Setting up and using the E-Verify integration

E-Verify allows participating employers to electronically verify the employment eligibility of newly hired and re-verified employees.

About E-Verify

E-Verify is:

• A largely voluntary program at the federal level with specific state requirements for employer participation and use. Please review current state mandates to understand how E-Verify might apply to your workforce.
• Mandatory for employers with federal contracts or subcontracts that contain the Federal Acquisition Regulation (FAR) E-Verify clause.
• Operated by the U.S. Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA).

E-Verify works by comparing the information entered on an employee's Form I-9 (Employment Eligibility Verification) with SSA and DHS records to verify employment eligibility.

Employers must:

• Follow E-Verify procedures for each newly hired or re-verified employee while enrolled/participating in E-Verify.
• Notify each job applicant of E-Verify participation.
• Clearly display the "Notice of E-Verify Participation" and "Right to Work" posters in all languages supplied by DHS.
• Complete Form I-9 (Employment Eligibility Verification) for each newly hired or re-verified employee before creating a case in E-Verify.

In this article:

• How do I set up the E-Verify Integration?
• How do I submit an employee's forms to E-Verify?
• What statuses can my E-Verify case be in?
• How do I handle duplicate cases?

 

How do I set up the E-Verify Integration?

You must have an E-Verify Web Services account in order to integrate E-Verify with your CareerPlug account.

Confirm your E-Verify account is set up to use web services

1. Log into E-Verify.

2. Click the Account menu in the top-right corner of E-Verify, click Company Account in the drop-down menu, and select Company Profile.

3. Scroll to the bottom of the My Company Profile page and ensure Use Web Services is listed under the Company Access section.

Add a new user to E-Verify with web services access

1. Click the Account menu in the top-right corner of E-Verify, click Company Account in the drop-down menu, and select Manage Users.

2. Click the Add User button.

3. On the Add New User Account page, enter the new user's Email Address.

4. Click the User Role drop-down and select Web Services Access.

5. Click the Next button.

6. Enter the new user's First Name and Last Name.

7. Enter the new user's Phone Number.

8. Enter a new User ID.

9. Click the Create User Account button.

E-Verify will email the new user with an activation link.

Add a new E-Verify user to CareerPlug

In order to submit an employee's Form I-9 to E-Verify, you need to add an E-Verify user in CareerPlug and link it to a valid E-Verify account.

1. Navigate to Settings > Integrations > E-Verify.

2. Click the plus icon (+) in the top-left corner of the E-Verify Credentials page to add a new E-Verify user.

3. In the Create New Credentials pop-up, select the CareerPlug user you'd like to give E-Verify administrator credentials to using the Select Employee drop-down menu.

4. Enter the E-Verify Username for your Web Services user.

5. Enter your E-Verify Password.

6. Click the Create button.

Your CareerPlug account is ready to start submitting to E-Verify!

 

How do I submit an employee's forms to E-Verify?

Your Daily Task Summary is automatically sent each day at 9 AM (CT). It lists any workflow tasks that were unlocked for employees on the current day, assigned within the last 24 hours, or due on the current (or previous) day.

Track employee task progress via the Daily Task Summary

When you see that your employee has completed their Form I-9, click the Federal I9 link in your Daily Task Summary and complete the manager side of the task.

 

Complete the manager side of your employee's Federal I9 task

1. Review your employee's Form I-9 and complete all required manager fields:

• First Day of Employment
• Last Name, First Name and Title of Employer
• Signature of Employer (or Authorized Representative)
• Today's Date
• Employer's Business or Organization Name
• Employer's Business or Organization Address

2. When you're done, click the Submit button at the top of the page.

Submit your employee's Form I-9 to E-Verify

After you complete the manager side of your employee's Federal I9 task, it will automatically be replaced with a Submit to E-Verify task, and you'll be redirected back to your Tasks tab.

1. Scroll down to find your employee and click the Submit to E-Verify task under their name.

2. Enter your email in the Case Creator Email field.

3. Enter your name in the Submitting Official Name field.

4. Enter your phone number in the Submitting Official Phone field.

5. Review the prefilled employee details and enter any required information (*) not provided by your employee. This information is pulled directly from their Form I-9.

6. Select your employee's Citizenship Status using the drop-down menu:

• U.S. Citizen
• Noncitizen National of the United States
• Lawful Permanent Resident
• Alien Authorized to Work

7. Select the Document Type your employee is providing for verification using the drop-down menu. Options vary based on Citizenship Status.

• U.S. Passport or Passport Card
• Arrival/Departure Record (Form I-94) with temporary I-551 stamp or refugee admission stamp (receipt)
• Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
• Foreign passport with temporary I-551 stamp or printed notation on a MRIV
• List B and C Documents

8. Enter the Document Expiration Date using the drop-down calendar.

9. Fill out all additional fields required by your employee's Citizenship Status and/or Document Type.

• Passport Number
• Passport Country
• List B Document
• List C Document
• Supporting Document Type
• Document Issuing Authority
• Document Number
• Card Number
• Alien Number
• I551 Number
• i94 Number

10. Click the Submit to E-Verify button in the top-right corner of the page.

If there are no issues with your submission, your employee will be marked as Employment Authorized within a few seconds.

What if I submit to E-Verify after the task's due date?

If submitting to E-Verify more than 3 days after the employee’s Hire Date, you’ll be prompted to provide a Reason for Late Verification at the top of the task. Select a reason using the drop-down menu.

 

What statuses can my E-Verify case be in?

If there is a problem verifying your employee's information, you will immediately be presented with follow-up steps to complete. Here is a list of E-Verify statuses and what steps to take if your employee's case is flagged:

Employment Authorized	The employee is verified and eligible to work. Click the Close Case button.
Unconfirmed Employee Data	Some of the employee's Form I-9 data needs to be corrected or confirmed before resubmitting. Review the highlighted information and resubmit to E-Verify.
Employee Photo Match	Identify if the photo provided by E-Verify matches the document submitted by the employee. Choose Yes, this photo matches, No, this photo does not match, or No image (if no photo is shown, or this photo is not of a person).
Upload Employee Photo	Due to a photo mismatch or missing photo, you must upload two photos of the employee's document: front and back. Click the Choose File button and browse your device, or drag your file directly onto the Choose File button.
Tentative Nonconfirmation	There is a photo mismatch or the employee's information has been flagged by DHS/SSA. You must download the Further Action Notice letter from CareerPlug and print, sign, and provide it to the employee. This document will inform your employee of the steps that need to be taken to resolve the status. The employee must decide whether or not to contest the status. If they choose to contest the status, click the Close Case button. If they choose not to contest the status, select Confirm the employee has elected to contest the TNC and click the Submit button.
Pending Referral	E-Verify is reviewing the case on their end. No action needed.
Referred	The case has been referred to DHS/SSA because the employee chose to contest their nonconfirmation status. You must download the Referral Date Confirmation letter and provide it to the employee. This document outlines the employee's rights and responsibilities. The case will remain open while the employee contests their case.
Manual Review	DHS is manually reviewing the case. No action needed.
Queued	The case is waiting to be processed. No action needed.
Final Nonconfirmation	E-Verify is unable to confirm your employee's information, and they are not authorized to work. Click the Close Case button. Choose a reason from the drop-down menu. The Close Case button may not be available since not every case status can be closed.
Close Case and Resubmit	The case encountered a technical issue, and must be closed and resubmitted. Click the Close Case button, followed by the Submit to E-Verify link, to start the process over. A record of the previous case will appear on the History tab in the employee’s profile.

 

How do I handle duplicate cases?

If your employee has an SSN that matches an employee already submitted to your E-Verify account, such as a rehire, you will need to resolve why you are continuing a duplicate case.

• For duplicates that are all Closed cases:
  
  • Review the list of closed E-Verify cases that match your employee's SSN to ensure they were not already verified.
  • If you still need to proceed with creating the new case, select a Reason for Continuing Duplicate Case using the drop-down menu and click the Continue button.  You can then resubmit the form to E-Verify.

• For duplicates with at least one Open case:
  • Review the list of E-Verify cases that match your employee's SSN to ensure they were not already verified.
  • Click Continue Case to continue the employment eligibility verification process or click Close Case. 

• • • Not every case can be closed; it depends on the current status of the case.
    • With the current version of E-Verify, you should only have one open duplicate case to resolve at any given time.

Where do I find the tasks I need to complete for E-Verify?

 

Federal I9 - Manager's side

You can access the manager side of this task from a number of places within CareerPlug:

• Click the Go to Tasks → link in the To-Dos section on your Dashboard. You'll automatically be redirected to your Tasks tab. Click the Federal I9 task under the employee's name.

• Navigate to the Team page, find your employee, and click their name (or click the three dots icon to the right of their name and select View Profile from the drop-down menu). You'll automatically be redirected to the Tasks tab of the employee's profile. Click the Federal I9 task.

• Navigate to My Profile (person icon). You'll automatically land on the Tasks tab. Find your employee and click the Federal I9 task under their name.

 

Submit to E-Verify

You can access the Submit to E-Verify task from a number of places within CareerPlug:

• Click the Go to Tasks → link in the To-Dos section on your Dashboard. You'll automatically be redirected to your Tasks tab. Click the Submit to E-Verify task under the employee's name.

• Navigate to Team > Workflows. Find your employee and click the Submit to E-Verify button on the task with E-Verify listed as the Workflow Title.

• Navigate to the Team page, find your employee, and click their name (or click the three dots icon to the right of their name and select View Profile from the drop-down menu). You'll automatically be redirected to the Tasks tab of the employee's profile. Click the Submit to E-Verify task.