E-Verify Quick Reference for Employers
Contents
1. nema aa a a M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 13 of 21 4 0 INTERIM CASE RESULTS An interim case result requires additional action before E Verify can provide a final case result and you can complete the verification process Interim case results include SSA or DHS Tentative Nonconfirmation Employee Referred Review and Update Employee Data DHS Verification In Process SSA or DHS Case in Continuance 4 1 TENTATIVE NONCONFIRMATION TNC A Tentative Nonconfirmation TNC results when the information submitted in E Verify does not initially match the information in the SSA or DHS records There are two types of TNCs SSA TNC and DHS TNC A TNC does not mean that the employee is not authorized to work in the United States NOTIFY EMPLOYEE OF TNC You must promptly notify the employee of the TNC case result Additionally all case results must be discussed with the employee in a private setting While being notified of the TNC the employee chooses to contest the case result or not contest The employee acknowledges their decision on the TNC Notice When an employee chooses to contest a TNC it means that the employee will initiate contact with SSA or DHS If the employee chooses not to contest he or she acknowledges that the employer may terminate employment with no civil or criminal liability as not2. M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 12 of 21 _EMPLOYMENT AUTHORIZED SUMMARY h EMPLOYER ACTION e Enter Form I 9 information into E Verify e Receive Employment Authorized case result e Ensure that the information found in E Verify matches with the employee s Form 1 9 e Close Case EMPLOYEE ACTION ee ee ee ee ee ee nt 3 5 REQUEST NAME REVIEW In some cases E Verify generates a case result of Employment Authorized but the name returned in E Verify does not match exactly with the name on Form 1 9 This happens when the information matches but there are name variations in the DHS records You must review the employee s name before a final case result can be determined This will ensure that the case result belongs to the intended employee REQUEST NAME REVIEW SUMMARY EMPLOYER ACTION e Determine if a name review is required if not Close Case e Click Continue e Input reason for name review request in comments field e Click Submit Name Review Request e Wait to hear back from DHS and follow steps outlined in DHS Verification in Process EMPLOYEE ACTION eee
3. Quick Reference Guide For Employers September 2010 PARTY Sege US Citizenship and Immigration Services 5 eY a Qon U v AND M 775 Supplemental Quick Reference Guide for Employers TABLE OF CONTENTS 1 0 INTRODUC HON assein kannaa aca KEN 1 1 OVERVIEW OF USER ROLES AND EMPLOYER RESPONSIBILITIES 1 2 PRIVACY AND SECURITY 2 0 MY COMPANY PROGRAM 5 65 2 1 ADDANEW USE he oon dE MAI MANDA ta um M LU 2 2 VIEW EXISTINT USER tae deuten i ee load a 2 3 MY COMPANY D cnet PE 3 0 E VERIFY CASE OVERVIEW on eee r a 3 1 CREATE A GASES puo M MU HRE DATE e EE CHECK INFORMATION or ata eat a addc ae mons ERROR UNEXPIRED DOCUMENT 3 2 INITIAL vu uisu 3 3 E VERIFY PHOTO MAICHING 3 4 EMPLOYMENT AUTHORIZED 3 5 REQUEST NAME REVIEW 259 4 0 5 eut eue
4. 4 1 TENTATIVE nett Ir NOTIEX EMPEOYEE OESINO My ax sakes canada it eem epee REFER EMPLOYEE TO SSA OR DP ucciso oiov oe oun 4 2 REVIEW AND UPDATE EMPLOYEE 4 3 DHS VERIFICATION IN PROCES iie rrt gene eno concep stern Ri 4 4 SSA CASE IN CONTINUANCE AND DHS CASE IN CONTINUANCE 5 0 FINAL CASE BESOLUTION mi secs onte Rao ipaa reges 5 1 DHS AND SSA FINAL 5 2 DHS NO SHOW rM 5 3 ERROR CLOSE 5 4 CHOSE CASE PE 5 5 CASE ALERTO a OPEN GASES TOBE CLOSED Dette n GASES WUILAINEW UPDATES WORK AUTHORIZATION DOCUMENTS 6 0 CASE REPORTS 6 e 6 1 CORPORATE OVERVIEW OF PILOT 5 2 2 6 2 USER AUDITMEPORBR T i i tans eden arenes da 6 3 USER REPORT MT IIT 7 0 RESOURCE AND CONTACT M 775 Supplemental Quick Reference Guide for Employers N O O DO C C Page 3 of 21 1 0 INTRODUCTION Welcome to the E Verify Quick Refere
5. Every case must receive a final case result and be closed A Final Nonconfirmation means that a final case result has been provided and the case must be closed 5 1 DHS AND SSA FINAL NONCONFI RMATI ON An SSA or DHS Final Nonconfirmation case result is received when E Verify cannot verify an employee s employment eligibility after an employee has contacted DHS or visited an SSA field office Once an SSA or DHS Final Nonconfirmation has been provided you must close the case You may terminate employment with no civil or criminal liability as noted in Article Section C Responsibilities of the Employer 6 in the MOU DHS AND SSA FINAL NONCONFI RMATI ON SUMMARY EMPLOYER e Receive SSA or DHS Final Nonconfirmation case result e Close Case EMPLOYEE ACTION E n n ie e i t i t nt i n t t t t nt t t t nt n t nt t t t nt t t nt t t t nt t nt t nt t t nt nt nt t nt t t t t t a nt nt t a nt t t nt t n a t t t t t t t t t t t t t t t t t t t t t t t t t t n t t a a t 5 2 DHS NO SHOW A DHS No Show indicates that the employee did not contact DHS within the eight federal government workdays A DHS No Show response is considered a Final Nonconfirmation A Final Nonconfirmation means that the case must be closed in E Verify You may terminate employment with no civil or criminal liability as noted in Article Section C Responsibilities of the Employer 6 in the MOU DHS NO SHOW SU
6. hired employees Provide employees the opportunity to contest Tentative Nonconfirmation TNC Allow newly hired employees to start and continue working during the E Verify verification process even if they receive Tentative Nonconfirmation TNC Ensure that all Personally Identifiable Information is safeguarded All Employers participating in E Verify MUST NOT Use E Verify to prescreen applicants for employment Check employment eligibility for employees hired before their company signed the E Verify MOU Take any adverse action against an employee based upon a case result unless E Verify issues a Final Nonconfirmation Specify or request which Form 1 9 documentation a newly hired employee must use 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 oelectively verify work authorization for newly hired employees Share any user ID and or password M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 5 of 21 1 2 PRIVACY AND SECURITY STATEMENT The use of E Verify requires the collection of Personally Identifiable Information PII It is essential to protect the privacy of individuals that submit information to be processed through E Verify It is your responsibility to ensure that all personal information collected is safeguarded and used only for the purposes outlined in the MOU between E Verify and
7. the employee presents one of these documents and the Form 1 9 information entered by the employer matches DHS records the employee s photo automatically displays on the E Verify screen You must obtain a copy of the employee s document in order to match the photos Matching photos is easy simply compare the photo displayed by E Verify to the photo on the employee s document and determine if the photos are reasonably identical This means that the photos should be identical but you should take into account minor variances in shading and detail between the two photos based upon the age and wear of the employee s document the quality of your computer monitor and the watermark on the photo in E Verify to protect it from unlawful use Do not compare the photo displayed by E Verify to the employee directly The direct comparison between the document and the individual happens during Form 1 9 completion prior to using E Verify M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 11 of 21 PHOTO MATCHING OVERVIEW gt E Verify prompts you to compare a photo displayed in E Verify with the employee s Form l 9 photo document gt Account for minor variances in shading and detail between the two photos and select Yes or No gt 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 displaye
8. the employer user Failure to properly protect individuals information can result in identity theft or fraud and can cause considerable inconvenience harm or embarrassment to the individuals affected At a minimum take the steps outlined in the Privacy Guidelines Overview to protect personal information and comply with the appropriate regulations PRIVACY GUIDELINES OVERVIEW Allow ONLY authorized employees to use E Verify Ensure that only the appropriate employees handle information and create verification cases P SECURE access to E Verify Protect the password you use to access E Verify and ensure that unauthorized users do not gain access to the system gt 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 gt Discuss E Verify results in PRIVATE Ensure that TNC and FNC results are discussed in private with the employee M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 6 of 21 2 0 MY COMPANY PROGRAM ADMINISTRATORS Program Administrators also manage the site administration of their company A Program Administrator uses the My Company menu to Add General Users Add other Program Administrators located at his or her site Change or update company profile information Terminate his or her company s access to E Ver
9. DHS within eight federal government workdays 55S 4 2 REVIEW AND UPDATE EMPLOYEE DATA In some instances a case status of Review and Update Employee Data occurs and you will receive a prompt to review and update the employee s information This means that SSA found a discrepancy in the information it received in the E Verify referral A Review and Update Employee Data update occurs for reasons including typographical errors and or incorrect information provided on Form 1 9 This requires you to review Form 1 9 with the employee correct the information and update the case _REVIEW AND UPDATE EMPLOYEE DATA SUMMARY EMPLOYER ACTION e Review the information on Form 1 9 and E Verify with the employee for correctness e Access the employee s case e Enter employee s updated information into the blank fields provided e Click Continue e Follow steps based on case result provided EMPLOYEE ACTION e Ensure that the information found on Form l 9 is accurate and correct OO M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 16 of 21 4 3 DHS VERIFICATION IN PROCESS A case result of DHS Verification in Process means that the information did not match DHS records The case is automatically referred to DHS for further verification No action is required by you at this time DHS will respond to most of these cases within 24 hours although some responses may take up to three federal
10. MMARY EMPLOYER ACTION e Receive DHS No Show case result e Close Case EMPLOYEE ACTION M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 18 of 21 5 3 ERROR CLOSE CASE AND RESUBMIT If E Verify prompts a Error Close Case and Resubmit you cannot continue the case because the expiration date you entered for the employee s U S Passport or Passport Card is incorrect When you close the case in E Verify select the closure statement option The case is invalid because the data entered Is incorrect You must submit a new case for this employee because you cannot change document information for a case that has already been submitted Therefore you must close this case and create a new case for this employee using the correct document expiration date IMPORTANT This does not mean that the employee is not authorized to work E Verify will verify the employment eligibility of this employee once you create a new case and enter the correct document expiration date _ERROR CLOSE CASE AND RESUBMIT SUMMARY EMPLOYER ACTION e Receive Error Close Case and Resubmit e Close Case using closure statement option The Case is invalid because the data entered is incorrect e Resubmit case using the correct document expiration date for the U S Passport or Passport Card EMPLOYEE e Ensure the information provided to the employer is correct and or provide the correct document expiration date for the U S Passp
11. Supplemental Quick Reference Guide for Employers September 2010 Page 7 of 21 2 3 MY COMPANY To update company information in E Verify complete the steps in the Update Company Information Process Overview Once a Program Administrator has updated the company s profile he or she will be subject to the rules and requirements associated with this profile and have access to all online resources specific to that profile UPDATE COMPANY INFORMATION PROCESS OVERVIEW gt From My Company select Edit Company Profile gt 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 gt 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 M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 8 of 21 3 0 E VERIFY CASE OVERVIEW The E Verify verification process begins with a completed Form 1 9 E Verify makes employment eligibility determinations by comparing the employee s Form 1 9 information entered in E Verify with the information contained in DHS and SSA records Information from Form 1 9 is entered into E Verify and a case result is provided Case results ult
12. d by E Verify gt No the photo on the employee s document is not identical to the photo displayed in E Verify NOTE If No Photo on this Document appears select Yes gt Click Continue REMINDER 2 Employees always a choice of which acceptable documents to present for Form 1 9 completion Photocopies must be made of all U S Passports or Passport Cards Forms 1 551 and Forms 1 766 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 E Verify 3 4 EMPLOYMENT AUTHORIZED An initial case result of Employment Authorized means that the information entered into E Verify matched DHS and or SSA records and that E Verify verified the work eligibility for the employee entered It s that easy However a case that is Employment Authorized is incomplete until it is closed See Section 5 3 Close Case Employment Authorized is considered both an initial case result and a final case result This means that the only additional step required is to close the case in E Verify It is the most common and simple case result in E Verify A case result of Employment Authorized requires the important step to close the case You must close each case this does not happen automatically Closing the case removes it from the active cases or the Open Cases to be Closed list
13. e hire date field See How to Determine the E Verify Hire Date below to determine the appropriate date to enter in E Verify hire date field HOW TO DETERMINE THE E VERIFY HIRE DATE If you create the case in E Verify Then the E Verify hire date is Before the employee starts work for pay The date you create the case in E Verify On or after the employee starts work for pay The date the employee started work for pay Only employees hired after November 6 1986 are subject to the requirements of Form 1 9 and E Verify M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 9 of 21 To create a case take the information that the employee completed on their Form 1 9 and enter it into E Verify To enter this information into E Verify you must first log in with your assigned user ID and password and then follow the steps outlined in How to Create a Case Process Overview HOW TO CREATE A CASE PROCESS OVERVIEW gt From My Cases click New Case gt Select the correct option button from Section 1 of the employee s Form 1 9 click Continue Indicate the documents provided from Section 2 of the employee s Form I 9 click Continue gt Enter all required information from Section 1 and 2 of Form I 9 into each text field gt If a case is not created within three days of hire E Verify will prompt the user to indicate the reason for the delay NOTE Employer Case ID is an optional fie
14. ed in Article 11 Section C Responsibilities of the Employer 6 in the MOU If the employee chooses to accept the case result and take no further action then you can close the case in E Verify and the employer can terminate employment without penalty M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 14 of 21 NOTIFY EMPLOYEE OF TNC SUMMARY EMPLOYER ACTION e Privately notify employee of TNC e Print review sign and date TNC Notice e Instruct employee to sign and date TNC Notice e Keep original signed TNC Notice on file with Form 1 9 e Provide copy of signed TNC Notice to the employee e Take next action based on employee decision to contest or not contest TNC EMPLOYEE ACTION e Decide to contest or not contest and indicate choice on signed TNC e Acknowledge TNC case result by signing and dating TNC Notice e Take next action based on decision to contest or not to contest REFER EMPLOYEE TO SSA OR DHS After being notified of the TNC the employee chooses to contest or not contest the case result and acknowledges his or her decision on the TNC Notice An employee that chooses to contest a TNC is referred to either SSA or DHS E Verify generates an SSA or DHS Referral Letter that you must provide to the employee You must verify the information on the letter then print sign and provide this letter to the employee The Referral Letter provides instructions to you and the employee regarding the ne
15. government workdays Check E Verify daily for a response _DHS VERIFICATION IN PROCESS SUMMARY EMPLOYER ACTION e Check E Verify for case result updates e Follow next steps based on case result provided EMPLOYEE ACTION 4 Additional information about each case result is available in the User Manual for Employers found in View Essential Resources 4 4 SSA CASE IN CONTINUANCE AND DHS CASE IN CONTINUANCE A SSA or DHS Case in Continuance indicates that the employee has visited an SSA field office and or contacted DHS but more time is needed to determine a final case result The reason SSA DHS needs more time is unique and varies with each situation You must check E Verify periodically for an update in case result Employers cannot terminate or take adverse action against the employee while SSA DHS is reviewing an employee s case SSA DHS CASE IN CONTINUANCE SUMMARY EMPLOYER ACTION e Check E Verify for case result updates e Close Case EMPLOYEE ACTION E m i n a int n t nt in n i t n t t n n a t n nt nt nt nt t nt nt ee nt t t nt nt t t nt Additional information about each case result is available in the User Manual for Employers found in View Essential Resources M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 17 of 21 5 0 FINAL CASE RESOLUTION
16. ify 2 1 ADD NEW USER Only Program Administrators can add E Verify users If you are a Program Administrator and you need to add a new E Verify user follow the steps outlined in Add New User Process Overview ADD NEW USER PROCESS OVERVIEW gt Log in to E Verify gt From My Company select Add New User Choose General User or Program Administrator Provide the person s name phone number fax number and e mail address and click Next gt 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 Review the information submitted and click Submit New User gt Provide the new user with the user ID and system generated password 2 2 VIEW EXISTING USERS Only Program Administrators can view user information and reset passwords View Existing Users allows you to view search and maintain the General Users and Program Administrators assigned to your company as demonstrated in the View Existing Users Process Overview VIEW EXISTING USERS PROCESS OVERVIEW gt From My Company select View Existing Users gt Search for a user using the criteria displayed in each field You can enter a partial name and a percent 96 sign as a wildcard character gt Click Display User Summary List gt A list of user accounts displays you can view or modify a user account by selecting the user ID M 775
17. imately determine an employee s work eligibility This section outlines the steps required to create a case in E Verify and the initial case results provided by E Verify 3 1 CREATE A CASE A case must be created no later than the end of three business days after the employee begins work for pay The date you enter into the hire date field in E Verify is usually the date the employee began work for pay This is the date that was entered into the Section 2 Certification on Form l 9 If the employer learns that they have inadvertently failed to create a case by the third business day after the employee starts work for pay the employer should bring itself into compliance immediately by creating a case for the employee Employers must also indicate the reason that the case was not submitted within three days of hire in E Verify Employers may choose a reason from the drop down menu or state a specific reason in the field provided HI RE DATE The date you enter into the hire date field in E Verify is usually the date the employee began work for pay This is the date that was entered into the Section 2 Certification on Form 1 9 The E Verify case can be created before the employee begins work for pay as long as the employee has accepted an offer of employment and Form 1 9 is complete In these situations the date you should enter into the hire date field in E Verify is the date you create the case in E Verify You cannot enter a future date in th
18. l year a report will still appear with a total of zero This report is available to Program Administrators and Corporate Administrators 6 2 USER AUDIT REPORT The User Audit Report provides summary case information about each case that matches the user criteria entered The case information includes the case verification number the date the case was initiated the SSN alien number 1 94 number last name first name interim verification eligibility or case result additional verification eligibility final verification eligibility and employer resolution code 6 3 USER REPORT This report displays a detailed list of your company s users It includes each user s name user role contact telephone number and the last date he or she used E Verify M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 21 of 21 7 0 RESOURCE AND CONTACT INFORMATION The E Verify public website should be a primary resource for all E Verify information but do not hesitate to contact us via phone or e mail E VERIFY CONTACT INFORMATION E Verify Public Web Site e Program information and statistics e Frequently asked questions e Provides general information about E Verify E Verify Enrollment Application e Web site for initial company enrollment E Verify Access for Employers and Corporate Administrators e User access to E Verify E Verify Access for E Verify Employer Agents e User access to E Verify E Verify C
19. ld for users that wish to assign an internal tracking code to a case CHECK INFORMATI ON If the information entered does not immediately match SSA or DHS records the Check Information screen appears to confirm that the information entered is correct The user may either confirm that the information is correct or change the information in certain fields if the information was entered incorrectly Once the user confirms that the information presented is correct he or she clicks Continue If a mistake was made in a field that cannot be updated the user will need to close the case by clicking Close Case ERROR UNEXPI RED DOCUMENT REQUI RED If an expired passport or passport card was entered E Verify will display the Error Unexpired Document Required screen This means that E Verify has NOT created a case for this employee you must obtain an unexpired document for Form 1 9 and re enter the case As of April 3 2009 all documents presented by an employee for Form 1 9 must be unexpired see exception below If the document entered for an employee is expired when the employee was hired you will need to obtain an unexpired document for Form 1 9 and re enter this employee s case in E Verify when you have the new document Just because the employee presented an expired document does not mean that the employee is not authorized to work E Verify will verify the employment eligibility of this employee once you obtain an unexpired doc
20. nce Guide for Employers E Verify is an Internet based system operated by the U S Department of Homeland Security DHS in partnership with the Social Security Administration SSA E Verify allows participating employers to electronically verify the employment eligibility of newly hired employees This guide provides a high level overview of the E Verify process that Employers follow when using E Verify This guide should be used as a supplement to the E Verify User Manual for Employers Additionally all users must follow the guidelines set forth in the E Verify Memorandum of Understanding MOU 1 1 OVERVIEW OF USER ROLES AND EMPLOYER RESPONSIBILITIES Enrolled companies can provide their employees access to E Verify by assigning them user roles Permissions and functions in E Verify granted to the user depend upon the user role There are two types of users General Users and Program Administrators These roles are explained in the User Role Overview General Users and Program Administrators must successfully complete the online E Verify tutorial before privileges to create or manage cases are granted All E Verify users are bound by the guidelines set forth in the MOU and the rules and responsibilities outlined in the User Manual for Employers USER ROLE OVERVIEW USER ROLE PERMISSIONS Program A company must have at least one Program Administrator Administrator The Program Administrator role includes functions of a General User Pe
21. o be closed CASES WITH NEW UPDATES The Cases with New Updates Case Alert is a quick link to all cases that have had a change in case result All interim case results must receive a final case result and be closed This Case Alert is an easy way to manage these cases WORK AUTHORIZATION DOCUMENTS EXPIRING The Work Authorization Docs Expiring Case Alert is a notification that an employee s Employment Authorization Document or Form 1 94 document is expiring This type of alert will only appear if the document the employee presented for the original E Verify case was either an Employee Authorization Document or a Form 1 94 This is simply a helpful alert that will remind you to re verify the employee by updating Section 3 of Form 1 9 I MPORTANT The employee cannot be re verified in E Verify If you no longer need this alert select Dismiss Alert M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 20 of 21 6 0 CASE REPORTS There are three types of case reports available in E Verify for companies enrolled as Employers These include Corporate Overview of Pilot Usage User Audit Report and User Report To view a report select View Reports from the E Verify Home Page 6 1 CORPORATE OVERVIEW OF PILOT USAGE The Corporate Overview of Pilot Usage report displays the number of cases created by your company within a fiscal year If your company has not created any cases during the fisca
22. ort or Passport Card nae 5 4 CLOSE CASE You must close EVERY case created in E Verify Each case is closed by using one of the Close Case Statements provided in E Verify E Verify will present only those options that are relevant to each case This means that in some cases not all of the Close Case statements are available 5 5 CASE ALERTS E Verify Case Alerts are found at the bottom of the user home page The purpose of this feature is to bring your attention to cases that need your action When you log into E Verify Case Alerts inform you of one of the following Open Cases to be Closed Cases with New Updates Work Authorization Documents Expiring The E Verify home page indicates the number of cases that require your attention by a number in a red circle on the alert Each Case Alert can be accessed by a simple click M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 19 of 21 OPEN CASES TO BE CLOSED Any case created in E Verify and assigned a case verification number must be closed The Open Cases to be Closed Case Alert provides quick access to all cases that need t
23. rmissions include at least one E required e Registering new users e Creating user accounts for other Program Administrators and General Users e Creating and managing cases e Viewing reports e Updating profile information for other Program Administrators and General Users e Unlocking user accounts General User A company can have as many General Users as it desires but is not required to have General Users Permissions include optional op e Creating and managing cases e Viewing reports e Updating his her own user profile M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 4 of 21 All E Verify users must follow the guidelines specified in the Rules and Responsibilities Overview RULES AND RESPONSIBLITIES OVERVIEW All Employers participating in E Verify MUST Follow E Verify procedures for all new hires while enrolled participating in E Verify Notify all job applicants of E Verify participation Clearly display both the English and Spanish Notice of E Verify Participation and the Right to Work Poster s Complete the Form l 9 Employment Eligibility Verification for each newly hired employee before creating a case in E Verify Ensure that all Form l 9 List B identity documents have a photograph Create a case for all newly hired employees no later than the third business day after they start work for pay Obtain a Social Security number SSN from all newly
24. ument and create a new case Exception In certain situations an employee can present an expired document for Form 1 9 when the document is accompanied by specific DHS guidance that automatically extends the validity of an expired document for a specified period of time such as a Federal Register Notice In all other instances the document presented for Form 1 9 must be unexpired at the time the employee is hired M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 10 of 21 3 2 INITIAL CASE RESULTS The information entered into E Verify is checked against SSA and DHS records Once a case Is created a result is displayed There are three possible initial case results listed below Employment Authorized SSA Tentative Nonconfirmation DHS Verification in Process Additional information about each case result is available in the User Manual for Employers found in View Essential Resources 3 3 E VERIFY PHOTO MATCHING Photo matching is an automatic part of creating a case in E Verify that prompts users to compare an employee s photo ID with a photo displayed on the E Verify screen This helps ensure that the documents provided are valid The photo matching step occurs automatically when you create a case for an employee that has presented a U S Passport or Passport card Permanent Resident Card Form 1 551 or an Employment Authorization Document Form 1 766 for their Form 1 9 documentation When
25. ustomer Support e Account information and assistance with policy questions E Verify Technical Support e Technical assistance using E Verify E Verify Employee Hotline e For employees of employers that participate in E Verify Office of Special Counsel for Immigration Related Unfair Employment Practices OSC e Question about immigration related discrimination http www dhs gov e verify httos e verify uscis gov enroll httos e verify uscis gov emp httos e verify uscis gov esp Phone 888 464 4218 E mail E Verify dhs gov 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 Phone 888 897 7781 TTY 877 875 6028 E mail E Verify dhs gov Hours of Operation Monday through Friday 8 00 a m to 5 00 p m local time except federal holidays Employer Hotline 800 255 8155 TTY 800 362 2735 Employee Hotline 800 255 7688 TTY 800 237 2515 WWW justice gov crt osc M 775 Supplemental Quick Reference Guide for Employers September 2010
26. xt steps Employees that choose to contest the TNC have eight federal government workdays to visit an SSA field office or contact DHS Federal government workdays are Monday through Friday except for federal holidays The eight federal government workdays begin when the case is referred to either SSA or DHS in E Verify Employers may not terminate suspend delay training withhold or lower pay or take any other adverse action against an employee based on the employee s decision to contest the TNC or while your case is still pending with SSA or DHS SSA has 10 federal government workdays to update the case result in E Verify while DHS will update the case result in eight federal government workdays Additional information about each case result is available in the User Manual for Employers found in Essential Resources M 775 Supplemental Quick Reference Guide for Employers September 2010 Page 15 of 21 _REFER EMPLOYEE TO SSA DHS SUMMARY EMPLOYER ACTION e f employee chooses to contest the TNC Refer case e Ensure that the information on the Referral Letter is correct e Print review sign and date the Referral Letter e Have employee sign and date the Referral Letter e Keep original signed Referral Letter on file with Form 1 9 e Provide copy of signed Referral Letter to the employee e Check E Verify for case result updates e Close case EMPLOYEE ACTION e Sign and date Referral Letter e Visit an SSA field office or contact
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