eVerification Services for Employers

E-Verification Services for Employers

The term “E-Verify” is often associated with electronic employment verification in the U.S. E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). It allows employers to verify the employment eligibility of their employees, ensuring that they are authorized to work in the United States.

The Process

When it comes to E-Verify by state, the verification process is the same. Here’s what to expect when The Mady Project uses the federal E-Verify system to authorize the employment status of new & established (if not processed) hires:

1. Form I-9 completion: To start the E-Verify process, Form I-9 needs to be completed by the employee and the employer, which is used to verify the identity and employment eligibility of the employee.

2. Enrollment in E-Verify: After completing Form I-9, we can enroll in the E-Verify program by submitting an enrollment form to DHS, and once accepted, the employer can start the verification process.

3. Verification: The Mady Project, uses E-Verify system to input employee information from Form I-9 into the system, such as their name, date of birth, Social Security number and immigration status, if applicable. Once provided, the system will match that information to the records held by the DHS and SSA to determine the employee’s employment eligibility.

4. Verification results: After the system checks are performed, employers will receive the results, which go as follows:

5. Employment authorized: The employee’s information matched the DHS and SSA records.

6. E-Verify needs more time: The DHS needs more time for further verification.

7. Tentative “nonconfirmation” (mismatch): The information provided does not match the information contained by the DHS and/or SSA and additional action is required.

8. Case in continuance: The employee has visited or contacted the SSA/DHS, but more time is needed to confirm the case results.

9. Close case and resubmit: The DHS or SSA require the employer to close the case and resubmit a new case for the employee, such as if the employee’s U.S. passport, passport card or driver’s license information is incorrect.

10. Final “nonconfirmation” The DHS or SSA cannot confirm the employee’s employment eligibility after being contacted by the employee.

Difference in State by State Mandates

E-Verify state mandates are necessary as an employer, as the rules and regulations can vary on a state-by-state basis. States can set laws and regulations at the state level regarding how employers use the E-Verify system. Below are some of the reasons why E-Verify state mandates are important:

Employment eligibility compliance: E-Verify allows employers to verify the employment authorization of employees to maintain a legal workforce and prevent the employment of unauthorized workers, allowing employers to remain compliant with federal immigration laws.
Preventing document and identity fraud: The E-Verify system matches the documents provided by prospective employees with records maintained by the SSA and DHS, which can help prevent document fraud and identity theft.
Federal funding compliance: Some states issue E-Verify mandates for employers to receive federal grants or funding, and the E-Verify system can help employers receive funding for projects and business growth.

The E-Verify laws by state, some states may make exemptions and exceptions for certain types of businesses, such as businesses with a limited number of employees or businesses in certain industries, such as agriculture or independent contractors.

E-Verify requirements by state can notably be different, and understanding how these laws can vary is important in remaining compliant. Here is an example, mandate coverage can vary by state, as some states may make the E-Verify system mandatory for all public and private businesses. While others may only require public employers or employers hiring contractors to use the E-Verify system.