Table of Contents:
What is E-Verify?
E-Verify is a web-based system that allows enrolled employers to confirm the eligibility of their employees to work in the United States. E-Verify employers verify the identity and employment eligibility of newly hired employees by electronically matching the information provided by employees on Form I-9, Employment Eligibility Verification, against records available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS). This service is free and is required in many states.
Using Workstream Onboarding, employers can submit a digital copy of their employee's I-9 forms to E-Verify to ensure validity and eligibility to work.
Before you can use E-Verify, your Customer Support Manager will help set you up as a client in the USCIS system.
Add tax information (EIN)
In order to use Form I-9 for E-Verify, the admin needs to add tax information to each location. Follow the steps below to add your tax information:
STEP 1: From your Workstream dashboard, go to Company > Tax entities > Add tax entity.
STEP 2: Enter the Tax entity name, Employer Identification Number (EIN), and complete address.
STEP 3: Once you click Next, verify that the information you've entered is correct then click Add tax entity.
STEP 4: After adding the tax entity, click Link location.
STEP 5: Select which location you wish to link the tax entity and click Save.
You can manage the location's Tax Entity from the Locations tab. To do that follow the steps below:
STEP 1: Go to Company > Locations > select which location you want to manage and click the three dots on the far right side of the location's name. Then, select Edit.
STEP 2: From this menu, you can switch Tax entities by clicking the Tax information tab and selecting which Tax entity you want to switch to.
Set up the E-Verify integration
Workstream is one of the E-Verify employer agents helping U.S.-based companies verify employment eligibility for new hires. Once connected, you can submit cases for new hire employment verification through Workstream Onboarding.
Note: Only admin users have access and permission to set up E-Verify.
After adding your tax information, fill in the required company information on the Company settings page for USCIS integration. To do that follow the steps below:
STEP 1: Go to Company > Integrations > USCIS > Register with E-Verify for the desired tax entity.
STEP 2: Enter your company information and click next.
STEP 3: Enter your contact information and click next.
STEP 4: Review and submit.
The Customer Support team will receive an email alerting them that you have integrated E-Verify into your account. The Support team will then create an E-Verify client on your behalf. The E-Verify registration status will show Processing and can take up to three business days to complete.
STEP 5: You will receive an email to sign an MOU (Memorandum of Understanding). After signing it, the registration status will show Registered. Your E-Verify account is now fully set up.
Take the E-Verify quiz
All users who need to submit E-Verify cases via Workstream must complete the E-Verify quiz.
STEP 1: To access the E-Verify quiz, click the gear icon on the bottom left panel and click Account.
STEP 2: Go to E-Verify Quiz > Qualify to submit to E-Verify.
STEP 3: Click View training course.
STEP 4: Read then click I have read E-Verify guidelines.
STEP 5: Take the quiz and click Submit.
STEP 6: After passing the quiz, you will be qualified to submit cases to E-Verify.
Set up an I-9 module in your onboarding process
Does your onboarding process have E-verify turned on? Check the module header!
To add the I-9 module to an onboarding process and enable E-Verify, follow the steps below:
STEP 1: Go to Onboarding > Processes > Create new process. You can also edit an existing process.
STEP 2: Click Add module > select Form I-9 below Government Forms > Continue.
STEP 3: Toggle on E-Verify and click Continue.
STEP 4: Review and click Save to complete the setup.
STEP 5: You can now start using E-Verify in your onboarding process!
Create E-verify case for an employee after completing Form I-9
After you start an employee with the onboarding process you just created, you will see a Form I-9 (with E-verify) module. At this point, the employee should have already received their onboarding link, and be prompted to complete the tasks, including the form I-9. Once the employee has completing Section 1 of the Form I-9, proceed with the steps below to finish the Form I-9 and create an E-Verify case.
STEP 1: Start section 2 of Form I-9 by reviewing new hire's I-9 documents. Click "Review".
STEP 2: Go through with the form by filling in your information as the employer. Please fill in the employer's information, not the employees'. This is usually the General Manager.
STEP 3: Check the documents that your employee has brought, and fill in accordingly.
STEP 4: Review what you have just filled in Section 2.
STEP 5: Review the data and sign Section 2
STEP 6: The Form I-9 is now complete! Now the last step - Click on Start to create an E-verify case
STEP 7: Check through the information and click "Create case" to create an E-verify case. Please note that once an E-verify case is created, the information cannot be edited. If you would like to edit any of the information that is being sent to E-verify, you will need to restart the module and have employee / manager modify the relevant data in the relevant section.
Manage E-verify cases that needs attention
If the status is Employment Authorized, the module will be automatically marked complete. There is nothing you need to do. Below are the steps to handle the case if the status is not Employment Authorized.
Handling E-verify case status for an individual employee
Needs attention: Resolve the case if there is an actionable step. Here are some examples:
Final non-confirmation: Close the case if it is has a FNC status. E-verify will prompt for a resolution on whether you will continue to hire the employee, and state a reason. Once the case is closed, if you want to hire the employee, you will need to create a new case. To create a new case, see steps 6-7 in previous section on creating a case.
Viewing E-verify cases that needs attention on the E-verify case list
STEP 1: Go to Onboarding -> E-verify to view all the E-verify cases that have been created. Users will only be able to see and manage cases of employees that they have access to.
STEP 2: Use the filter, search, or sort function to manage a specific set of employees. By default, the filter will only show cases that needs attention or are pending.
STEP 3: Manage the cases directly on the case list, or click on ... to view the employee on onboarding and manage it there.
How to manage a Tentative Nonconfirmation (TNC) case result
If an E-Verify case receives a Tentative Nonconfirmation (TNC) case result, this means that the information the employer entered in E-Verify from the Form I-9, Employment Eligibility Verification, did not match with the records available to DHS and/or SSA.
This error statement refers to reviewing the TNC Further Action Notice steps, which are found here. The E-Verify is pending because there are steps needed to be taken by the employee and employer.
The table below provides possible reasons a TNC may occur:
In this scenario, the employer needs to print the Further Action Notice under Step 1, and refer the new employee to the related government department. Follow Step 2 then mark the checkbox based on the employee's decision.
STEP 1: Click Download Further Action Notice and advise the employee to take action to resolve the case.
STEP 2: Click Download Referral Date Confirmation.
Note: Be sure to log in and refresh the case status periodically -- you'll need to close the case once it's updated with the final status.
The E-Verify status will be updated to referred. Check back periodically and click Refresh case status to get an update.
For more information about how to process E-Verify Tentative Nonconfirmation (Mismatch), click here.
Troubleshooting examples for Tentative Nonconfirmation (TNC) Mismatch case
Below are the steps that you can follow to resolve a Tentative Non-confirmation (TNC) mismatch case.
E-Verify unconfirmed data case.
STEP 1: Go to Onboarding > Overview > In progress tab. Then select the employee with E-Verify unconfirmed data case.
STEP 2: Click View data entries. Confirm the details for the employee’s form I-9 data and click Save.
STEP 3: E-Verify case status will be updated to E-Verify Needs More time. To get an update, you would have to manually check back and click Refresh case status.
STEP 4: Once the employee is authorized to work, you will receive an Employee Authorization confirmed status.
E-Verify Photo Match case.
STEP 1: Go to Onboarding > Overview > In progress tab. Then select the employee with the E-Verify Photo Match case.
STEP 2: Click View photo to retrieve the photo from the government and compare it with the photo employee provided.
STEP 3: Select No, this photo does not match.
STEP 4: Upload the employee’s document and click Continue.
STEP 5: After the document is uploaded, follow steps as you would a TNC case.
What is an EIN?
- An Employer Identification Number (EIN) is also known as a Federal Tax Identification Number and is used to identify a business entity. For more information, click here.
Who can submit the EIN E-Verify request through Workstream?
- Only admins can submit the request.
How long is the overall E-Verify Integration process?
- The overall process should take up to three business days.
Who needs to complete the E-Verify quiz?
- All users who will submit E-Verify via Workstream.
Can a user retake the quiz?
- Yes. You can use this training material and questions to help you with the quiz.
How can I help our new hires prevent a Tentative Nonconfirmation (Mismatch)?
- It is essential to complete Form I-9 legibly and correctly. For more tips to prevent a mismatch, click here.
Want to talk to our support team? Look for the Intercom icon at the bottom right of your dashboard and click on New Conversation or send an email to firstname.lastname@example.org.