E-Verify Enhances Security in Your Workplace​

E-Verify is a free Web-based system developed by the Department of Homeland Security to help ensure new hires are eligible to work in the United States. This system compares the information provided by the employee on a Form-1-9 (Employment Eligibility Verification) to data from Homeland Security and the Social Security Administration. It then confirms or denies employment eligibility.

 

Background

New hires must prove to employers by the third day of employment, that they are eligible to work in the United States. To do so, an employee must provide a completed Form I-9, and a combination of documents such as a Social Security card (not just the number), a driver’s license, passport, visa, and other possibilities, listed on the Form I-9.

 

Naturally, you expect new hires to be honest. But unscrupulous individuals may provide documents that are fake or stolen in order to get employment. Even so, it is the employer who bears the ultimate responsibility to ferret out fraud. Failure to do so could result in your company being subjected to audits, fines, even forfeiture of assets.

 

To combat attempted fraud and to reduce human error, Homeland Security created the E-Verify system as a tool employers may use to validate whether employees are actually eligible to work in the United States.

 

Getting Started

To begin using E-Verify, your human resources department will need to enroll online. Take a look at this enrollment checklist to see what to expect. Once you are enrolled, with each new hire, you need to complete the online form, entering information about the employee from the documents he or she provides.

 

Unlike other systems, verification is immediate. You should know, though this system is highly effective, it is not foolproof. If an error does occur, your employee has eight federal work days to contest a determination of ineligibility. The system should also provide alerts when a work authorization document will soon expire.

 

More Information

Here are some commonly asked questions about the E-Verify system, with answers from the U.S. Citizenship and Immigration Service.

 

How is E-Verify different from the Social Security number verification service?

E-Verify confirms the employment eligibility of newly hired employees. The Social Security Administration’s program verifies that a name matches a Social Security number (SSN). A person in the United States may have a valid SSN but not be authorized to work in the United States.

 

A Beneficial Byproduct of E-Verify

The E-Verify system was implemented to allow employers to check the eligibility of individuals to work legally in the United States.That’s a critical function of this free Web-based system. But there’s more.

 

By pinpointing and deterring the fraudulent use of Social Security numbers for work purposes, E-Verify is also an effective tool to foil identity theft.

 

“We are committed to strengthening E-Verify’s ability to combat identity fraud,” said Alejandro Mayorkas, director of the U.S. Citizenship and Immigration Service or (USCIS).

 

“This new enhancement provides yet another significant safeguard for E-Verify users and could assist employees who have had their Social Security numbers stolen or compromised.”

 

In the same way that a credit card company may lock a credit card number that appears to be stolen, the USCIS may lock a Social Security number that is used fraudulently. Consistent use of E-Verify has the potential to add peace of mind and security to employers and to individuals affected by fraud.

 

Does E-Verify replace Form I-9, Employment Verification?

No, E-Verify does not replace the legal requirement to complete and retain Form I-9. E-Verify verifies the employment authorization of new hires based on the information they provide on Form I-9. You still must retain and store Form I-9 in either paper, electronic, or microfilm/ microfiche format for as long as the employee works for you, and then for the required retention period.

 

Why should my company participate in E-Verify?

E-Verify provides your company the following benefits:

  • Allows you to verify that your employees are authorized to work in the United States and provides a response in as little as three to five seconds
  • Provides extensive resources to assist you, including training, webinars and a dedicated hotline
  • Is free of charge
  • Provides a “rebuttable presumption” that you are in compliance with employment eligibility laws and
  • Your state may require the use of E-Verify

 

Are Federal Contractors Required to Use E-Verify?

Yes. Federal contractors (and some subcontractors) must electronically verify the employment eligibility of employees working under covered federal contracts (according to a presidential Executive Order and a subsequent Federal Acquisition Regulation).

 

The order and the rule reinforce federal government policy that the federal government does business only with organizations that have a legal workforce. The rule affects only federal contractors who were awarded a new contract on or after the effective date of the rule, September 8, 2009.

 

Where can I enroll in E-Verify?

You may enroll in through the E-Verify enrollment website: https://e-verify.uscis.gov/enroll/.

 

How can I learn more about using the E-Verify system?

Informative webinars are available to show you the ropes. Log onto E-Verify webinar to see of listing of dates when you can view webinars live, or you can watch helpful videos on a variety of topics. On this webpage you can also find contact information (by phone or e-mail) where you can ask additional questions.

 

The E-Verify system is free, quick, and simple to use. As fraud continues to increase, it’s important to take advantage of opportunities to add a measure of security and comfort to your company’s processes.

Middleton, WI 

Phone: 608-824-3002

Fax: 866-486-4261

Sauk Prairie, WI  

Phone: 608-644-0206

Fax: 608-643-3467

Brookfield, WI  

Phone: 414-751-6847

Fax: 866-486-4261