Processing E-Verify without Task Management

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1 1 E-Verify Overview

2 E-Verify Overview Once you ve decided an applicant will be a great fit for your company, we can help with the rest! Confirming their federal work status is fast and easy with Paycom s E-Verify feature. E-Verify is an internet-based system that compares information entered on an employee s Form I-9 to data from the Department of Homeland Security and Social Security Administration to confirm employment eligibility. Through Paycom, you have the ability to utilize this feature to ensure your employees employment information is accurate. In this training guide, we will discuss how to: process E-Verify cases without Paycom s Task Management feature (P. 3); process E-Verify cases with Paycom s Task Management feature (P. 12); and maintain E-Verify cases within the system (P. 22). Please note: This course is designed to give you an overview of the E-Verify feature. For additional information, including E-Verify testing, please visit the Help Menu. 2

3 Processing E-Verify without Task Management You can process E-Verify cases several ways within the Paycom system. In this section, we will discuss how to process E-Verify without Paycom s Document and Task Management feature. Afterward, we ll discuss how to process E-Verify with Document and Task Management. Then, we ll discuss how to maintain cases. You must create E-Verify cases after the applicant accepts the employment offer and both the Form I-9 and Employment Eligibility Verification is complete. Keep in mind, you cannot use this feature to prescreen applicants. To begin, ask the new employee to complete a hardcopy of the Form I-9 and sign section one. Afterward, you will need to complete and sign section two. Next, direct the employee to log in to their Employee Self-Service and select E-Verify Information from the tile on the main screen or from the drop-down menu. 3

4 From here, a pop-up window will display, verifying the employee s basic information, such as name, address, date of birth and Social Security number. To proceed, the employee will select Use This Information. 4

5 The employee will then complete the rest of the required information using their copy of the Form I-9. If the employee is waiting for a Social Security number, he or she can check the box I do not have a U.S. Social Security Number, and complete the rest of the form. When finished, the employee will select Update E-Verify Information. 5

6 Once the employee finishes their portion, you can complete yours by accessing E-Verify within the Paycom system. To do so, select E-Verify from the Main Menu or from the Human Resources tab, located in the top, green header. Next, select Process E-Verify. 6

7 From here, select the applicable employee. Now, you will be able to review the information the employee entered through Employee Self-Service. Make sure the information matches the Form I-9 exactly, as E-Verify cannot process the transaction otherwise. Then, based on the documents provided, enter the identification information that was entered in section two of the Form I-9. When finished, select Continue. 7

8 A confirmation screen will display. If you are processing the case within three days from when the employee was hired, you will not be prompted to select an overdue reason. To proceed, select Process E-Verify. If you are confident the information is accurate, select OK. The system will then compare information from the Form I-9 with corresponding data from the Social Security Administration and Department of Homeland Security to verify eligibility. 8

9 If the case did not process correctly, you will receive a message similar to the screenshot below. This is called a Tentative Non-Confirmation, and occurs when the DHS or SSA cannot verify the employee s information. As an employer, you must give a copy of the form to the employee. From that date, both you and the employee have eight days to obtain the correct information from the DHS or SSA and update the case. If the error occurred simply because information was entered incorrectly, you will need to close the case and start the process over. Please note: For additional information on this step, please reference the Help Menu. If the information is correct, E-Verify may require additional information, such as a photo confirmation of the employee. This only occurs when the employee presents a Permanent Resident Card (Form I-551), Employment Authorization Document (Form I-766) or a U.S. Passport or U.S. Passport Card. Select the correct response, then click Confirm. Please note: Since this is a demonstration of an E-Verify case, the graphic below is an illustration. When processing an actual E-Verify case, the employee s photograph will display. 9

10 If employment is authorized, select Close Case. Then, verify the employee is employed currently with the company and click on the prompt. Finally, choose the reason for closing the case from the drop-down menu. If employment was authorized, select the first option. 10

11 Once you have done this, you will receive a confirmation screen. To complete the process, select Continue. 11

12 Processing E-Verify with Task Management Now that we ve demonstrated the initial steps to process an E-Verify case without Task Management, let s see what the steps are to process a case with the feature. Processing an E-Verify case with Document and Task Management feature is ideal because the transaction will be recorded in the employee s Form 15, providing a central location for both the employee s E-Verify case and the Form I- 9. You can also monitor when the employee completes his or her task. First, set up the I-9 task within a checklist for the employee to complete their portion of the electronic Form I-9. After you ve done this, the employee can log in to their Employee Self-Service to complete the task in the Document and Task Management tile. For additional information on how to create a task, please reference Paycom University s Document and Task Management courses. 12

13 After the employee selects the I-9 task from the checklist, he or she will confirm the preliminary information, such as name, address, date of birth and Social Security number. If correct, the employee will select Use This Information. 13

14 Afterward, the Employee Section I-9 Information will display. The top section of the form will showcase the employee s name, date of birth and address; while the middle section will request the employee s Social Security Number, address and telephone number. If the employee is waiting for a Social Security number, he or she can check the box I do not have a U.S. Social Security Number, and complete the rest of the form. 14

15 At the bottom of the form, the employee will clarify his or her citizenship status and sign the document. If the information was prepared or translated by another party, the employee can indicate so here. Since the task was assigned through the Document and Task Management feature, the date will display automatically. When finished, the employee will select Update Employee Section I-9 Information. After the employee completes his or her portion of the I-9, you must complete the employer portion through the Task Management Dashboard. Once in the Dashboard, select the appropriate name. 15

16 To begin your portion of the form, select Start. 16

17 The employee s information will copy from E-Verify into Section 1 automatically, so you just need to complete Section 2. First, specify the document provided by the employee. Depending upon the document, additional fields will appear. Complete the rest of the requested information, then enter the employee s start date, your title and company information. When finished, select Update. 17

18 By completing the I-9 as part of the checklist, the system will create a PDF version of the document. Next, you will select the task Initiate E-Verify. Since the information was entered through Document and Task Management, the top portion will be complete. Simply select Continue to proceed. 18

19 Next, review the information. If you are processing the case within three days from when the employee was hired, you will not be prompted to select an overdue reason. When ready, select Process E-Verify. The system will then compare information from the Form I-9 with corresponding data from the Social Security Administration and Department of Homeland Security to verify eligibility. 19

20 If the information is correct, E-Verify may require additional information, such as a photo confirmation of the employee. This only occurs when the employee presents a Permanent Resident Card (Form I-551), Employment Authorization Document (Form I-766) or a U.S. Passport or U.S. Passport Card. Select the correct response, then click Confirm. Please note: Since this is a demonstration of an E-Verify case, the graphic below is an illustration. When processing an actual E-Verify case, the employee s photograph will display. To view an example of when the information is incorrect, refer to the first section of this guide. If employment is authorized, select Close Case. Then, verify the employee is employed currently with the company and click on the prompt. 20

21 Finally, choose the reason for closing the case from the drop-down menu. In this example, since employment was authorized, we will select the first option. Once you have done this, you will receive a confirmation screen. To complete the process, select Continue. 21

22 Maintaining E-Verify Cases Once you have completed or updated a case, you will need to close it in order to complete the employment verification process. To do so, select E-Verify Cases from the Set Up menu. From here, you can view all of your open and closed cases. In the top portion of the screen, you can view archived E-Verify cases by clicking on the drop-down arrow. Also, you can export cases to Excel if you need a hardcopy. Simply use the filters to narrow your options, then select Export to Excel. To close an open case, select the red X. 22

23 A pop-up window will display, verifying the transaction. To proceed, select Yes. The subsequent screen will ask you to verify if the employee is currently employed with your company. Select the appropriate response, then click Close Case. Finally, specify the reason for closing the case and select Close Case once more. 23

24 The next screen will provide a recap of the case. If everything looks correct, select Continue. Once you ve completed the process, the red X will disappear and CASE CLOSED will take its place. To archive a closed case, select the appropriate icon in the Archive column. Doing so will remove the case from this screen. Finally, if you d like to review a case, simply select the case number. 24

25 In Conclusion This concludes our training guide for E-Verify. If you have any additional questions, you can check out the Help Menu for step-by-step instructions or contact your dedicated Paycom Specialist. Stay tuned for more Paycom University courses! 25