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What Is EVerify

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E-Verify links directly to Social Security data and other federal databases. ... the employee to the Social Security Administration to resolve any discrepancies. ... – PowerPoint PPT presentation

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Title: What Is EVerify


1

Overview Basic Training
2
What is E-Verify?
  • E-Verify is an online system designed to
    electronically verify employment eligibility.
  • E-Verify represents a partnership between the
    Department of Homeland Security and the Social
    Security Administration and is overseen by the
    U.S. Citizenship and Immigration Services.

3
What is the advantage in using E-Verify?
  • E-Verify links directly to Social Security data
    and other federal databases.
  • E-Verify helps employers to determine the
    employment eligibility of their employees and the
    validity of their Social Security numbers.

4
What if the employee does not have a Social
Security Number?
  • HR assigns a dummy SSN and enters the hire
    data.
  • The law requires the employee to apply for a
    valid SSN.
  • Once a valid SSN is received, the E-Verify
    query can be initiated.

5
To Whom Does the E-Verify Process Apply?
  • All new hires and re-hires at the University of
    Arkansas.
  • Includes student employees.
  • Includes temporary employees.

6
Important facts for Employers
  • Employers may not use E-Verify selectivelyall
    new hires for a participating employer must be
    verified.
  • Employers may not use E-Verify as a
    pre-screening tool for applicants or prospective
    employees.

7
also
  • Generally, an employer may not attempt to verify
    an employee hired before the MOU was signed.
  • Verification of employees through E-Verify is
    limited to new hires only.

8
Employer Responsibilities
  • Employers must display notices supplied by DHS in
    a prominent place clearly visible by prospective
    employees.
  • Employers must provide to the SSA and DHS the
    names, titles, addresses, and telephone numbers
    of all designated E-Verify representatives.

9
What information is verified?
  • Employee name
  • Date of birth
  • Alien or I-94, if applicable
  • Citizenship Status attested to on Form I-9

10
also
  • Document type(s) submitted in support of the I-9
  • Proof of identity and expiration dates, if
    applicable.
  • IMPORTANT NOTE E-Verify does not replace the
    requirement to complete an I-9 form for all
    employees within three days of hire.

11
New I-9 Requirements
  • All List B documents submitted in support of
    the Form I-9 are now limited to those which bear
    a photograph.
  • IMPORTANT NOTE Remember that employers may not
    request specific types of documentation for I-9
    or e-Verify purposes.

12
E-Verify Access
  • Each user will receive a User ID and password.
  • Passwords must be protectedthey should never be
    written down or shared with anyone.
  • Passwords expire every 90 days.

13
E-Verify Access
  • After 3 unsuccessful log-in attempts, the user
    account will be locked.
  • If a user account is locked down, the user must
    contact a Program Administrator, who will be able
    to unlock the account.

14
When does verification take place?
  • A query may not be initiated prior to acceptance
    of an offer of employment or prior to completion
    of the Form I-9.
  • Data may only be submitted for verification upon
    receipt of the completed I-9 and supporting
    documentation.
  • An E-Verify query must be initiated within 3
    business days after the employees actual start
    date.

15
Who will be authorized to conduct online
verifications?
  • Key Users from each major unit, designated by
    Deans, Directors and Department Heads, will be
    the primary point of contact and will also
    perform queries.
  • Key Users, with input from Deans, Directors and
    Dept. Heads, will recommend General Users, who
    may also perform queries.

16
Who will be authorized to conduct online
verifications?
  • HR has assigned Program Administrator
    responsibility to all members of its Employment
    Unit.
  • All verifications for non-resident aliens will be
    initiated by Jonathan Nelson, the Universitys
    NRA Taxation Specialist.

17
What responses can be expected?
  • EMPLOYMENT AUTHORIZED
  • Indicates that employment eligibility has been
    verified and the employee is authorized to work.
    The verification number is recorded on the Form
    I-9 and the case is considered resolved.

18
What responses can be expected?
  • SSA TENTATIVE NON-CONFIRMATION
  • Indicates that the employees Social Security
    information could not be verified. Employee must
    be notified of the Tentative Non-Confirmation
    response and referred to SSA to contest the
    finding.

19
What responses can be expected?
  • DHS VERIFICATION IN PROCESS
  • Indicates that information provided to the SSA
    matches information contained in SSA records for
    a non-resident. Case must be referred to DHS to
    be resolved. DHS should respond within 24 hours,
    but no later than 3 business days with either a
    finding of Employment Authorized or DHS Tentative
    Non-Confirmation.

20
In the event of a Tentative Non-Confirmation
  • The employee can contest the finding.
  • However, if the employee chooses not to contest
    the finding, it is considered a Final
    Non-confirmation and the employee may be
    terminated and the case closed.

21
and
  • The employer must notify the employee, as soon as
    possible, to provide him an opportunity to
    contest the Tentative Non-Confirmation with SSA
    or DHS.
  • The employee must be allowed to continue working
    during the verification process.

22
and
  • The employee must be provided a copy of the
    Notice to Employee of Tentative
    Non-Confirmation.
  • The employer must review the Notice with the
    employee.
  • The employee must provide written confirmation of
    his/her choice to contest.
  • The Notice must then be signed by both parties.

23
finally,
  • The original Notice should be filed with
    employees I-9.
  • The employee must be given a copy of the signed
    Notice.
  • It is the employers responsibility to refer the
    employee to the appropriate agency to contest the
    finding.

24
Referring an employee to the SSA
  • If an employee contests the SSA Tentative
    Non-Confirmation, the employer must refer the
    employee to the Social Security Administration to
    resolve any discrepancies.
  • The employee must be given a referral letter with
    specific instructions.
  • The employee has 8 federal workdays from the
    referral date to contest.

25
Referring an employee to the SSA
  • The E-Verify query will be resubmitted 10
    workdays following the referral date.
  • If verified, the employee will continue to work.
  • If not verified, the result is considered a Final
    Non-Confirmation, the employee will be terminated
    and the case closed.

26
Resolving Cases
  • Case resolution is the final step in the E-Verify
    process. All users must periodically review case
    details and ensure that cases are properly
    resolved and closed. Resolving cases removes
    case details from the user screens and provides
    essential statistics to DHS.

27
Important Notice 1
  • It is imperative that all involved in the
    employment process, including E-Verify users,
    understand that an employee must not face any
    adverse employment consequences unless and until
    a final nonconfirmation is issued.
  •  

28
Important Notice 2
  • Employment should be immediately terminated upon
    receipt of a final nonconfirmation. Failure to
    do so will result in a presumption that the
    employer knowingly employed an unauthorized
    alien, as well as civil fines of 500 to 1,000
    for each incident in addition to existing I-9
    sanctions.
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