E-Verify Guide ( v30 )

What we'll review:

Required Ordering Fields

Managing E-Verify Searches

Photo Matching

SSA Tentative Nonconfirmation

Force Completion

Additional Resources

Required Ordering Fields

For stand-alone E-Verify reports only basic fields are now required. The fields required by the I9 process (preparer/translator certification, employer certification) are no longer required for a stand-alone E-Verify order.

Managing E-Verify Searches

Once a client orders an E-Verify, one of two things will happen:

• Authorized applicant. The applicant will be authorized through E-Verify within about 60 minutes
  -- or --

• More information required. You will need to perform additional steps as prompted by the system.

Scenario 1: Authorized applicant

In the first case, the search will be completed on its own, and no further action is required. This is the most common outcome.

Scenario 2: More information required

In the event that more information is required, the CRA will need to manage the search through the E-Verify Management console located at QA | E-Verify.

Each possible status is listed on the left, along with how many E-Verify Verifications are in that status.  A list of E-Verify searches will load when clicking on the status in question, along with possible actions to take in a dropdown box next to the action.

If the is an interim case result, then additional action is required before E-Verify can provide a final case result and the verification process can be completed. 

Status	Action
Creating Case	The case is being created and submitted to E-Verify
Photo Matching Required	The case requires a photo match
Photo Document Scan Required*	The case requires photos to be uploaded in HR module by CRA.*
Case In Review By DHS	The case is being reviewed by DHS
Tentative Non-Confirmation Pending Letters	The case has received a TNC and Employee has chance to contest.  FAN letter is pending.
Tentative Non-Confirmation Pending Referral	The case has received a TNC, but that TNC has not been referred. A FAN letter was created and needs to be sent to the employee. If the employee contests, the CRA will select “Referred" which will send the case for further review.
Case Referred	The case has been referred.
Referral Date Confirmation	Referral date confirmed by Employee.
Case Is Being Processed	This is a status update from E-Verify letting us know that it is still in process.
Case Conflict	This is a temporary holding bin as we'll auto submit back to E-Verify to continue processing.
Close Case And Resubmit	The case has encountered technical errors, or a separate system has determined the case must be resubmitted.
Employment Authorized	The case has received employment authorized and can now be closed.
Final Non-Confirmation	The case has received a final non-confirmation and must be closed with the appropriate reason.
Case Closed	The case has been closed

*Photo Document Scan Required

Photo Matching

E-Verify's photo matching is an important part of the employment eligibility verification process. It requires the employer to verify that the photo displayed in E-Verify is identical to the photo on the document that the employee presented for section 2 of Form I-9.

*NOTE*
Cases with the status “Photo Document Scan Required” now require the CRA to submit a scanned image of the FRONT and BACK of the document through the HR Module.  A researcher/client note appears on the search in the admin module.
Each photo file must be smaller than 5MB. (E-Verify ICA Control Agreement v30.0.1)
Each photo file must be a PDF, PNG, or JPEG (E-Verify ICA Control Agreement v30.0.1)

Researcher/Client Note as seen in the Admin Module:


Photo matching is activated automatically if an employee has presented his or her Form I-9 a:

• I-551, (Permanent Resident Card)
• Form I-766, (Employment Authorization Document), or
• U.S. passport or passport card

Clients can verify the photo using this screen located when you click the E-Verify search under the applicant:

Admins can also verify using the search level view. 

If no photo is available, the case will either automatically skip photo matching or “No Photo on this Document” may display in place of a photo. 

Other documents with photos (such as a driver’s license) will not activate photo matching.

*Reminders*
-A photo displayed in E-Verify should be compared with the photo in the document that the employee has presented and not with the face of the employee.

-E-Verify will not allow the same email for the employee's and submitter

If an employee presents a Permanent Resident Card, Employment Authorization Document or U.S. passport or passport card as the verification document, the employer must make a copy of that document and keep it on file with Form I-9.

If the photo displayed on the E-Verify screen does not match the photo on the employee’s document, the employee will receive a “DHS Tentative Nonconfirmation” (TNC) and must be given the opportunity to correct the problem. If the employee chooses to contest the TNC, the employer must either attach and submit electronically a copy of the employee’s photo document or mail a copy of the employee’s document to DHS via express mail at the employer’s expense. 

If the is an interim case result, then additional action is required before E-Verify can provide a final case result and the verification process can be completed.

Tentative Non-Confirmation

There are two types of "DHS TNCs." The first type means that DHS was unable to verify employment eligibility and the employee is instructed to call DHS to find out how to resolve the discrepancy.

The second type is caused by a photographic mismatch, meaning the employer indicated that the photograph displayed by E-Verify did not match the photograph on the employee's document. If the employee contests this type of TNC, the employer must either scan and upload an image of the document or send a copy of the document via express mail at the employer's expense.

When a verification comes back as "SSA Tentative Nonconfirmation" this means records did not match government SSA records. You are provided a form through the E-Verify Management screen that you will need to send to your client (SSA FAN Letter).

If the applicant chooses to contest these results, you must refer the case to SSA and you can choose this action from the "take action" drop down. You can refer the case to SSA . Applicant has 8 working days to visit office in person and updated results will be updated from E-Verify. If the employee does not contest the "SSA TNC," the TNC result is then considered an "SSA Final Nonconfirmation". If the employee does not visit SSA, E-Verify will automatically change the employee's case status to "SSA Final Nonconfirmation" after 10 Federal Government working days have passed since the case was referred. Only after an employee receives an "SSA Final Nonconfirmation" may the employer terminate the employee based on E-Verify. 

Occasionally, you may need need to manually close this out after the 10 days. You will have a list of option under "Select to Close Case" when these options are appropriate.

Options when appropriate:

*NOTE* Cancelling a search in Verocity does not translate through the integration back to E-Verify. You may have instances where a TNC is returned, but only due to a data entry error. Instead of cancelling the original E-Verify search in Verocity, please follow the above steps to Take Action, and select "The case is invalid because the data entered is incorrect" before reordering the E-Verify case with the correct information. If the search is only cancelled prior to reordering, you will receive the '[DUPLICATE_CASE_CONFLICT]:A duplicate case exists' error message because the original case is still open in the E-Verify system.

Force Completion

On occasion you may also have the need to force complete a search. The search will close in whatever state it was last in from E-Verify. If you are unsure you can "view details" to examine the status.

View details view:

Additional Resources

The official E-Verify Verification process and materials can be found here at:

https://www.uscis.gov/e-verify/employers/verification-process

Please reference these E-Verify materials if you have additional questions.