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

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

  1. Complete the E-Verify enrollment process through E-Verify website
  2. Let CareerPlug know, and we'll enable and set up the E-Verify integration on your account
Click here for more details on setting up the E-Verify integration: Setting Up and Using E-Verify
 

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

Form I-9

 

2. Submit to E-Verify Form is automatically generated on the Manager Checklist. (Note: this is generated after both the employee and manager sections of the Form I-9 are completed)

Submit to E-Verify Form

 

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

Submit to E-Verify

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


E-Verify status


However, 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.

These steps can include:

  • DHS/SSA Resubmission
  • Photo Match Required
  • DHS/SSA Tentative Non-Confirmation


DHS/SSA Resubmission

In some cases, DHS or SSA records may indicate that a typo was made in transcribing document information. If this happens, you'll be prompted to resubmit the E-Verify form again after verifying the employee information.

User-added image


After this happens, the employee will enter into a status of Employment Authorized (the case will be closed and no further action is needed), Photo Match Required, or Tentative Non-Confirmation.


Photo Match Required

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

User-added image

After you have chosen your response, the employee will enter into a status of Employment Authorized (the case will be closed and no further action is needed) or Tentative Non-Confirmation.


Tentative Non-Confirmation

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.

User-added image

After the employee has been notified of their Tentative Non-Confirmation, 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.

User-added image

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. It will automatically close if they are authorized at any point.

User-added image


Duplicate Case

In some cases, an employer may accidentally submit an employee to E-Verify more than once, creating a duplicate case. The following screen will appear as soon as you submit a duplicate case. In most cases, you should close a duplicate case (note that the reasons for closing a case are determined by the government, not CareerPlug) unless you have a reason for continuing with it. 

User-added image


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.

User-added image