E-Verify Monthly Research Administrators Meeting September 17, 2009

Why E-Verify? President Bush Executive Order – June 2006 – Federal contracts, including higher education Implementation delayed by court challenges Effective September 8, 2009

What is E-Verify? Federal, web-based employment eligibility verification system Joint Department of Homeland Security & Social Security Administration database Uses information from the Form I-9 Verifies employee eligibility to work in the United States

What and Who is Affected at UW? Federal contracts only – not grants New or amended “covered contracts” – Contain E-Verify clause as term of contract Newly hired or current employees – working directly (paid) on covered contract, or – working on a covered sub-contract or cost sharing agreement Less than 1500 employees at UW Most are in 4-6 academic/research organizations E-Verify team has been in contact with units impacted for input and guidance

Roles of UW Departments Office of Sponsored Programs - Notify departments and authorize users Grant and Contract Accounting - Enter budget flag in FIN Payroll - Provide user training and enter confirmation number in HEPPS Employing Department – Designate E-Verify user – access should be limited – Include information in UWHIRES and academic recruitments if position to be paid from covered contract – Complete new hire I-9; enter information in E-Verify – Forward I-9 and E-Verify results to Payroll Human Resources – consult regarding E-Verify results and follow up

When to Use E-Verify Employees working on covered contracts only Newly hired employees: E-Verify within 3 days Current employees: E-Verify within 90 days Identifying current employees – Use budget report to identify employees paid from the contract – Grant and Contract Accounting will also assist in identifying employees

Exceptions Employed continuously at UW since November 6, 1986 – E-Verify team researching Has active US Government security clearance of confidential, secret or top secret – Payroll/UW Facility Security Officer to identify Homeland Security Presidential Directive (HSPD)-12 background investigation and credentials – Payroll/UW Facility Security Officer to identify

E-Verify Results Confirmation - >95% will be confirmed within 3-5 seconds – Send I-9 and E-Verify results to Payroll – No further action needed Tentative non-confirmation – Check for data entry error – Employee follows up with SSA or DHS to resolve – Employer takes no adverse action – Employee continues to work while resolving issue Final non-confirmation – Employee may not continue to work – Coordinate separation or resignation action with HR/AHR

Resources and Support OSP – Registers UW to use E-Verify – Notifies departments; authorizes users Payroll – E-Verify user training Human Resources – Departments questions re: E-Verify results/follow up Grant and Contract Accounting – Reviews for compliance International Student Services/International Scholars Office – Questions re: foreign national employees

Communications/Training User training/orientation scheduled – Thursday, September :00-3:00pm - Hitchcock room 132 – Wednesday, September :00-3:00pm - Gowen room 301 – Monday, September :00am-Noon – Fisheries room 102 E-Verify system training – Computer lab sessions – Individual department training Web resources – employees/e-verify employees/e-verify – E-Verify user information – FAQs and Glossary

Questions?