PeopleMatter HIRE. E-Verify Workflow

Transcription

1 PeopleMatter HIRE E-Verify Workflow

2 Using E-Verify There are two ways to use E-Verify. The first is known as the Employer Access Method. Using this method, your company enrolls in the E-Verify service directly with the Department of Homeland Security (DHS), and uses the E-Verify web site to process employment verification documents. The second way is to use an E-Verify Employer Agent. As an E-Verify Employer Agent, PeopleMatter serves as a process intermediary. Your company must still abide by all applicable rules and regulations, but PeopleMatter makes it easy to use E-Verify directly from within HIRE. Instead of enrolling directly with DHS, PeopleMatter will enroll your company under its E-Verify Employer Agent account. This training will show you how to use E-Verify within PeopleMatter.

3 Getting Started

4 Once the employee has completed the onboarding process, the Orange link Start Verification will display:

5 Depending on the information provided by the employee during onboarding, you will see the list of documents which should be presented to you to verify employment eligibility. The most common documents presented will be displayed, but you can click on the additional links to select other acceptable documents.

6 Depending on the documentation selected, you will be asked to type the required documents:

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8 EVerify Results

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10 Employment Authorized

11 Photo Matching You will see this response when photo validation is required You are NOT to compare the photo displayed to the actual employee, only to the document provided; comparison of document to employee should have happened during I-9 process before E-Verify You are required to retain copy of the employee s document for photo comparison. If an employee presents a Permanent Resident Card, Employment Authorization Document, U.S. passport or passport card as the verification document, you must make a copy of that document and keep it on file with the I-9 form.

12 Name Doesn t Match This response is displayed when information matches but there are name variations in DHS records If sent back to DHS for name review, possible responses are either Employment Authorized or DHS TNC

13 TNC (Tentative Non Confirmation) You are REQUIRED to: notify employee in private as soon as possible print off TNC notice (English and Spanish available) provide employee copies You must keep original signed TNC notice with the I-9 form and provide copies to employee

14 TNC (Tentative Non Confirmation) Contest If the employee has decided to contest this result, additional steps need to be taken: You must choose YES or NO from drop down of Has the employee chosen to contest You are REQUIRED to print off referral letter to employee if employee chooses to contest. If the employee chooses not to contest, you can close case and terminate employee without penalty

15 TNC (Tentative Non Confirmation) Referral Letter Employee has 8 federal government work days to visit an SSA office to resolve the TNC You may not terminate, suspend, delay training, withhold pay, lower pay, or take any other adverse action while TNC is being contested You and employee must print and review referral letter for accuracy and then sign and date SSA has 10 federal workdays to update case result in E-Verify If DHS referral, no physical office, just call phone number:

16 TNC (Tentative Non Confirmation) DHS update If the employee is successful in resolving the mismatch, DHS will update its records and the employee's case in E-Verify. It may take up to two federal government work days after a mismatch is resolved for the employer to see the updated case status in E-Verify. In most cases, DHS will update the employee's case with a final case result, which can be "Employment Authorized," "DHS No Show" or "DHS Final Nonconfirmation." Occasionally, DHS may require the employee to take additional action before a final case result can be issued. In these cases, DHS will update the employee's case to a "Case in Continuance."

17 Closing an EVerify Case

18 Final Nonconfirmation If E-Verify cannot verify an employee s employment eligibility after the employee has visited SSA or contacted DHS, you will see this response You may terminate employment based on this case result

19 Closing a case due to incorrect data You will see this response when you have have incorrectly submitted employee s US Passport or Passport Card. In this situation, your only choice is to close case PeopleMatter HIRE will allow you to restart the process from the beginning via Start Verification Link If incorrect data is entered, contact PeopleMatter Support for special procedures.

20 Final Case Results

21 Employment Authorized The employee s information matched Social Security Administration (SSA) and/or the U.S. Department of Homeland Security (DHS) records. SSA or DHS Final Nonconfirmation E-Verify cannot verify an employee s employment eligibility after the employee has visited SSA or contacted DHS. DHS No Show The employee did not contact DHS within the required eight federal government workdays. Error: Close Case and Resubmit - This case cannot continue because the expiration date entered for the employee s U.S. Passport, Passport Card or driver s license is incorrect. When closing, user should select The case is invalid because the data entered is incorrect option.

22 Questions?