Having a workforce that is authorized to work in the United States is the law. The I-9 Form is how that law is put into effect, but many employers also choose to use the E-Verify platform. Here’s how E-Verify relates to the completion of the I-9 Form and why integrating both can benefit your hiring process.

Understanding the I-9 Form

The I-9 Form, or Employment Eligibility Verification Form, is required for all U.S. employers to verify the identity and employment authorization of their employees. The form is divided into three sections:

Section 1: Completed by the employee on or before their first day of employment, detailing personal information and attestation of work authorization.Section 2: Completed by the employer within three business days of the employee’s start date, involving the review of original documents that verify the employee’s identity and work authorization.Section 3: Used for re-verifying employment authorization if the employee’s previous authorization has expired.

Introduction to E-Verify

E-Verify is an internet-based system operated by the U.S. Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). It allows employers to electronically verify the employment eligibility of newly hired employees. While participation is voluntary for most employers, certain federal contractors and employers in states with specific E-Verify laws are mandated to use the system.

How E-Verify Complements the I-9 Form

Enhanced Verification: E-Verify enhances the traditional I-9 process by electronically checking the information provided on the I-9 Form against records available to the DHS and SSA. This additional step helps verify that the documents presented by the employee are genuine and that the employee is indeed authorized to work in the U.S.Timely Submission: Employers must create an E-Verify case for each new employee no later than the third business day after the employee starts work for pay. This timeline aligns with the requirement to complete Section 2 of the I-9 Form, making it a seamless addition to the hiring process.Reduced Errors and Fraud: E-Verify helps identify discrepancies or fraudulent documentation that might not be easily detected through manual verification. This reduces the risk of hiring unauthorized workers and helps maintain a compliant workforce.Compliance and Confidence: Using E-Verify can demonstrate an employer’s commitment to maintaining a lawful workforce, which can be beneficial in audits and inspections. It also provides employers with additional confidence in the validity of their employees’ work authorization.

Steps to Integrate E-Verify with the I-9 Process

Complete the I-9 Form: Begin by having the employee fill out Section 1 of the I-9 Form on or before their first day of work. As the employer, you will review and verify the employee’s documents and complete Section 2 within three business days.Create an E-Verify Case: After completing the I-9 Form, enter the information into the E-Verify system. This includes details such as the employee’s name, date of birth, Social Security number, and employment eligibility documents.Receive Verification Results: E-Verify will return a result indicating whether the information matches government records. Possible results include “Employment Authorized,” “Tentative Nonconfirmation (TNC),” and “Verification in Process.”Resolve Discrepancies: If a TNC is received, the employee has the right to contest the result. Employers must provide instructions and allow the employee time to resolve the issue with the appropriate government agency.Maintain Records: Keep records of the I-9 Forms and E-Verify confirmations. Store these records securely so they are readily accessible in case of an audit.

Integrating E-Verify with the I-9 Form completion process can significantly enhance your ability to verify employment eligibility accurately. By leveraging both tools, employers can maintain compliance with federal regulations, reduce the risk of hiring unauthorized workers, and ensure a more reliable and lawful workforce.