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An Introduction to EVerify

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Title: An Introduction to EVerify


1
An Introduction to E-Verify
  • North Carolina Office of State Personnel

2
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.

3
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

4
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.

5
What is the Memorandum of Understanding?
  • Details responsibilities of
  • Participating Employer
  • Department of Homeland Security
  • Social Security Administration

6
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

7
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

8
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

9
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

10
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

11
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

12
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

13
MOU- Employer Responsibilities
  • Employer will be subject to audits from DHS and
    SSA regarding
  • I-9 Forms
  • SSA Transaction records
  • DHS Verification records

14
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

15
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?

16
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

17
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

18
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

19
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

20
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

21
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

22
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

23
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
    .

24
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

25
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

26
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

27
Reports User Audit Report Cont.
  • User Audit Reports can be sorted
  • Who initiated the case
  • After a particular date
  • Until a particular date
  • Location

28
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

29
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

30
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

31
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
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