An Introduction to EVerify

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An Introduction to E-Verify

• North Carolina Office of State Personnel

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Senate Bill 1523- Session 2005

• Each State Agency, department , institution,
  university, community college and local education
  agency shall verify in accordance with the
  E-Verify Program (formerly the Basic Pilot
  Program) administered by the USDHS, each
  individuals legal status or authorization to
  work in the United States after hiring the
  individual to work in the United States.

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E-Verify Introductory Topics

• Program Administration
• Memorandum of Understanding
• Suggested User IDs
• NAICS Code Choice
• Types of Reports Available
• Changes in current I-9 process
• Memorandum of Understanding- Employer Obligations
• Training

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What is E-Verify?

• The E-Verify Program involves verification checks
  of the Social Security and Department of Homeland
  Security databases.
• E-Verify uses an automated system to verify the
  employment eligibility of all newly hired
  employees.

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What is the Memorandum of Understanding?

• Details responsibilities of
• Participating Employer
• Department of Homeland Security
• Social Security Administration

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MOU- Employer Responsibilities

• Employer must provide names, titles, addresses
  and phone numbers of all E-Verify users to the
  DHS
• All users of the system must complete the online
  tutorial

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MOU- Employer Responsibilities

• Employer must initiate E-Verify verification
  within 3 days of employment
• E-Verify verification must follow completion of
  I-9 form
• Employer MAY NOT complete an E-Verify
  verification prior to offering a position to a
  candidate

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MOU- Employer Responsibilities

• Employer may not verify selectively must
  initiate verification for every new employee
  hired
• May not take any adverse action against an
  employee while tentative nonconfirmations are
  processing

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MOU- Employer Responsibilities

• Must concurrently comply with I-9 procedures, but
  only accept I-9 List B documents with pictures.
  This requirement renders the following documents
  unacceptable
• Drivers license or permit without photo
• Federal, State, or Local ID card without photo
• Voters Registration Card
• Military draft record
• Native American Tribal Document without photo

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MOU- Employer Responsibilities

• Employer may no longer accept the following I-9
  List B documents from new employees under the age
  of 18
• School records or report cards
• Clinic, doctor or hospital records
• Day-care or nursery school records

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MOU- Employer Responsibilities

• Employer must record case verification number on
  I-9 form
• OR
• Attach a print out of the verification page to
  the I-9 form

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MOU- Employer Responsibilities

• Employer must display notices provided by the
  Department of Homeland Security
• Statements inform employees of the E-Verify
  system and what type of verification they are
  subject to

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MOU- Employer Responsibilities

• Employer will be subject to audits from DHS and
  SSA regarding
• I-9 Forms
• SSA Transaction records
• DHS Verification records

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MOU- Employer Responsibilities

• PENALTIES
• Employer is subject to a civil penalty of between
  500 and 1000 for each failure to notify the
  Department of Homeland Security of continued
  employment following a final nonconfirmation
• FINES ARE NOT GOING TO BE AN IMMEDIATE THREAT

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E-Verify Administration

• Who will sign the Memorandum of Understanding?
• Who is going to be a corporate administrator?
• Who will be a program administrator?
• Why will AOC, Community Colleges, UNC-GA have
  different administrative structure?

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E-Verify Administration

• Memorandums of Understanding
• Each University/Agency will sign its own
  Memorandum of Understanding
• Will be responsible for the administration of
  E-Verify program within their University/Agency
• International Employment Specialist from OSP will
  be a Co-Corporate Administrator for ease of
  running reports

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E-Verify Administration

• Multiple Corporate Administrators
• Agency/University accounts are able to designate
  as many Corporate Administrators as they wish
• Each Corporate Administrator will only have
  access to information entered by their particular
  University or Agency users
• A representative from UNC-GA will be included as
  a Corporate Administrator on each State
  University user account

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E-Verfiy Administration

• OSPs access to user accounts will be limited to
• Trouble shooting
• Responding to report requests from the General
  Assembly, E-Verify Program Officials, and other
  official requests

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What is a Corporate Administrator?

• Registers new user sites
• Oversees all user accounts
• Able to update personal profiles and reset
  passwords
• May view/run reports for multiple locations
• Does NOT run verification queries

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What is a Program Administrator?

• Creates user accounts for a particular location
  (ie. Water Quality Division of the Department of
  Environment Natural Resources)
• May view reports for his/her location
• Updates user profile information
• Resets passwords/unlocks user accounts
• May run verification queries

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What is a General User?

• Main function is only to run verification queries
• May view reports only of their own activity on
  the E-Verify system

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User IDs

• User IDs must be 8-14 characters in length
• Break down the User ID so that the users
  Agency/University, School/Division, and name are
  included in the ID
• I.e. If Mary Jones works at UNC-G in the School
  of Business, Statistics Department
• 6040BusMRJ

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User IDs

• Breaking down user IDs will assist your
  agency/university in reporting purposes
• Reports can be sorted by user ID, thus you will
  be able to monitor activity by department/division
  .

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Choosing NAICS Code

• When registering for E-Verify, use NAICS search
  link or http//www.census.gov/epcd/www/naics.html
  
• Agencies use Public Administration- 92
• Universities use Educational Services- 61
• Choose from the subdivisions within category 92
  or 61 to further describe your agency

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Reports

• Corporate Overview of Program Usage
• Displays number of cases initiated by
  agency/university within a fiscal year
• Available to Corporate Administrators and Program
  Administrators

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Reports

• User Audit Report
• Summary level case data about each case that
  matches specified criteria
• Report includes
• case verification number
• date initiated
• initial verification eligibility
• Employee name, SS, I-94
• Case resolution code

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Reports User Audit Report Cont.

• User Audit Reports can be sorted
• Who initiated the case
• After a particular date
• Until a particular date
• Location

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Reports

• User Report
• Detail list of users who access the E-Verify
  Program
• Available to Program Administrators and General
  Users
• Can be sorted by
• State
• City
• User Role

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Reports

• Monthly List of Primary Queries by Active Users
• Displays a usage count by month during a
  particular fiscal year
• Available to Program Administrators and Corporate
  Administrators

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Corporate Administrator Training

• All Corporate Administrators will be required to
  view a live online webinar administered by the
  E-Verify Program
• Corporate Administrators will be instructed on
  the technical specifics of
• Reporting
• Creating Accounts
• Resolving user problems

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Program Administrator and General User Training

• All Program Administrators and General Users will
  be required to complete a 2 hour online tutorial
  and mastery test
• Tutorial instructs users on specifics of
  verification inquiries, and the steps involved in
  resolving tentative and final nonconfirmations