONTRACTOR: VERIFY ENTIRE WORKFORCE
GUIDELINES
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UPDATE ORGANIZATION DESIGNATION INFORMATION – PROCESS OVERVIEW
From ‘My Company,’ select ‘Edit Company Profile.’
To modify any section of the Company Information page, click ‘View/Edit’ in the Company
Name section
Page 13 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
Update your company category by selecting the most appropriate category from the drop
down list, and click, ‘Next.’
IMPORTANT: By changing your Organization Designation to reflect Federal contractor, you will
be subject to the rules and requirements specific to Federal contractors using E-Verify.
You should only change your Organization Designation if you have a contract awarded after
September 8, 2009, that includes the FAR E-Verify clause for employment eligibility verification
through E-Verify.
EXCEPTIONS TO FEDERAL CONTRACTOR RULE
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Page 14 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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Page 15 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
2.0 INITIAL VERIFICATION
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2.1
FORM I-9 AND E-VERIFY
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To view or download Form I-9, go to the following URL:
http://www.uscis.gov/files/form/I-9.pdf
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For more information on Form I-9 procedures, refer to the View Essential Resources
(Section 1.2) page of your E-Verify account, where you will find the Handbook for
Employers.
To view or download the Handbook for Employers, go to the following URL:
http://www.uscis.gov/files/nativedocuments/m-274.pdf
For assistance in finding additional Form I-9 resources, contact E-Verify Customer
Support Monday through Friday 8 a.m. – 5 p.m. 888-464-4218.
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Page 16 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
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FORM I-9 AND EXISTING EMPLOYEES
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Contractors
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All newly hired employees need a SSN
Do NOT specify or request which documentation a newly hired employee must use for
Form I-9
All List B document(s) MUST contain a photograph
2.3
CREATE A CASE
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Page 17 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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HOW TO CREATE A CASE – PROCESS OVERVIEW
From the E-Verify Welcome page –
find My Cases and select:
1
New Case
From Section 1 of the employee’s
Form I-9, chose the correct option
button.
xA citizen of the United States
xA noncitizen national of the United
2
States
xA lawful permanent resident
xAn alien authorized to work
Click, ‘Continue’
You are then prompted to indicate the
documents provided to you from
Section 2 of the employee’s Form I-9.
Make the appropriate selection and
click ‘Continue.’
Page 18 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
In E-Verify, a red asterisk (*) to the
right of a text box indicates a required
field. From Section 1 and 2 of Form
I-9, enter all required information into
each text field.
Click, ‘Continue’
3
Employer Case ID is an optional field
for users that wish to assign an
internal tracking code to a case.
To view HELP text, click on the question mark icons.
Alien Numbers and Arrival/Departure Record (Form I-94) Numbers are NOT the
same.
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Alien numbers consist of 9 digits or less. If the Alien Number is less than 9 digits,
add leading zeroes. Although Alien Numbers are preceded by the letter “A,” do
NOT type “A” into the E-Verify Alien Number field.
For example: Enter the Alien Number A1234567 as 001234567
Form I-94 numbers consist of 11 digits found in bold print at the top of the
Arrival-Departure Record (Form I-94).
REMINDER
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Complete Form I-9 before creating a case in E-Verify
Create a case for all newly hired employees no later than the third business day after they
start work for pay
Page 19 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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2.4
INITIAL CASE RESULTS
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Page 20 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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E-VERIFY PHOTO MATCHING
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Page 21 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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PHOTO MATCHING OVERVIEW
E-Verify prompts you to compare a photo displayed in E-Verify with the employee’s Form
I-9 photo document.
Account minor variances in shading and detail between the two photos and select yes or
no.
Yes- 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.
No - the photo on the employee’s document is not identical to the photo displayed in
E-Verify.
Click Continue.
IMPORTANT: Compare the photo displayed in E-Verify with the employee’s Form I-9 photo
document, not to the actual employee.
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Page 22 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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REMINDER
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2.6
Employees always have a choice of which acceptable documents to present for Form
I-9 completion
Photocopies must be made of all Forms I-551 and I-766 presented by employees
The photo will display automatically in E-verify during the verification process
Only compare the employee’s photo document to the photo displayed in E-Verify
EMPLOYMENT AUTHORIZED
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HOLJLELOLW\IRUWKHHPSOR\HHHQWHUHG,W¶VWKDWHDV\+RZHYHUDFDVHWKDWLV
µ(PSOR\PHQW$XWKRUL]HG¶LVLQFRPSOHWHXQWLOLWLVFORVHG6HH6HFWLRQ&ORVH&DVH
µ(PSOR\PHQW$XWKRUL]HG¶LVFRQVLGHUHGERWKDQLQLWLDOFDVHUHVXOWDQGDILQDOFDVH
UHVXOW7KLVPHDQVWKDWWKHRQO\DGGLWLRQDOVWHSUHTXLUHGLVWRFORVHWKHFDVHLQ
(9HULI\,WLVWKHPRVWFRPPRQDQGVLPSOHFDVHUHVXOWLQ(9HULI\
)ROORZWKHVWHSVRXWOLQHGLQWKH(PSOR\PHQW$XWKRUL]HG3URFHVV2YHUYLHZ
Page 23 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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EMPLOYMENT AUTHORIZED – PROCESS OVERVIEW
Receive case result ‘Employment Authorized.’
******
## ## ####
Check the information in E-Verify against employees Form I-9.
Close Case.
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FDVH<RXPXVWFORVHHDFKFDVHWKLVGRHVQRWKDSSHQDXWRPDWLFDOO\&ORVLQJWKH
FDVHUHPRYHVLWIURPWKHDFWLYHFDVHVRUWKHµ2SHQ&DVHVWREH&ORVHG¶OLVW7RFORVH
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SUMMARY
EMPLOYER ACTION
xEnter Form I-9 information into E-Verify
xReceive ‘Employment Authorized’ case result
xEnsure that the information found in E-Verify matches with the employee’s Form I-9
xClose Case
EMPLOYEE ACTION
xNONE
2.7
REQUEST NAME REVIEW
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Page 24 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
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GHWHUPLQHG7KLVZLOOHQVXUHWKDWWKHFDVHUHVXOWEHORQJVWRWKHLQWHQGHGHPSOR\HH
(9HULI\DOORZVIRUDQDPHUHYLHZE\IROORZLQJWKHVWHSVRXWOLQHGLQWKH5HTXHVW
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REQUEST NAME REVIEW – PROCESS OVERVIEW
Compare the name displayed in the yellow box with the name you entered that is
shown in the white box.
If the names match, click ‘Close Case.’
If the names do not match, request DHS review the case by clicking ‘Request Name
Review.’
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## ## ####
## ## ####
Enter the specific reason for the name review request into the comments field.
Click ‘Continue.’
Page 25 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
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SUMMARY
EMPLOYER ACTION
xDetermine if a name review is required (if not, Close Case)
xClick ‘Continue’
xInput reason for name review request in comments field
xClick ‘Submit Name Review Request’
xWait to hear back from DHS and follow steps outlined in ‘DHS Verification in Process’
EMPLOYEE ACTION
xNONE
Page 26 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
3.0 INTERIM CASE STATUS
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3.1
SSA TENTATIVE NONCONFIRMATION (TNC)
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NOTIFY EMPLOYEE OF SSA TNC
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Page 27 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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NOTIFY EMPLOYEE OF SSA TNC – PROCESS OVERVIEW
Receive SSA TNC case result and click ‘Continue’ to proceed with the notification process
Complete the steps listed below:
1.
Select to print the SSA TNC Notice in either English or Spanish. Confirm that the
name and SSN listed on the top of the notice are correct. Print the SSA TNC Notice.
2.
Review the SSA TNC Notice privately with the employee; instructions are found on
page one of the SSA TNC Notice.
3.
Instruct the employee to indicate whether he or she will contest the SSA TNC on the
SSA TNC Notice.
4.
Ensure that you and the employee sign and date the SSA TNC Notice after the
employee has indicated his or her choice. Indicate that the employee has been
notified by selecting the check box ‘Confirm Employee Notification.’
Page 28 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
Keep original signed SSA TNC Notice on file with Form I-9.
Provide copy of signed SSA TNC Notice to the employee.
Once you complete the steps above, click ‘Continue.’
Next, confirm the employee’s decision to contest or not contest the case result.
Page 29 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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If the employee chose to contest the TNC, click ‘Continue.’
If the employee chose not to contest, click ‘Close Case’ and follow steps in Section 4.2
Close Case.
SUMMARY
EMPLOYER ACTION
xPrivately notify employee of SSA TNC
xPrint, review, sign, and date SSA TNC Notice
xInstruct employee to sign and date SSA TNC Notice
xKeep original signed SSA TNC Notice on file with Form I-9
xProvide copy of signed SSA TNC Notice to the employee
xTake next action based on employee decision to contest or not contest SSA TNC
EMPLOYEE ACTION
xDecide to contest or not contest and indicate choice on signed SSA TNC
xAcknowledge SSA TNC case result by signing and dating SSA TNC Notice
xTake next action based on decision to contest or not to contest
REFER EMPLOYEE TO SSA
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Page 30 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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REFER EMPLOYEE TO SSA – PROCESS OVERVIEW
Click ‘Refer Case.’
Complete the steps listed below:
1. ChoRse to print the SSA Referral Letter in either English or Spanish and confirm that
the name and SSN listed on the top of the letter are correct. Print the SSA Referral
Letter.
2. Review and explain the next steps to the employee – instructions to the employer are
on page one of the SSA Referral Letter and the employee instructions are on page
two.
3. Ensure that you and the employee sign and date the SSA Referral Letter.
4. Provide a copy of the signed SSA Referral Letter to the employee and file the original
SSA Referral Letter with Form I-9.
5. After these steps are complete, click ‘Continue.’
Page 31 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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The employee has been referred to SSA, and the case status is ‘Employee Referred to
SSA.’ The employee has eight federal government workdays to visit an SSA field office.
Check E-Verify for case updates and follow steps based on next case result.
Page 32 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
IMPORTANT: You may not ask the employee for additional evidence or confirmation that SSA
resolved his or her case.
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SUMMARY
EMPLOYER ACTION
xIf employee chooses to contest SSA TNC, Refer case
xEnsure that the information on the SSA Referral Letter is correct
xPrint, review, sign, and date SSA Referral Letter
xHave employee sign and date SSA Referral Letter
xKeep original signed SSA Referral Letter on file with Form I-9
xProvide copy of signed SSA Referral Letter to the employee
xCheck E-Verify for case result updates
xClose case
EMPLOYEE ACTION
xSign and date SSA Referral Letter
xVisit an SSA field office within eight federal government workdays
Page 33 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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3.2
REVIEW AND UPDATE EMPLOYEE DATA
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UPDATE CASE – PROCESS OVERVIEW
Review the accuracy of the information provided on Form I-9 with the employee. If the
employee made a mistake on Form I-9, correct and update.
To make changes click ‘Continue.’
Modify the employee’s information in the blank fields.
You can update a case one time. Ensure that this action is correct before updating the case.
Click ‘Continue.’
Follow next steps based on the case result provided.
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Page 34 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
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SUMMARY
EMPLOYER ACTION
xReview the information on Form I-9 and E-Verify with the employee for correctness
xAccess the employee’s case details page
xEnter employee’s updated information into the blank fields provided
xClick ‘Continue’
xFollow steps based on case result provided
xClose case
EMPLOYEE ACTION
xVerify that the information found on Form I-9 is accurate and correct
3.3
DHS VERIFICATION IN PROCESS
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DHS VERIFICATION IN PROCESS – PROCESS OVERVIEW
Case result displays ‘DHS Verification in Process.’
Check E-Verify for changes to case results.
DHS has three federal government workdays to respond.
Follow the next step based on the case result provided.
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Page 35 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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SUMMARY
EMPLOYER ACTION
xCheck E-Verify for case result updates
xFollow next steps based on case result provided
EMPLOYEE ACTION
xNONE
3.4
DHS TENTATIVE NONCONFIRMATION (TNC)
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NOTIFY EMPLOYEE OF DHS TNC
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'+6
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NOTIFY EMPLOYEE OF DHS TNC – PROCESS OVERVIEW
Receive DHS TNC case result and click ‘Continue’ to proceed with the notification process.
Page 36 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
Complete the steps listed below:
1. Select to print the DHS TNC Notice in either English or Spanish. Confirm that the
name and SSN listed on the top of the notice are correct. Print the DHS TNC Notice.
2. Review the DHS TNC Notice privately with the employee; instructions are found on
page one of the DHS TNC Notice.
3. Have the employee indicate whether he or she will contest the DHS TNC on the DHS
TNC Notice.
4. Ensure that you and the employee sign and date the DHS TNC Notice after the
employee has indicated his or her choice. Indicate that the employee has been
notified by selecting the check box ‘Confirm Employee Notification.’
Page 37 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
Keep original signed DHS TNC Notice on file with Form I-9.
Once you complete the steps above, click ‘Continue.’
Next, confirm employee’s decision to contest or not contest the case result.
If the employee chose to contest the TNC, click ‘Continue.’
Page 38 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
If the employee chose to not contest, click ‘Close Case’ and follow steps in Section 4.2
Close Case.
SUMMARY
EMPLOYER ACTION
xPrivately notify employee of DHS TNC
xPrint, review, sign and date DHS TNC Notice
xInstruct employee to sign and date DHS TNC Notice
xKeep original signed DHS TNC Notice on file with Form I-9
xProvide copy of signed DHS TNC Notice to employee
xTake next action based on employee decision to contest or not contest DHS TNC
EMPLOYEE ACTION
xDecide to contest or not contest and indicate choice on signed DHS TNC Notice
xAcknowledge DHS TNC case result by signing and dating DHS TNC Notice
xTake next action based on decision to contest or not to contest
REFER EMPLOYEE TO DHS
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WKHFDVHUHVXOWDQGDFNQRZOHGJHVKLVRUKHUGHFLVLRQRQWKH'+671&1RWLFH$Q
HPSOR\HHWKDWFKRRVHVWRFRQWHVWD'+671&PXVWEHUHIHUUHGWR'+6
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FDVHLVUHIHUUHGWR'+6LQ(9HULI\7KHGDWHE\ZKLFKWKHHPSOR\HHPXVWFRQWDFW
'+6LVSULQWHGLQWKH66$5HIHUUDO/HWWHU
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3URFHVV2YHUYLHZ
REFER EMPLOYEE TO DHS – PROCESS OVERVIEW
Click ‘Refer Case.’
Page 39 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
In some cases, E-Verify prompts you to submit a copy of the employee’s photo document to
DHS. Follow the steps below to complete this step when prompted.
First, obtain a copy of the employee’s Form I-9 photo document.
Then determine how you will submit a copy of this document to DHS. You may submit an
electronic copy or send a paper copy by selecting one of the following:
x
Attach and Submit Copy of Employee’s Photo Document
OR
x
Mail Copy of Employee’s Photo Document
If you chose to mail a paper copy, send it through express mail to the address below:
U.S. Department of Homeland Security (USCIS)
10 Fountain Plaza, 3rd Floor
Buffalo, NY 14202
Attn: Status Verification Unit – Photo Matching
DHS will not pay for any shipping costs. Participants are free to choose an express shipping
carrier at their own expense. Inform all hiring sites of the DHS shipping information.
Page 40 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
After you complete the above, click ‘Refer Case.’
The employee has been referred to DHS, and the case status is ‘Employee Referred.’ The
employee has eight federal government workdays to contact DHS.
After you have referred the case, complete the steps below:
1. Choose to print the DHS Referral Letter in either English or Spanish and confirm that
the name and SSN listed on the top of the letter are correct. Print the DHS Referral
Letter.
2. Review the DHS Referral Letter and explain the next steps to the employee –
instructions to the employee are on page one of the SSA Referral Letter and the
employer instructions are on page two.
3. Ensure you and the employee sign and date the letter.
4. Provide a copy of the signed SSA Referral Letter to the employee and file the original
letter with Form I-9.
5. After these steps are complete, click ‘Continue.’
Page 41 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
Check E-Verify for case updates
IMPORTANT: You may not ask the employee for additional evidence or confirmation that
DHS resolved his or her case.
Page 42 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
$IWHUWKHHLJKWIHGHUDOJRYHUQPHQWZRUNGD\VD'+65HIHUUDOZLOOSURYLGHRQHWKH
IROORZLQJFDVHUHVXOWV
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SUMMARY
EMPLOYER ACTION
xIf employee chooses to contest DHS TNC, Refer Case
xEnsure that the information on the DHS Referral Letter is correct
xPrint, review, sign, and date DHS Referral Letter
xHave employee sign and date DHS Referral Letter
xKeep original signed Referral letter on file with Form I-9
xProvide copy of signed DHS Referral Letter to employee
xExpress mail or attach and submit a copy of employee’s photo document to send to
DHS if TNC is due to photo mismatch
xCheck E-Verify for case result updates
xClose Case
EMPLOYEE ACTION
xSign and date DHS Referral Letter
xContact DHS within eight federal government workdays
xDHS instructs employee on the next steps
Page 43 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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3.5 SSA CASE IN CONTINUANCE AND DHS CASE IN
CONTINUANCE
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ILHOGRIILFHDQGRUFRQWDFWHG'+6EXWPRUHWLPHLVQHHGHGWRGHWHUPLQHDILQDOFDVH
UHVXOW7KHUHDVRQ66$'+6QHHGVPRUHWLPHLVXQLTXHDQGYDULHVZLWKHDFK
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FDQQRWWHUPLQDWHRUWDNHDGYHUVHDFWLRQDJDLQVWWKHHPSOR\HHZKLOH66$'+6LV
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(DFKFDVHUHVXOWUHTXLUHVGLIIHUHQWDFWLRQVRUVWHSVWRFRQWLQXHRUFORVHWKHFDVH
7KHVHDFWLRQVDUHRXWOLQHGLQHDFKFDVHUHVXOWVHFWLRQWKURXJKRXWWKLVPDQXDO
SUMMARY
EMPLOYER ACTION
xCheck E-Verify for case result updates
xClose Case
EMPLOYEE ACTION
xNONE
Page 44 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
4.0 FINAL CASE RESOLUTION
7RFRPSOHWHWKH(9HULI\SURFHVVHYHU\FDVHPXVWUHFHLYHDILQDOFDVHUHVXOWDQGEH
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4.1
FINAL NONCONFIRMATION (FNC)
$)LQDO1RQFRQILUPDWLRQPHDQVWKDWDILQDOFDVHUHVXOWKDVEHHQSURYLGHGDQG\RX
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SSA FINAL NONCONFIRMATION AND DHS FINAL
NONCONFIRMATION
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YHULI\DQHPSOR\HH¶VHPSOR\PHQWHOLJLELOLW\DIWHUDQHPSOR\HHKDVFRQWDFWHG'+6RU
YLVLWHGDQ66$ILHOGRIILFH
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,,6HFWLRQ&±5HVSRQVLELOLWLHVRIWKH(PSOR\HULQWKH028
SUMMARY
EMPLOYER ACTION
xReceive SSA or DHS Final Nonconfirmation case result
xClose Case
EMPLOYEE ACTION
xNONE
Page 45 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
DHS NO SHOW
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IHGHUDOJRYHUQPHQWZRUNGD\V$'+61R6KRZUHVSRQVHLVFRQVLGHUHGD)LQDO
1RQFRQILUPDWLRQ$)LQDO1RQFRQILUPDWLRQPHDQVWKDWWKHFDVHPXVWEHFORVHGLQ
(9HULI\
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,,6HFWLRQ&±5HVSRQVLELOLWLHVRIWKH(PSOR\HULQWKH028
SUMMARY
EMPLOYER ACTION
xReceive DHS No Show case result
xClose Case
EMPLOYEE ACTION
xNONE
Page 46 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
4.2
CLOSE CASE
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IROORZWKHVWHSVRXWOLQHGLQWKH&ORVH&DVH3URFHVV2YHUYLHZ
CLOSE CASE – PROCESS OVERVIEW
Click ‘Close Case’
Next, determine if the employee is still employed with the company, select yes or no and
click ‘Continue’.
Next, select the most appropriate statement and click, ‘Continue.’
Record the case verification number on the employee’s Form I-9, or print the case details
and file it with the employee’s Form I-9.
Page 47 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
******
This completes the E-Verify verification process.
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WKH&ORVH&DVH6WDWHPHQWVOLVWHGEHORZ(9HULI\ZLOOSUHVHQWRQO\WKRVHVWDWHPHQWV
WKDWDUHUHOHYDQWWRHDFKFDVH7KLVPHDQVWKDWLQVRPHFDVHVQRWDOORIWKH&ORVH
&DVH6WDWHPHQWVDUHDYDLODEOH8VHWKH&ORVH&DVH6WDWHPHQWVWRVHOHFWWKHRQHWKDW
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CLOSE CASE STATEMENTS
The employee continues to work for the employer after receiving an
Employment Authorized result.
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WKHHPSOR\HHFRQWLQXHVWRZRUNIRUWKHHPSOR\HU
The employee continues to work for the employer after receiving a Final
Nonconfirmation result.
(9HULI\FDQQRWYHULI\WKDWWKLVHPSOR\HHLVDXWKRUL]HGWRZRUNLQWKH8QLWHG
6WDWHV7KHHPSOR\HHKDGFRQWHVWHGWKH7HQWDWLYH1RQFRQILUPDWLRQEXWZDV
XQDEOHWRUHVROYHLW7KHHPSOR\HUFKRRVHVWRH[HUFLVHLWVOHJDOULJKWWRDOORZWKH
HPSOR\HHWRFRQWLQXHWRZRUN
The employee continues to work for the employer after receiving a No
Show result.
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6WDWHV7KHHPSOR\HHKDGFRQWHVWHGWKH7HQWDWLYH1RQFRQILUPDWLRQEXWGLGQRW
WDNHDFWLRQWRUHVROYHLW7KHHPSOR\HUFKRRVHVWRH[HUFLVHLWVOHJDOULJKWWRDOORZ
WKHHPSOR\HHWRFRQWLQXHWRZRUN
The employee continues to work for the employer after choosing not to
contest a Tentative Nonconfirmation.
(9HULI\FDQQRWYHULI\WKDWWKLVHPSOR\HHLVDXWKRUL]HGWRZRUNLQWKH8QLWHG
6WDWHV7KHHPSOR\HHFKRVHQRWWRFRQWHVWWKH7HQWDWLYH1RQFRQILUPDWLRQ7KH
Page 48 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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HPSOR\HUFKRRVHVWRH[HUFLVHLWVOHJDOULJKWWRDOORZWKHHPSOR\HHWRFRQWLQXHWR
ZRUN
The employee was terminated by the employer for receiving a Final
Nonconfirmation result.
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6WDWHV7KHHPSOR\HHKDGFRQWHVWHGWKH7HQWDWLYH1RQFRQILUPDWLRQEXWZDV
XQDEOHWRUHVROYHLW7KHHPSOR\HUWHUPLQDWHGWKHHPSOR\HHEHFDXVHRIWKH)LQDO
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The employee was terminated by the employer for receiving a No Show
result.
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6WDWHV7KHHPSOR\HHKDGFRQWHVWHGWKH7HQWDWLYH1RQFRQILUPDWLRQEXWGLGQRW
WDNHDFWLRQWRUHVROYHLW7KHHPSOR\HUWHUPLQDWHGWKHHPSOR\HHEHFDXVHRIWKH
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The employee was terminated by the employer for choosing not to contest
a Tentative Nonconfirmation.
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6WDWHV7KHHPSOR\HHFKRVHQRWWRFRQWHVWWKH7HQWDWLYH1RQFRQILUPDWLRQ7KH
HPSOR\HUWHUPLQDWHGWKHHPSOR\HHEHFDXVHWKHHPSOR\HHFKRVHQRWWRFRQWHVWWKH
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The employee voluntarily quit working for the employer.
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The employee was terminated by the employer for reasons other than
E-Verify.
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The case is invalid because another case with the same data already
exists.
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The case is invalid because the data entered is incorrect.
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SUMMARY
EMPLOYER ACTION
xClick ‘Close Case’
xIndicate the employee’s employment status
xSelect the appropriate Close Case statement
xRecord case verification number on Form I-9 or print screen and file it with Form I-9
xE-Verify case process is now completed.
EMPLOYEE ACTION
xNONE
Page 49 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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4.3
CASE ALERTS
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WR(9HULI\&DVH$OHUWVLQIRUP\RXRIRQHRIWKHIROORZLQJ
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DQXPEHULQDUHGFLUFOHRQWKHDOHUW(DFK&DVH$OHUWFDQEHDFFHVVHGE\DVLPSOH
FOLFN&DVHVFDQDOVREHDFFHVVHGWKURXJKµ9LHZ&DVHV¶DQGXVLQJWKHVHDUFKIXQFWLRQ
5HYLHZWKH&DVH$OHUWV±2YHUYLHZIRUPRUHLQIRUPDWLRQ
CASE ALERTS – OVERVIEW
E-Verify user home page display with no Case Alerts.
E-Verify user home page display with Case Alerts.
Click on the alert requiring your attention to access your Case Alert(s).
Page 50 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
Case Alerts can also be accessed:
From ‘My Cases,’ select ‘View Cases.’
Determine your search criteria, click ‘Search.’
OPEN CASES TO BE CLOSED
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Page 51 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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i6RUWFDVHVE\VWDWXVODVWQDPHILUVWQDPHFDVHQXPEHURU+LUH'DWH
i$TXLFNOLQNWRHDFKFDVHE\FOLFNLQJRQWKH&DVH1XPEHU
CASES WITH NEW UPDATES
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FKDQJHLQFDVHUHVXOW$OOLQWHULPFDVHUHVXOWVPXVWUHFHLYHDILQDOFDVHUHVXOWDQGEH
FORVHG7KLV&DVH$OHUWLVDQHDV\ZD\WRPDQDJHWKHVHFDVHV
WORK AUTHORIZATION DOCUMENTS EXPIRING
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(PSOR\PHQW$XWKRUL]DWLRQ'RFXPHQWRU)RUP,GRFXPHQWLVH[SLULQJ7KLVW\SHRI
DOHUWZLOORQO\DSSHDULIWKHGRFXPHQWWKHHPSOR\HHSUHVHQWHGIRUWKHRULJLQDO
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7KLVLVVLPSO\DKHOSIXODOHUWWKDWZLOOUHPLQG\RXWRUHYHULI\WKHHPSOR\HHE\
XSGDWLQJ6HFWLRQRI)RUP,7KHHPSOR\HHFDQQRWEHUHYHULILHGLQ(9HULI\
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5.0 CASE REPORTS
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)HGHUDOFRQWUDFWRUV7KHVHLQFOXGH&RUSRUDWH2YHUYLHZRI3LORW8VDJH8VHU$XGLW
5HSRUWDQG8VHU5HSRUW7KLVVHFWLRQSURYLGHVGLUHFWLRQRQKRZWRFUHDWHHDFKRI
WKHVHUHSRUWVLQ(9HULI\
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5.1
CORPORATE OVERVIEW OF PILOT USAGE
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E\\RXUFRPSDQ\ZLWKLQDILVFDO\HDU,I\RXUFRPSDQ\KDVQRWFUHDWHGDQ\FDVHV
GXULQJWKHILVFDO\HDUDUHSRUWZLOOVWLOODSSHDUZLWKDWRWDORI]HUR7KLVUHSRUWLV
DYDLODEOHWR&RUSRUDWH$GPLQLVWUDWRUVDQG3URJUDP$GPLQLVWUDWRUV
7RFUHDWHD&RUSRUDWH2YHUYLHZRI3LORW8VDJH5HSRUWVHHWKH&RUSRUDWH2YHUYLHZRI
3LORW8VDJH±5HSRUW2YHUYLHZ
CORPORATE OVERVIEW OF PILOT USAGE – REPORT OVERVIEW
Select ‘Corporate Overview of Pilot Usage.’
Click ‘Next.’
Below screen will be shown.
Page 53 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
www.dhs.gov/E-Verify
Determine and select which Report Format, PDF or Excel, you would like to view.
Use drop down box to select the Fiscal Year you want a report on.
Click ‘Run Report.’
Use report as needed.
5.2
USER AUDIT REPORT
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QXPEHUWKHGDWHWKHFDVHZDVLQLWLDWHGWKH661DOLHQQXPEHU,QXPEHUODVW
QDPHILUVWQDPHLQWHULPYHULILFDWLRQHOLJLELOLW\RUFDVHUHVXOWDGGLWLRQDOYHULILFDWLRQ
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USER AUDIT REPORT – REPORT OVERVIEW
Select ‘User Audit Report.’
Click ‘Next.’
Below screen will be shown.
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Determine and select which Report Format, PDF or Excel, you would like to view.
Use drop down box to select the E-Verify User you want a report on.
Enter dates.
Click ‘Run Report.’
Use report as needed.
5.3
USER REPORT
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USER REPORT – REPORT OVERVIEW
Click ‘User Report.’
Click ‘Next.’
Below screen will be shown.
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Determine and select which Report Format, PDF or Excel, you would like to view.
Use drop down box to select User Role you want a report on.
Click ‘Run Report.’
Use report as needed.
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6.0 USER ACCOUNT ADMINISTRATION
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6.1
USER ROLES
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Program
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(at least one
required)
General User
(optional)
6.2
USER ROLE FUNCTIONS OVERVIEW
ADD
VIEW
UPDATE
UNLOCK
USERS
CASES
CASES
USERS
x
x
x
x
x
VERIFY
EMPLOYEES
x
x
x
USER ID AND PASSWORD CREATION
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x $WOHDVWRQHXSSHUFDVHRUORZHUFDVHOHWWHU
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PASSWORD EXAMPLE
This is an acceptable password:
IL!keH20
at least eight characters in length
an uppercase letter
a lowercase letter
a special character
a number
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If you are locked out of your user account, first try to change your password using
the link “Forgot your User ID?” or “Forgot your password?”
If you are unsuccessful at changing your password with the automatic system,
contact your Program Administrator. If your Program Administrator is not available
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contact E-Verify Customer Support 888-464-4218.
RESET OR CHANGE PASSWORD
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RESET OR CHANGE PASSWORD – OVERVIEW
From ‘My Profile,’ select ‘Change Password.’
’Change Password’ page will display.
Type current password in the ‘Old Password’ field.
Type new password in the ‘New Password’ field.
Re-Type New Password in the ‘Re-Type New Password’ field. The new password cannot be
the same as any of the last six passwords.
Enter Password challenge questions and answers.
Receive one of the following confirmation messages:
xIf the system processed the password change, then use the new password the next time
you log in to E-Verify.
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xIf the system was unable to process the password change due to user error, carefully
repeat the steps for changing a password.
xIf the system was unable to process the password change, try changing the password
later.
6.3
UPDATE USER PROFILE INFORMATION
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UPDATE USER PROFILE
From ‘My Profile,’ select ‘Edit Profile.’
Add information or edit fields as necessary. A field with an asterisk (*) is a required field.
Click ‘Submit User Profile Changes’. A confirmation message and your profile information will
display.
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, attempt to update
your profile at a later time. If the second profile update attempt fails, contact the E-Verify
Technical Support at 800-741-5023.
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7.0 MY COMPANY – PROGRAM
ADMINISTRATORS
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7.1
ADD USERS
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WKH3URJUDP$GPLQLVWUDWRUPXVWSURYLGHWKHXVHU¶VQDPHSKRQHQXPEHUID[
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,IDXVHUOHDYHVWKHFRPSDQ\RUQRORQJHUQHHGVDFFHVVWR(9HULI\D3URJUDP
$GPLQLVWUDWRUPXVWGHOHWHWKHXVHU¶VDFFRXQW7RGHOHWHDXVHU¶VDFFRXQWVHH'HOHWH
8VHU$FFRXQW±3URFHVV2YHUYLHZ
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IROORZWKHVWHSVLQWKH5HJLVWHU1HZ8VHUV±3URFHVV2YHUYLHZ
REGISTER NEW USERS – PROCESS OVERVIEW
From ‘My Company,’ select ‘Add New User.’
Choose general user or program administrator and provide the person’s name, phone
number, fax number and e-mail address and click ‘Next.’
Choose a user ID and create a temporary password for the new user. Accept the system-
generated user ID or create a new user ID.
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Review the information submitted and then click ‘Submit New User.’
Provide the new user with the user ID and password created.
7.2
VIEW EXISTING USERS
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8VHUV±3URFHVV2YHUYLHZ
VIEW USERS – PROCESS OVERVIEW
From, ‘My Company,’ select ‘View Existing Users.’
Search for a user using the criteria displayed in each field. You can enter a partial name and
a percent (%) sign as a wildcard character.
Click ‘Display User Summary List.’
A list of user accounts displays – you can view or modify a user account by selecting the user
ID.
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RESET USER’S PASSWORD
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RESET USER’S PASSWORD – PROCESS OVERVIEW
First, follow the steps in ‘View Users – Process Overview’ to find the user that needs his or
her password changed.
Select the appropriate user by selecting his or her User ID.
You can change the password two ways, including:
Select ‘Force Change Password’ to prompt a user to change his or her password at the next
login.
Or
Assign a temporary password by completing both fields under Reset User Password.
Click ‘Submit User Modifications.’
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NOTE: If the system does not accept the user information update after processing it again,
contact the DHS Verification Information System Help Desk at 1(800)-741-5023.
DELETE USER ACCOUNT
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DELETE USERS – PROCESS OVERVIEW
To delete a user account, first view the user following the steps above and then perform either
of the following steps:
Click ‘Delete’ in the row of the user’s account you wish to delete on the User Summary List
page.
- OR Click ‘Delete User’ on the View/Modify User Information page.
In both instances, the User Deletion Information page will open, which displays the information
for the user whom you want to delete. Click Delete User to delete the user’s account.
After you click ‘Delete User’ changes will be permanent.
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7.3
MY COMPANY
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2QFHD3URJUDP$GPLQLVWUDWRUKDVXSGDWHGWKHFRPSDQ\¶VSURILOHKHRUVKHZLOOEH
VXEMHFWWRWKHUXOHVDQGUHTXLUHPHQWVDVVRFLDWHGZLWKWKLVSURILOHDQGKDYHDFFHVVWR
DOORQOLQHUHVRXUFHVVSHFLILFWRWKDWSURILOH
UPDATE COMPANY INFORMATION – PROCESS OVERVIEW
From ‘My Company,’ select ‘Edit Company Profile.’
To modify any section of the Company Information page, click ‘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.
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Make the required changes and click ‘Submit.’
IMPORTANT: After you click, ‘Submit,’ the Program Administrator cannot undo any changes
that have been entered without manually reentering the original information.
MAINTAIN COMPANY INFORMATION FIELDS
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MAINTAIN COMPANY INFORMATION
FIELD NAME
DESCRIPTION
Company Name
Company enrolled in E-Verify.
Physical Location
Location where employment eligibility verifications are completed.
Mailing Address
Company’s mailing address. If this address is different from the
physical location, use this field to make the necessary changes.
Additional Information
Information about the size of the company and any associated
Corporate Parent Company information if applicable.
Employer Identification
Number, (EIN)
Also known as Federal Tax Identification Number.
Parent Organization
An organization that owns or controls other organizations
(sometimes called subsidiaries). For corporations, a parent
corporation is often defined as a corporation that owns more than
50 percent of another corporation.
Administrator
Some companies many have many locations that do employment
verification work and an E-Verify corporate account (also called
corporate administrator access) offers reporting and oversight
features for the multiple company locations that access E-Verify.
UPDATE POINTS OF CONTACT
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(9HULI\LVVXHV7KH3URJUDP$GPLQLVWUDWRULVDXWRPDWLFDOO\DVVLJQHGDVWKHSRLQWRI
FRQWDFWXQOHVVLWLVFKDQJHG7RXSGDWHWKHSRLQWRIFRQWDFWVHH8SGDWH3RLQWVRI
&RQWDFW±3URFHVV2YHUYLHZ
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UPDATE POINTS OF CONTACT – PROCESS OVERVIEW
From ‘My Company,’ select ‘View Existing Users.’
Click ‘View/Edit’ in the Total Points of Contact section of the Company Summary page to
modify this information. The Points of Contact Summary page opens.
Points of contact summary page list.
Click ‘Add’ to add a new point of contact.
Click ‘Edit’ after adding the new point of contact's information or modifying an existing point of
contact's information. The updated Points of Contact Summary List page will appear.
Click ‘Delete’ to delete a point of contact. The updated Points of Contact Summary List page
will appear.
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Click ‘Save and Continue’ when finished updating the point(s) of contact. This brings the
Program Administrator back to the Company Information page.
UPDATING NORTH AMERICAN INDUSTRY CLASSIFICATION
SYSTEM (NAICS) CODE INFORMATION
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UPDATE NAICS CODE – PROCESS OVERVIEW
From ‘My Company,’ select ‘View Existing Users.’
Click ‘View/Edit’ in the NAICS section of the Company Summary page.
The NAICS Code page displays the NAICS code entered when your company registered for
E-Verify.
To modify the NAICS Code field, enter the new three-digit NAICS code. If the new number is
not known, a Program Administrator can search available codes. To determine the
company's NAICS code, select ‘Generate NAICS Code.’ In the subsequent screens, select
the appropriate sector and subsector from the drop down list. As a Program Administrator
proceeds from page to page, the resulting NAICS code appears in the NAICS Code field.
Select the appropriate category for the company from each list that appears and select
‘Accept NAICS Code and Continue.’ Once you have accepted the final subsector, the
Company Summary page appears.
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ADD NEW HIRING SITE(S)
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HPSOR\PHQWYHULILFDWLRQVDUHSHUIRUPHG
6HOHFWµ(GLW&RPSDQ\3URILOH¶DQGFOLFNµ9LHZ(GLW¶LQWKH7RWDO+LULQJ6LWHVVHFWLRQRI
WKH&RPSDQ\,QIRUPDWLRQSDJHWRPDNHFKDQJHVWRWKHQXPEHURIKLULQJVLWHV
6HOHFWLQJWKLVRSWLRQRSHQVWKH&RPSDQ\+LULQJ6LWHVSDJH
7KH&RPSDQ\+LULQJ6LWHVSDJHVKRZVWKHVWDWHVZKHUHWKHHPSOR\HUKDVKLULQJVLWHV
DQGWKHQXPEHURIKLULQJVLWHVIRUHDFKVWDWH3URJUDP$GPLQLVWUDWRUVKDYHWKH
RSWLRQWRDGGKLULQJVLWHVIRUDQHZVWDWHHGLWWKHQXPEHURIKLULQJVLWHVLQDVWDWH
ZKHUHWKHHPSOR\HUFXUUHQWO\KDVKLULQJVLWHVRUGHOHWHDVWDWHIURPWKHKLULQJVLWH
OLVW
7RDGGDQHZVWDWHZKHUHWKHHPSOR\HUKDVKLULQJVLWHVIROORZWKH$GG1HZ6WDWH
+LULQJ6LWH±3URFHVV2YHUYLHZ
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ADD NEW STATE HIRING SITE – PROCESS OVERVIEW
From ‘My Company,’ select ‘View Existing Users.’
Click ‘View/Edit’ in the Total Hiring Sites section of the Company Summary page.
Click ‘Add’ to add hiring sites for a new state. Select the state from the drop down list, enter
the number of hiring sites, then click ‘Update.’
To edit the number of hiring sites in a state where the company currently has hiring sites:
click ‘Edit’ next to the state whose number of hiring sites you wish to edit. Change the number
of hiring sites, and then click ‘Update.’
To delete a state from the company’s hiring site list: click ‘Delete’ next to the state you want to
remove. Confirm that you want to remove the state and all of its hiring sites by selecting
‘Delete Site.’
Click ‘Next’ to submit modifications and return to the Company Information page.
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CLOSE COMPANY ACCOUNT
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RXWOLQHGLQ7HUPLQDWH3DUWLFLSDWLRQ±3URFHVV2YHUYLHZ,IWKHFRPSDQ\KDVPRUH
WKDQRQHVLWHXVLQJ(9HULI\DQGWKHHQWLUHFRPSDQ\LVUHTXHVWLQJWHUPLQDWLRQHDFK
RIWKHFRPSDQ\¶VVLWHVPXVWJRWKURXJKWKLVSURFHVV
TERMINATE PARTICIPATION – PROCESS OVERVIEW
From ‘My Company,’ click ‘Close Company Account.’
Enter the reason in the ‘Termination Request Reason’ field.
Click ‘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.
REMINDER
Å
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.
L
If you submitted a termination request in error, please call E-Verify Customer Support at
888-464-4218 for assistance
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8.0 CLIENT COMPANY ADMINISTRATION FOR
DESIGNATED AGENTS
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x(QUROOQHZ&OLHQWV
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x9LHZ&OLHQW028
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(9HULI\
8.1
CLIENT ENROLLMENT
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(9HULI\7RHQUROOD&OLHQWLQ(9HULI\IROORZWKHVWHSVRXWOLQHGLQ1HZ&OLHQW
(QUROOPHQW±3URFHVV2YHUYLHZ
NEW CLIENT ENROLLMENT - PROCESS OVERVIEW
From ‘My Clients,’ select ‘Add New Client.’
Select which category best describes your Client’s organization. Enter information for your Client including Client Name, physical location, mailing
address, Employee Identification Number (EIN), number of employees, and Parent
Company. In E-Verify, a red asterisk (*) to the right of a text box indicates a required
field.
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Enter the North American Industry Classification System (NAICS) code, and click
‘Accept NAICS Code and Continue.’ If you do not know the Client's NAICS code, you
must generate a NAICS code that is 3-digits.
To generate a 3-digit code; click ‘Generate NAICS Code.’ You must select your Sector
and Subsector from the drop-down lists provided. If there is not a code specific to the
Client's type of business, select the industry that best fits the company’s type of work.
Once the 3-digit NAICS code is generated, click ‘Accept NAICS Code and Continue.’
Select ‘Single Site Verification’ or ‘Multiple Sites Verification’ for the Client.
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Enter the primary point of contact for the Client, edit as necessary.
Review the company information, click ‘Register Employer.’
To complete the enrollment process, select ‘Generate MOU.’
Print and provide the Designated Agent – Client Memorandum of Understanding
(MOU) to the Client.
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Enrollment is complete after the MOU is provided to the Client, and the Client signs
the MOU.
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XSORDGLQJDQHOHFWURQLFFRS\LQ(9HULI\7KHVLJQDWXUHSDJHPXVWEHLQWKHIRUPRID
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(OHFWURQLF6XEPLVVLRQRI0286LJQDWXUH3DJH±3URFHVV2YHUYLHZ
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ELECTRONIC SUBMISSION OF MOU SIGNATURE PAGE – PROCESS OVERVIEW
From ‘My Clients,’ select ‘View Existing Clients.’
Enter the Client search criteria, select the radio button for pending registration; click ‘Display
Client Summary List.’
Click ‘Edit’ for the appropriate Client.
Ensure all the information for the Client is accurate and click ‘Upload Signature Page.’
Page 78 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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Enter the date the MOU was signed by the Client, attach the signature page, and click
‘Submit Electronic Document.’
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EHJLQFUHDWLQJQHZFDVHVLQ(9HULI\IRUWKH&OLHQW
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8.2
MAINTAIN CLIENT INFORMATION
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UPDATE CLIENT INFORMATION – PROCESS OVERVIEW
From ‘My Clients’ select ‘View Existing Clients.’
Enter the Client search criteria, select ‘Display Client Company Summary List.’
Click ‘Edit’ for the appropriate Client.
Page 81 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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To modify any section of the Company Information page; click ‘View/Edit’ in the section you
want to modify, i.e. Company Name and Physical Location, NAICS Code, Total Hiring Sites
and Total Points of Contact.
Make the required changes and click ‘Submit.’
Page 82 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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COMPANY INFORMATION FIELDS
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OLVWHGLQWKH&RPSDQ\,QIRUPDWLRQ2YHUYLHZ
COMPANY INFORMATION OVERVIEW
FIELD NAME
DESCRIPTION
Company Name
Company enrolled in E-Verify
Physical Location
Location where employment eligibility verifications are completed
Mailing Address
Company’s mailing address. If this address is different from the
physical location, use this field to make the necessary changes
Organization
Designation
Information regarding federal contractors
NAICS Code
North American Industry Classification System Code
8.3
VIEW CLIENT MOU
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(9HULI\$EODQN028WHPSODWHLVDOVRDYDLODEOHWR3URJUDP$GPLQLVWUDWRUV7RYLHZ
WKH&OLHQW028IROORZWKHVWHSVRXWOLQHGLQ9LHZ&OLHQW028±3URFHVV2YHUYLHZ
Page 83 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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VIEW CLIENT MOU – PROCESS OVERVIEW
From ‘My Clients’ select ‘View Existing Clients.’
Enter the Client search criteria and select ‘Display Client Company Summary List.’
Click ‘Edit’ for the appropriate Client.
Select the hyperlink ‘View MOU Signature Page’ to view an electronic copy of the signature
page signed by both you as the Designated Agent and your Client.
Click ‘View MOU’ to view a blank version of the MOU.
Page 84 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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8.4
TERMINATE CLIENT PARTICIPATION
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FRPSDQ\¶VVLWHVPXVWJRWKURXJKWKLVSURFHVV
TERMINATE CLIENT PARTICIPATION – PROCESS OVERVIEW
From ‘My Clients’ select ‘View Existing Clients.’
Enter the Client search criteria and click ‘Display Client Summary List.’
Click ‘Terminate’ for the appropriate Client.
Enter the reason for termination in the ‘Terminate Request Reason’ field.
Click ‘Request Client Termination’
A message will appear informing you that the E-Verify office will be notified of the Client’s
request to terminate participation in E-Verify.
Page 85 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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9.0 RESOURCE AND CONTACT INFORMATION
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UHVRXUFHVZHVXJJHVWWKDW\RXµERRNPDUN¶RUVDYHWKHZHEVLWHVDVµIDYRULWHV¶VR
\RX¶OOKDYHHDV\DFFHVVWRWKHPLQWKHIXWXUH
E-VERIFY CONTACT INFORMATION
E-Verify Public Web Site
http://www.dhs.gov/e-verify
xProgram information and statistics
xFrequently asked questions
xProvides general information about
E-Verify
E-Verify Enrollment Application
https://e-verify.uscis.gov/enroll
xWeb site for initial company
enrollment
E-Verify Access for Employers and
Corporate Administrators
https://e-verify.uscis.gov/emp
xUser access to E-Verify
E-Verify Access for Designated
Agents
https://e-verify.uscis.gov/esp
xUser access to E-Verify
E-Verify Customer Support
xAccount information and assistance
with policy questions
E-Verify Technical Support
xTechnical assistance using E-Verify
Phone: 888-464-4218
E-mail: [email protected]
Hours of Operation: Monday through Friday,
8:00 a.m. to 5:00 p.m. local time except federal
holidays
Phone: 800-741-5023
Hours of Operation: Monday through Friday,
9:00 a.m. to 7:00 p.m. (Eastern Time) except
Thanksgiving, Christmas and New Year’s Day
Page 86 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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E-Verify Employee Hotline
x For employees of employers that
participate in E-Verify
Office of Special Counsel for
Immigration-Related Unfair
Employment Practices (OSC)
x Question about immigration-related
discrimination
Phone: 77<
E-mail: [email protected]
Hours of Operation: Monday through Friday,
8:00 a.m. to 5:00 p.m. local time except federal
holidays
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77<
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77<
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Page 87 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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GLOSSARY
A
Acceptable Documents for Verifying Identity and Employment Authorization
'RFXPHQWVGHVLJQDWHGIRUGHWHUPLQLQJHPSOR\PHQWDXWKRUL]DWLRQDQGLGHQWLW\XQGHU
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for Employers0IRXQGDWZZZXVFLVJRY(PSOR\HHVKDYHWKHULJKWWRFKRRVH
ZKLFKGRFXPHQWRUFRPELQDWLRQRIGRFXPHQWVWRSUHVHQW3OHDVHQRWHWKDWDQ\/LVW
%GRFXPHQWSUHVHQWHGWRD)HGHUDOFRQWUDFWRUSDUWLFLSDWLQJLQ(9HULI\mustFRQWDLQ
DSKRWRJUDSK
Admission Number or I-94 Number
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)RUP,$
Alien (Noncitizen)
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Alien Authorized to Work
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QRQFLWL]HQZKRLVJUDQWHGZRUNDXWKRUL]DWLRQE\86&,6XSRQUHTXHVW7KLVRSWLRQ
VKRXOGQRWEHVHOHFWHGIRUD/DZIXO3HUPDQHQW5HVLGHQW
Alien Registration Number (“A” Number) or Alien Number
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$)LOHLVFUHDWHG Anti-Discrimination Notice
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SURYLGHVLQIRUPDWLRQWRHPSOR\HHVFRQFHUQLQJGLVFULPLQDWLRQLQWKHZRUNSODFH7KH
(9HULI\0HPRUDQGXPRI8QGHUVWDQGLQJUHTXLUHVSDUWLFLSDWLQJ)HGHUDOFRQWUDFWRUVWR
GLVSOD\ERWKWKH(QJOLVKDQG6SDQLVKYHUVLRQVRIWKHQRWLFHLQDSURPLQHQWSODFHWKDW
LVFOHDUO\YLVLEOHWRSURVSHFWLYHHPSOR\HHV 7KLVQRWLFHLVDYDLODEOHLQWKHRQOLQH
UHVRXUFHVVHFWLRQRI(9HULI\)RUTXHVWLRQVDERXWGLVFULPLQDWLRQGXULQJWKH
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Arrival/Departure Record (Form I-94 or I-94A)
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FRQWDLQVDQGLJLWDGPLVVLRQQXPEHUWKDWPD\EHXVHGDVSDUWRIWKHLQLWLDO(
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Page 88 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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C
Case in Continuance
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Case Verification Number
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HPSOR\HH¶V)RUP,
Client Company
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Designated Agent
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Employment Authorized
Page 89 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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7KHUHVXOWUHFHLYHGLQ(9HULI\ZKHQWKHLQIRUPDWLRQHQWHUHGLQWRIRUDQHPSOR\HH
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Employment Authorization Document (Form I-766)
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Form I-9, Employment Eligibility Verification
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E-Verify
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E-Verify Participation Notice
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Final Nonconfirmation
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Handbook for Employers (M-274)
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Page 90 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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Page 91 of 94 | M-574, E-Verify User Manual for Federal contractors | June 2010|
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