Setting up and using E-Verify

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

About E-Verify

E-Verify is:

• A voluntary program for most employers
• Mandatory for employers with federal contracts or subcontracts that contain the Federal Acquisition Regulation (FAR) E-Verify clause
• An internet-based system
• 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 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 employee before creating a case in E-Verify
• Ensure that all Form I-9 List B identity documents have a photo

How to set up the E-Verify Integration with CareerPlug

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

1. Log into E-Verify here.

• If you can already see a Web Services tab, skip to step 3.

2. Re-enroll with E-Verify and answer "Yes" to the question: "Does your Company plan to develop its own software to use E-Verify?”

3. Click the Web Services tab in the navigation menu at the top of the screen

4. Submit a CareerPlug support case by clicking here.

• In the subject line, type 'Setting up E-Verify.'
• Please include the following in the support case:
  
  • Your company name (as it appears in E-Verify)
  • Your Employer Identification Number (EIN)
  • Your E-Verify Account Company ID
  • Your E-Verify Program Administrator User ID
  • Valid & direct contact information for your E-Verify Program Administrator

Here's where you can find this information on E-Verify's website:

• Company name - navigate to Company > Company Profile
• EIN - listed on your tax forms
• Account Company ID - listed in the upper right corner of E-Verify Web Services, next to your username
• Program Administrator User ID - listed on the Employer page

5. CareerPlug will request a username and password from E-Verify on your behalf (note: this will not replace your username and password on your main account). CareerPlug will email you instructions from E-Verify to set up a password in your account under the Web Services tab.

6. Once you set up a password, find the E-Verify form in Onboarding and click Enable. Input your username and password and click Save.

7. Create a manager checklist and add the E-Verify form to it, and then add this manager checklist to your onboarding process. Once a manager completes the I-9, they will be re-directed to the E-Verify Manager checklist to start the process of verifying the employee.

Now when you hire new employees, once they complete their I-9, you can begin the verifying process immediately.

The E-Verify process within CareerPlug

Once an applicant is hired, they'll be prompted to complete their new hire paperwork as usual.

These are the steps for the E-Verify process:

1. An employee completes their Form I-9 in Onboarding.

2. The Submit to E-Verify Form is automatically generated on the Manager Checklist. (Note: This happens once both the employee and manager side of the Form I-9 are completed.)

3. The form pre-populates with the employee’s Form I-9 information. The manager reviews and submits the task.

4. In the vast majority of cases, the employee will be marked as 'Employment Authorized' within a few seconds:

5. If there is a problem verifying the employee's information when you submit the E-Verify form, you will immediately be presented with a follow-up step to complete.

E-Verify statuses

Here is a list of E-Verify statuses that an employee can be in:

Employment Authorized	Employee is verified and eligible to work. Close the case.
Unconfirmed Data	Some of the employee data needs to be corrected or confirmed before re-submitting. Review the highlighted information and resubmit.
Closed - [eligibility statement]	The case has been closed. The eligibility statement will show, in the vast majority of cases, that your employee is verified and eligible to work.
Photo Match	Look at a photo of the employee in CareerPlug and verify that's the person that you are hiring.
Scan and Upload	You need to provide photos of the employee's photo document (front and back).
Tentative NonConfirmation - Pending Referral	Employer must provide the employee with a formal notice that they have to visit a DHS/SSA office for additional verification (this is called the Further Action Notice letter and can be downloaded from CareerPlug). The employee chooses whether or not to contest, and you mark this in CareerPlug.
Tentative NonConfirmation - Referred	The employee chose to contest their nonconfirmation, and the case has been referred to DHS/SSA. You must provide the employee with the Referral Date Confirmation letter (this can be downloaded from CareerPlug).
Manual Review	DHS is manually reviewing the case. No action needed.
Queued	The case is waiting to be processed. No action needed.
Final Nonconfirmation	Employee is non-confirmed and not authorized to work in the U.S. Close the case.
Close Case and Resubmit	Some problem has occurred, and this case must be closed and resubmitted. Close the case, click the Submit to E-Verify link and start the whole process over. A record of this previous case will appear in the employee’s History tab.

 

Duplicate Cases

Before you submit a case, E-Verify will ensure that a duplicate case has not already been created. A duplicate case means that a case has been created for that employee with the same company within the past 30 days. If the case you are attempting to submit through CareerPlug has already been created, you will receive an error. You'll have the option to 'Cancel creating case and complete E-Verify step' or to provide a reason for submitting a duplicate case.

Unconfirmed Data

After you submit a case, you may see this status. This means that some of the employee data may need to be corrected or confirmed before re-submitting. A banner will inform you to view the highlighted information and resubmit the case.

Photo Match Required

This status requires you to look at the photo provided by the government and confirm that the photo CareerPlug displays matches the person that you're hiring. This step will only trigger for documents that include a photo. Choose 'Yes, this photo matches', 'No, this photo does not match', or 'No image' (no photo is shown, or this photo is not of a person).

Scan and Upload

This status may occur after submitting the photo matching response. In this case, you must submit two photos of the employee's document: one of the front, one of the back.

Tentative Non-Confirmation - Pending Referral

If the photo of the employee doesn't match, or if the employee's information has been flagged by the DHS/SSA, they will enter a status of Tentative Non-Confirmation (TNC).

First, you should notify the employee of their TNC status. CareerPlug provides you with a standard government form. It must be printed, signed, and provided to the employee. Then, mark in CareerPlug that you've notified the employee.

After you notify the employee of their Tentative Non-Confirmation status, they can choose whether or not to contest. If the employee has chosen not to contest, close the case (note that the reasons for closing a case are determined by the government, not CareerPlug).

If the employee chooses to contest, choose 'Confirm the employee has elected to contest the TNC' and Submit.

Now you'll land on a page where you can download the Referral Date Confirmation (RDC) document 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. The case will enter into a status of Tentative NonConfirmation - Referred.

Queued and Manual Review Statuses

When an employee is in this status, there is nothing you need to do. DHS/SSA is working on it, and an updated status will appear as soon as E-Verify has provided it.

Close Case and Resubmit

When a case has a status of 'Close Case and Resubmit,' (usually due to a technical error on E-Verify's part), closing the case will restart the whole E-Verify process for that employee.

You will open a new case through the same 'Submit to E-Verify' step as though you were starting the process from the beginning.

There will be a record of the previous case on the employee's history tab: "E-Verify [case #] closed for resubmittal".

Email Notifications

Employers have the option to enable an email notification each time an employee's E-Verify status changes. Email notification options can be configured by editing the Submit to E-Verify form (Account > Settings, scroll down to Forms and click the Edit link to the left of Submit to E-Verify).

When notifications are enabled, the person who is responsible for the Submit to E-Verify task will receive an email each time an employee's status changes. You may also add the ability to copy additional people on the notifications. The content of notifications cannot be changed.