An Introduction to E-Verify North Carolina Office of State Personnel

Senate Bill Session 2005 Each State Agency, department, institution, university, community college and local education agency shall verify in accordance with the E-Verify Program (formerly the Basic Pilot Program) administered by the USDHS, each individual’s legal status or authorization to work in the United States after hiring the individual to work in the United States.

E-Verify Introductory Topics Program Administration Memorandum of Understanding Suggested User ID’s NAICS Code Choice Types of Reports Available Changes in current I-9 process Memorandum of Understanding- Employer Obligations Training

What is E-Verify? The E-Verify Program involves verification checks of the Social Security and Department of Homeland Security databases. E-Verify uses an automated system to verify the employment eligibility of all newly hired employees.

What is the Memorandum of Understanding? Details responsibilities of: – Participating Employer – Department of Homeland Security – Social Security Administration

MOU- Employer Responsibilities Employer must provide names, titles, addresses and phone numbers of all E-Verify users to the DHS All users of the system must complete the online tutorial

MOU- Employer Responsibilities Employer must initiate E-Verify verification within 3 days of employment E-Verify verification must follow completion of I-9 form Employer MAY NOT complete an E-Verify verification prior to offering a position to a candidate

MOU- Employer Responsibilities Employer may not verify selectively; must initiate verification for every new employee hired May not take any adverse action against an employee while tentative nonconfirmations are processing

MOU- Employer Responsibilities Must concurrently comply with I-9 procedures, but only accept I-9 List B documents with pictures. This requirement renders the following documents unacceptable: – Driver’s license or permit without photo – Federal, State, or Local ID card without photo – Voter’s Registration Card – Military draft record – Native American Tribal Document without photo

MOU- Employer Responsibilities Employer may no longer accept the following I- 9 List B documents from new employees under the age of 18 – School records or report cards – Clinic, doctor or hospital records – Day-care or nursery school records

MOU- Employer Responsibilities Employer must record case verification number on I-9 form OR Attach a print out of the verification page to the I-9 form

MOU- Employer Responsibilities Employer must display notices provided by the Department of Homeland Security – Statements inform employees of the E-Verify system and what type of verification they are subject to

MOU- Employer Responsibilities Employer will be subject to audits from DHS and SSA regarding: – I-9 Forms – SSA Transaction records – DHS Verification records

MOU- Employer Responsibilities PENALTIES – Employer is subject to a civil penalty of between $500 and $1000 for each failure to notify the Department of Homeland Security of continued employment following a final nonconfirmation FINES ARE NOT GOING TO BE AN IMMEDIATE THREAT

E-Verify Administration Who will sign the Memorandum of Understanding? Who is going to be a corporate administrator? Who will be a program administrator? Why will AOC, Community Colleges, UNC-GA have different administrative structure?

E-Verify Administration Memorandums of Understanding – Each University/Agency will sign its own Memorandum of Understanding – Will be responsible for the administration of E-Verify program within their University/Agency – International Employment Specialist from OSP will be a Co-Corporate Administrator for ease of running reports

E-Verify Administration Multiple Corporate Administrators – Agency/University accounts are able to designate as many Corporate Administrators as they wish – Each Corporate Administrator will only have access to information entered by their particular University or Agency users A representative from UNC-GA will be included as a Corporate Administrator on each State University user account

E-Verfiy Administration OSP’s access to user accounts will be limited to: – Trouble shooting – Responding to report requests from the General Assembly, E-Verify Program Officials, and other official requests

What is a Corporate Administrator? Registers new user sites Oversees all user accounts Able to update personal profiles and reset passwords May view/run reports for multiple locations Does NOT run verification queries

What is a Program Administrator? Creates user accounts for a particular location (ie. Water Quality Division of the Department of Environment & Natural Resources) May view reports for his/her location Updates user profile information Resets passwords/unlocks user accounts May run verification queries

What is a General User? Main function is only to run verification queries May view reports only of their own activity on the E-Verify system

User ID’s User ID’s must be 8-14 characters in length Break down the User ID so that the user’s Agency/University, School/Division, and name are included in the ID – I.e. If Mary Jones works at UNC-G in the School of Business, Statistics Department: 6040BusMRJ

User ID’s Breaking down user ID’s will assist your agency/university in reporting purposes Reports can be sorted by user ID, thus you will be able to monitor activity by department/division.

Choosing NAICS Code When registering for E-Verify, use NAICS search link or Agencies use “Public Administration- 92” Universities use “Educational Services- 61” Choose from the subdivisions within category 92 or 61 to further describe your agency

Reports Corporate Overview of Program Usage: – Displays number of cases initiated by agency/university within a fiscal year – Available to Corporate Administrators and Program Administrators

Reports User Audit Report: – Summary level case data about each case that matches specified criteria – Report includes: case verification number date initiated initial verification eligibility Employee name, SS#, I-94 # Case resolution code

Reports: User Audit Report Cont. User Audit Reports can be sorted: – Who initiated the case – After a particular date – Until a particular date – Location

Reports User Report – Detail list of users who access the E-Verify Program – Available to Program Administrators and General Users – Can be sorted by State City User Role

Reports Monthly List of Primary Queries by Active Users – Displays a usage count by month during a particular fiscal year – Available to Program Administrators and Corporate Administrators

Corporate Administrator Training All Corporate Administrators will be required to view a live online “webinar” administered by the E-Verify Program Corporate Administrators will be instructed on the technical specifics of: – Reporting – Creating Accounts – Resolving user problems

Program Administrator and General User Training All Program Administrators and General Users will be required to complete a 2 hour online tutorial and mastery test Tutorial instructs users on specifics of verification inquiries, and the steps involved in resolving tentative and final nonconfirmations