Phase 1 - E-Verify Program Administrator Federal Contractor (EV PA FC) Tutorial

EV PA FC Tutorial Lesson 1

Current

Update

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Welcome to the E-Verify Tutorial
This tutorial is designed for Program Administrators, E-Verify employers of
Federal Contractors participating in E-Verify.
In this section, you can review any of the completed tutorial lessons or retake
the knowledge test that was required to start using E-Verify. This tutorial covers
the following topics:
Lesson 1: Introduction
Introduction
E-Verify and Federal Contractor Background
E-Verify Overview
Privacy Statement and Guidelines
Rules and Responsibilities
Civil Rights and Civil Liberties
E-Verify and Federal Contractor
Federal Contractor Requirements
Form I-9 and E-Verify
Verification Process Overview
{Review Lesson 1}
Lesson 2: Initial Verification
Initial Verification
E-Verify Home Page
Enter Form I-9 Information
Initial Verification Results
{Review Lesson 2}
Lesson 3: Interim Case Results
Interim Case Results
Interim Case Results - Overview
DHS and/or SSA Tentative Nonconfirmation (Mismatches)
E-Verify Needs More Time
DHS or SSA Case in Continuance
{Review Lesson 3}
Lesson 4: Complete the Verification Process
Complete the Verification Process
Final Case Results

Close Case
Case Alerts
{Review Lesson 4}
Lesson 5: Program Administrator Account Administration
Program Administrator Account Administration
Overview of User Roles
Create a Password
Navigation Menu
Manage Company
Reports
{Review Lesson 5}
Each user must successfully complete the online E-Verify tutorial before they can
create or manage cases.
Lesson 1: Introduction
Introduction
E-Verify and Federal Contractor Background
E-Verify Overview
Privacy Statement and Guidelines
Rules and Responsibilities
Civil Rights and Civil Liberties
E-Verify and Federal Contractor
Federal Contractor Requirements
Form I-9 and E-Verify
Verification Process Overview
{Review Lesson 1}

Welcome to Lesson 1 of the E-Verify Program Administrator Tutorial for Federal
Contractors. In this lesson, you will learn about these E-Verify topics:
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E-Verify and Federal Contractor Background
E-Verify Overview
Privacy Statement and Guidelines
Rules and Responsibilities
Civil Rights and Civil Liberties
E-Verify and Federal Contractor
Federal Contractor Requirements
Form I-9 and E-Verify
Verification Process Overview

Learning Objectives
Upon completing this lesson, you should be able to:
• Describe the background and overview of E-Verify and the Federal
Contractor E-Verify rule
• Carry out and comply with rules, responsibilities, and guidelines for
protecting privacy and personal information
• Recognize Civil Rights and Civil Liberties
• Identify federal contractor requirements
• Recognize Form I-9 procedures and how they relate to E-Verify
• Recognize the verification process and case results

E-Verify and Federal Contractor Background
In 1996, Congress passed the Illegal Immigration Reform and Immigrant
Responsibility Act (IIRIRA), which required the Department of Homeland (DHS)
and Social Security Administration (SSA) to develop an employment eligibility
confirmation process now known as E-Verify.
The E-Verify Federal Acquisition Regulation (FAR) final rule requires that as of
September 8, 2009, federal contractors with contracts containing the FAR EVerify clause must use E-Verify as a condition of their contract. Click FAR E-Verify
Clause: 48.C.F.R. 52.222-54 to learn more.

E-Verify Overview
E-Verify is an internet-based system that electronically confirms the identity and
employment eligibility of newly hired employees to work in the United States.
E-Verify is a voluntary program. Employers with federal contracts or
subcontracts that contain the Federal Acquisition Regulation (FAR) E-Verify
clause are required to enroll in and use E-Verify as a condition of federal
contracting. Employers with employees in states with legislation that requires
participation in E-Verify, for example, as a condition of business licensing, may
also be required to participate in E-Verify. In addition, federal agencies, and
legislative offices, as well as employers subject to certain court orders, may be
required to participate in E-Verify.

How E-Verify Works
E-Verify works by electronically comparing the information from an employee’s
Form I-9, Employment Eligibility Verification, with official government records
that E-Verify can access to verify the identity and employment eligibility of each
newly hired employee and/or employee assigned to a covered federal contract.

Privacy Statement and Guidelines
E-Verify use requires the collection of personally identifiable information (PII).
Employers must protect the privacy of employees who submit information to be
processed through E-Verify and ensure that all personal information collected is
safeguarded and used only for the purposes outlined in the memorandum of
understanding (MOU).
E-Verify protects PII in accordance with a National Archives and Records
Administration (NARA) records retention and disposal schedule (N 1-566-08-7)
by annually disposing of E-Verify records that are over 10 years old. This
minimizes security and privacy risks associated with U.S. government retention
of PII.
Failure to properly protect employee information can result in identity theft or
fraud and can cause considerable inconvenience, harm, or embarrassment to
the employees or employer affected.

Privacy Statement and Guidelines
PRIVACY GUIDELINES OVERVIEW
• Allow only authorized users to use E-Verify.
Ensure that only authorized users handle information and create cases.
• Secure access to E-Verify.
Protect passwords used to access E-Verify and ensure that unauthorized
persons do not access E-Verify.
• Protect and store employee information properly.
Ensure that employee information is stored in a safe and secure location and
that only authorized users have access to this information.
• Discuss E-Verify results in private.
Ensure that all case results including mismatches and Final
Nonconfirmations are discussed in private with the employee.
REMINDER
• You must ensure that all PII is safeguarded.
Rules and Responsibilities
All E-Verify users are bound by the guidelines set forth in the E-Verify MOU and
the rules and responsibilities outlined in the E-Verify User Manual, Supplemental
Guide for E-Verify Employer Agents, this tutorial and other agency guidance.
The next screens outline the specific rules and responsibilities required of
everyone that uses E-Verify.
NOTE: Additional information on each rule and responsibility is provided
throughout this tutorial.

Rules and Responsibilities – E-Verify Employers Must
Employers participating in E-Verify MUST:
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Follow E-Verify procedures for each employee for whom an E-Verify case is
created.
Notify each job applicant of E-Verify participation by clearly displaying the
Notice of E-Verify Participation and the Right to Work posters in English and
Spanish. You may also display the posters in other languages provided by
DHS.
Complete Form I-9, Employment Eligibility Verification, for each newly hired
employee before creating a case in E-Verify.
Obtain a Social Security number from each newly hired employee on Form I9.
Ensure that Form I-9 List B identity documents have a photo.
Create a case for each newly hired employee within three business days
after the employee’s first day of employment.
Enter the employee’s email address in E-Verify if they provided it on Form I9.
Download the Further Action Notice before referring the case.
Provide each employee with notice of and the opportunity to take action on
a mismatch.
Ensure that all PII is safeguarded.

IMPORTANT: For more information, review the E-Verify User Manual and the EVerify Supplemental Guide for Federal Contractors located in View Essential
Resources.
NOTE: Additional information on each rule and responsibility is provided
throughout this tutorial.

Rules and Responsibilities - Notice to Employees of E-Verify Participation
You MUST notify ALL employees of your participation in E-Verify:
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Provide the following posters to your company locations:
• Notice of E-Verify Participation; and
• Right to Work.
Ensure all locations display the posters (in both English and Spanish) in a
prominent place that is clearly visible to all current and prospective
employees, electronically or in hard copy.
Replace the participation posters when updates are provided by DHS to
ensure employees, applicants, and the public have the most recent and
complete information regarding E-Verify.
E-Verify recommends providing a copy of these posters with job application
materials, either electronically or in hard copy.

Rules and Responsibilities – E-Verify Employers Must Not:
Employers participating in E-Verify MUST NOT:
• Use E-Verify to pre-screen an applicant for employment.
• Specify or request which Form I-9 documentation an employee must use,
except to specify that any Form I-9 List B document the employee chooses
to present must contain a photo.
• Use E-Verify to discriminate against any job applicant or employee on the
basis of their national origin, citizenship, or immigration status.
• Create an E-Verify case for an employee who was hired before the employer
signed the E-Verify MOU, except in certain instances, such as employees of
federal contractors with the FAR E-Verify clause.
• Terminate, suspend, delay training, withhold or lower pay, or take any other
adverse action against an employee because of a mismatch, until the
mismatch becomes a Final Nonconfirmation.
• Share any user ID or password.
NOTE: Additional information on each rule and responsibility is provided
throughout this tutorial.

Civil Rights and Civil Liberties
It is important to protect the rights of employees. The next screens discuss the
following:
• Employee Protection
• Responsibility to Avoid Discrimination
• Deter Discrimination in Your Workplace
• Adverse Actions

Civil Rights and Civil Liberties - Employee Protection
It is your responsibility to treat employees equitably when using E-Verify.
You MUST:
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Create a case in E-Verify only AFTER the applicant has accepted an offer of
employment and Form I-9 is complete.
Give notice to employees regarding your participation in E-Verify and
employee rights.
Take steps to ensure the privacy of employees by protecting their personal
information and to secure the password you use to access E-Verify.
Discuss employment eligibility issues with people directly concerned with
the information and limit these conversations to the relevant case details.
Ensure employees who receive a mismatch are provided with the printed
Further Action Notice.

You must NOT:
• Create a case in E-Verify before a job offer has been accepted and Form I-9
is complete. This is considered pre-screening.
• Use E-Verify to screen job applicants or to re-verify employment eligibility.
• Use E-Verify selectively to discriminate against applicants or employees.

Protecting Civil Rights: The Department of Justice’s Immigrant and Employee
Rights Section (IER)
The Immigration and Nationality Act’s anti-discrimination provision, found at 8
U.S.C. § 1324b, requires employers to apply Form I-9 and E-Verify rules
consistently, regardless of an employee’s citizenship, immigration status or
national origin. The Immigrant and Employee Rights Section (IER) of the U.S.
Department of Justice Civil Rights Division enforces this law.
Employers that discriminate in their use of E-Verify might violate this law.
For more information on how to avoid discrimination, contact IER’s Employer
Hotline at 800-255-8155 (TTY: 800-237-2515) or visit justice.gov/ier.
NO IMAGE

Civil Rights and Civil Liberties – U.S. Equal Employment Opportunity
Commission (EEOC)
You may not discriminate against employees because of race, color, religion, sex
(including pregnancy, gender identity, and sexual orientation), national origin,
age (40 or older), disability, or genetic information.
Employers that discriminate in their use of E-Verify may be in violation of this
law.
For more information on how to avoid discrimination, contact EEOC at 800-6694000 (TTY: 844-234-5122) or visit eeoc.gov.
Civil Rights and Civil Liberties - Deter Unlawful Discrimination in Your
Workplace
Display the DHS E-Verify Participation and DOJ Right to Work posters so
prospective employees and new hires will see them.
In addition, make sure you comply with federal anti-discrimination
requirements. For example:
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Do not treat applicants or employees differently based on their citizenship
or immigration status, or based on their appearance, language, accent, or
other national origin indicator.

Do not ask an employee to show a specific document to prove their
citizenship or immigration status for the Form I-9 process, or for the E-Verify
process.
• Do not request additional or different documents than are required to verify
employment eligibility and identity, reject reasonably genuine-looking
documents or specify certain documents over others.
• Do not use E-Verify selectively or to prescreen certain candidates based on
employees’ or applicants’ citizenship, immigration status, or national origin.
• Do not, based on an employee’s citizenship status or national origin, take
adverse action against an employee because of a mismatch or because their
case is pending with DHS or SSA.
Civil Rights and Civil Liberties – Adverse Actions
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Employers must not terminate, suspend, delay training, withhold or lower pay,
or take any other adverse action against an employee because of the mismatch,
until the mismatch becomes a Final Nonconfirmation.
If the employee chooses not to take action on the mismatch, the employer may
terminate employment with no civil or criminal liability as noted in
Responsibilities of the Employer, Article II, Section A paragraph 13 of the MOU.
The case can be treated as a Final Nonconfirmation, and the employer should
close the case in E-Verify.
To avoid improper adverse actions, treat employees that choose to take action
to resolve a mismatch as you would treat any other employee.

E-Verify and Federal Contractor Requirements
All E-Verify users are bound by the guidelines set forth in the E-Verify MOU and
the rules and responsibilities outlined in the E-Verify User Manual, E-Verify
Supplemental Guide for Federal Contractors, this tutorial and other agency
guidance.
Federal contractors with the FAR E-Verify clause have specific guidelines for:
• Exemptions and exceptions;
• Timeframes for enrollment and use;
• Contractors already enrolled in E-Verify; and

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Subcontractors and others.

For detailed information on the guidelines and time periods, click View Essential
Resources and review the E-Verify Supplemental Guide for Federal Contractors.
Federal Contractor Requirements – Form I-9 and E-Verify
All federal contractors in the United States are required to complete Form I-9
within three business days after the employee’s first day of employment and
keep a record of the Form I-9 on File. This requirement does NOT change for
federal contractors enrolled in E-Verify.
Employers enrolled in E-Verify have chosen to take the additional step of
electronically confirming that their employees' Form I-9 information matches
official government records that E-Verify can access, thereby helping ensure a
legal workforce.
NOTE: To view or download Form I-9, click Form I-9. For more information
on Form I-9 procedures, review the Handbook for Employers: Guidance for
Completing Form I-9 (M-274) which is also located in View Essential Resources.
Federal Contractor Requirements – Verifying New Employees Using Form I-9
Newly hired employees must complete Form I-9 regardless of whether they are
assigned to a federal contract.
Employers must comply with Form I-9 procedures found in the M-274, which is
found in the View Essential Resources link on the navigation menu.
As a Federal Contractor, you also have additional employment verification
requirements for Form I-9 that other E-Verify employers do not have.
For detailed information, click View Essential Resources and review the
Supplemental Guide for Federal Contractors, 2.1 Verifying New Employees using
Form I-9.

Federal Contractor Requirements – Verifying Existing Employees using Form I-9
Federal contractors must follow specific rules which relate to Form I-9 and
existing employees.
Employers must comply with Form I-9 procedures found in the M-274, which is
found in the View Essential Resources link on the navigation menu.
To comply with the FAR rule, you must verify all new hires and existing
employees assigned to a covered contract. You may also choose to verify your
entire workforce.
For detailed information, click View Essential Resources and review the
Supplemental Guide for Federal Contractors, 2.2 Verify Existing Employee using
Form I-9.
Form I-9 and E-Verify
All employers in the United States are required to complete Form I-9 within
three business days after the employee’s first day of employment and keep a
record of the Form I-9 on File. This requirement does NOT change for employers
enrolled in E-Verify.
Employers enrolled in E-Verify have chosen to take the additional step of
verifying that their employees’ Form I-9 information matches official
government records, thereby ensuring a legal workforce.
NOTE: To view or download Form I-9, click Form I-9. For more information
on Form I-9 procedures, review the Handbook for Employers: Guidance for
Completing Form I-9 (M-274) which is also located in View Essential Resources.

Form I-9 and E-Verify – Form I-9, Section 1 – Overview
Newly hired employees must complete Section 1 of Form I-9 in its entirety.
Providing a Social Security number (SSN) on Form I-9 is usually voluntary but
newly hired employees of employers participating in E-Verify are required to
provide an SSN on Form I-9. Therefore, all newly hired employees, including
seasonal, temporary, and rehires, MUST provide an SSN.
IMPORTANT: If an employee does NOT provide an SSN, they must obtain one
from the SSA. This can delay the three-day requirement to create a case in EVerify. Employers must note the reason for this delay on the employee's Form I9 during the verification process. You must create a case in E-Verify as soon as
the employee has received their SSN from SSA.
Form I-9 and E-Verify – Form I-9, Section 2 – Overview
Employers must complete Section 2 of Form I-9 in its entirety. To complete
Section 2, examine the documents presented by the employee physically or
remotely per the alternative procedure authorized by the Secretary of DHS to
establish their identity and employment authorization. An employer cannot
specify which document(s) their employee may present from the List of
Acceptable Documents. Follow this process consistently, regardless of your
employee’s citizenship, immigration status or national origin.
Important: You may NOT specify which document(s) from the Form I-9 List of
Acceptable Documents that the employee may choose to present. This tutorial
uses examples to explain some common document features; however, you
cannot ask employees to show any specific type of document.

Form I-9 and E-Verify – Form I-9, Section 2 – Documents
An employer may accept one document from List A, which proves both identity
and employment eligibility, or a combination of documents from List B, which
proves identity, and List C, which proves employment eligibility.
IMPORTANT: Any List B document(s) presented to an employer participating
in E-Verify MUST contain a photo.

Verification Process Overview
The E-Verify employment eligibility confirmation process begins with a
completed Form I-9. The information from Form I-9 is then entered into EVerify and a case result is provided.
Case results inform you of the status of the E-Verify case as well as your
employee's employment eligibility. Case results can be initial, interim, or final.
If you determine the information in the case is incorrect, close the case and
create a new case with correct information.
Every case must be closed.
REMINDER: E-Verify confirms employment eligibility by comparing the
employee's Form I-9 information entered in E-Verify to official government
records that E-Verify can access.

Verification Process - Initial Verification Case Results Overview
After Form I-9 information has been entered into E-Verify, E-Verify promptly
provides you an initial case result. An initial case result is the first, and
sometimes final, case result provided by E-Verify.
An overview of the initial case results is listed in the table below.
Initial Case Results
Overview
Employment Authorized
The employee's information matched official
government records that E-Verify can access.
Case will automatically close. No action needed.
Tentative Nonconfirmation Information does not initially match official
(Mismatch)
government records that E-Verify can access.
Additional action is required.
E-Verify Needs More Time DHS could not immediately verify the data and
needs more time. This case is referred to DHS
for further action. No action is required until
further notice from E-Verify.
Each case result is unique and may or may not require additional action by you
and/or the employee. Additional information on initial case results and next
steps are addressed throughout this tutorial.
Verification Process – Interim Verification Case Results Overview
An interim case result requires additional action before E-Verify can provide you
with a final case result.
An overview of the interim case results is listed in the table below.
Interim Case Results

Overview

DHS and/or SSA Tentative
Nonconfirmation
(Mismatch)

Information did not match official government
records that E-Verify can access. Additional
action is required.

E-Verify Needs More Time

DHS could not immediately verify the data and
needs more time. This case is referred to DHS for
further action. No action is required until further
notice from E-Verify.

DHS or SSA Case in
Continuance

The employee has contacted DHS and/or visited
an SSA field office, but more time is needed to
determine a final case result. No action is
required until further notice from E-Verify.

Each case result is unique and may or may not require additional action by you
and/or the employee. Additional information on interim case results and next
steps are addressed throughout this tutorial.
Verification Process – Final Case Results Overview
A final case result means that the case is ready to be closed. You must close
every case to complete the E-Verify process.
An overview of the final case results is listed in the table below.
Final Case Results
Employment
Authorized

Overview
The employee's information matched official
government records that E-Verify can access.
Case will automatically close. No action needed.

E-Verify cannot confirm an employee's
DHS and/or SSA Final employment eligibility after the employee has
contacted DHS and/or visited a SSA field office.
Nonconfirmation
You may close the case.
Close Case and
Resubmit

This case cannot continue because the expiration
date entered for the employee's U.S. Passport,
Passport Card or driver's license is incorrect.
Close the case in E-Verify and create a new case.

Each case result is unique and may or may not require additional action by you.
Additional information on final case results and next steps are addressed
throughout this tutorial.

Summary
Congratulations! You have completed Lesson 1 of the E-Verify Program
Administrator Tutorial for Federal Contractors. You should now be able to:
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Describe the E-Verify and Federal Contractor Background
Describe the E-Verify Overview
Carry out and comply with rules, responsibilities, and guidelines for
protecting privacy and personal information
Recognize Civil Rights and Civil Liberties
Identify E-Verify and federal contractor requirements
Recognize Form I-9 procedures and how they relate to E-Verify
Recognize the verification process and case results.

EV PA FC Tutorial Lesson 2

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Update
Lesson 2: Initial Verification
Initial Verification
E-Verify Home Page
Enter Form I-9 Information
Initial Verification Results

Initial Verification
Welcome to Lesson 2 of the E-Verify Program Administrator Tutorial for
Federal Contractors. In this lesson, you will learn about:
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E-Verify Home Page
Entering Form I-9 Information
Initial Verification Results

Learning Objectives
Upon completing this lesson, you should be able to:
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Recognize the E-Verify home page
Use Form I-9 information to create a case in E-Verify
Recognize initial case results

E-Verify Home Page
Each time you log in to E-Verify you will see a welcome back banner with
your name and company, or entity listed.
Under the welcome banner are case alert boxes with important
information about your cases, including Cases to be Closed, Cases with
Updates, Cases with Expiring Authorization Docs and Recently Auto-Closed
Cases.
Directly below the case alert boxes are convenient quick links in gray
boxes, including Create New Case, Search Cases, View Resources and
Contact Us.
Below the quick links is the E-Verify News section that keeps you up to
date on the latest and greatest with E-Verify.

Navigation buttons above the banner include:
MENU
FUNCTIONS
Home
• Employer User Home Page
Cases
• Create New Case
• Search Cases
Reports
• Run Reports
Resources
• View Essential Resources
• Take Tutorial
• View User Manual
• E-Verify News
• Contact Us
Account Options
• Company Account
• User Account
• Log Out
Create an E-Verify Case
The earliest you may create a case in E-Verify is after the employee accepts
an offer of employment and Form I-9 is complete. After the Form I-9 is
complete, your next step is to create a case in E-Verify. An E-Verify case
must be created within three business days after the employee’s first day
of employment.
You can find the employee’s first day of employment in Section 2 of Form
I-9. The employee’s first day of employment is circled below.

If the employee’s first day of employment changes after you have created
the case in E-Verify, no additional action is required in E-Verify as you
cannot change that date once you’ve created the case. You must, however,
make a correction to the date recorded in the certification block of Section
2 of the employee’s Form I-9 if the employee’s first day of employment
changes. Annotate the correction with your initials and the date you made
the correction.

Review the Handbook for Employers: Instructions for Completing Form I-9
(M-274) or I-9 Central for more information.
NOTE: Employees hired on or before Nov. 6, 1986, are not subject to Form
I-9 and, therefore, should not have a case created in E-Verify based on this
employment.
Getting Started
To create a case in E-Verify, use the information from the employee’s Form
I-9 and enter it into E-Verify.
From the E-Verify homepage:
Click Cases above the banner and select Create New Case; or
Click Create New Case quick link, in gray box below the case alerts.
IMPORTANT: No case can be deleted after it has been created. If a case is
created in error, simply close the case. All draft cases will be automatically
closed after 180 days.
Enter Form I-9 Information
Enter the employee’s information from Section 1 of Form I-9. If you do not
enter required information, or enter non-standard information, E-Verify
generates a field error message and you must enter the required
information to continue with the case.
In the Enter Form I-9 Information screen:
• Complete the Employee Information and Attestation section;
• If the employee provided an email address on Form I-9, you must enter
it into E Verify. E-Verify may send the employee email notifications
with information about their E-Verify case;
• Click Continue;
• Choose the appropriate option for citizenship or immigration status;
• Click List A Document or List B & C Document when asked what
documents the employer or authorized representative reviewed and
verified;

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Select document(s) types from drop-down list;
Enter Document Number (if applicable);
Enter Expiration Date (if applicable); and
Click Continue.

NOTE: Additional information is available in the form of helper text. To
access this information, simply click any helper text symbol
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Enter Form I-9 Information – Additional Case Details
Under the Additional Case Details section, type the employee’s first day of
employment as recorded in Section 2 of Form I-9 into the Employee’s First
Day of Employment field. Alternatively, you may click Today, 1 Day Ago, or
2 Days Ago and the corresponding date automatically populates in the
Employee’s First Day of Employment field.
If the case is being created three or more days past the employee's first
day of employment, you must provide a reason for the delay. Select the
appropriate reason from the drop-down menu or if Other is selected, EVerify requires you to type the reason in the Reason for Delay text box and
click Continue.
REMINDER: The employee's first day of employment is the date the
employee begins working in exchange for wages or other remuneration.
That date should be entered as the employee's first day of employment
date from the certification block in Section 2 on Form I-9. The E-Verify case
may be created before the employee begins work for pay as long as the
employee has accepted an offer of employment and Form I-9 is complete.
In these situations, the date you should enter in the hire date field
in E-Verify is the date recorded in the certification portion of Section 2
from the employee's Form I-9.

Enter Form I-9 Information – Duplicate Case Alert
After you enter the employee's Form I-9 information and click Continue,
the next screen may alert you that the case information you entered
matches another case created by you or another E-Verify user of this
employer. A duplicate case alert can occur for several reasons. It does not
necessarily mean that your case should be closed.
If you receive a new duplicate case alert, you must close all open duplicate
cases created for this employee before either this or another case can
proceed:
Select Review and Manage Duplicate Cases to see a list of all duplicate
cases (open and closed).
• To close an individual case, click Close Case.
• Select Cancel if you wish to completely discontinue with this case that
you have started. Nothing will be saved.
• To continue with a previously created open duplicate case, click
Continue Case.
• If you decide to continue processing a duplicate case listed in this alert,
you must select a reason for continuing a duplicate case.
Enter Form I-9 Information – Review Case
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In some cases, after you enter the employee's Form I-9 information and
click Continue, the Review Case screen asks you to check the employee's
information before E-Verify provides an initial case result.
To complete this step, you must ensure that the information you entered
in E-Verify matches the employee's Form I-9.
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You can change information before receiving case results by clicking
Edit Case Details;
After this information is verified or corrected, click Submit Case;
If you need more time, click Save and Exit; or
If you think you have made an error or no longer need to continue with
a case, click Close Case and the case will automatically close without
being submitted.

Delete OBE

Enter Form I-9 Information – E-Verify Photo Matching
In some cases, E-Verify prompts you to compare the photo on an
employee's Form I-9 photo document with a photo displayed on the EVerify screen. This helps you ensure that the document provided matches
official government records that E-Verify can access.
The photo matching step happens automatically when an employee
presents a U.S. passport or passport card, Permanent Resident Card (Form
I-551, also known as a Green Card), or an Employment Authorization
Document (Form I-766) for Form I-9 completion.

Enter Form I-9 Information – E-Verify Photo Matching Overview
Matching photos is easy – simply compare the photo shown in E-Verify to
the photo on the employee's Form I-9 photo document, NOT to the
employee. The two photos should be identical.
Determine if the photos appear reasonably identical, accounting for minor
variances in shading and detail, then select:
•

•

•

Yes, this photo matches - The photo on the employee's actual
document or copy of the document matches the photo displayed by EVerify. Clothing, hair style, facing direction and appearance on the card
should be identical to the photo displayed by E-Verify;
No, this photo does not match - The photo on the employee's actual
document or copy of the document does not match the photo
displayed in E-Verify; or
No photo displayed - No photo was displayed for the E-Verify user to
compare with the employee’s document provided. This option should
be selected when E-Verify either displays no photo or it displays an
image of something other than a photo of a person, such as an image
of a document.

Then, click Continue to Case Results.
Review the E-Verify User Manual, 2.2.2 E-Verify Photo Matching for more
information.
Verification Process - Initial Verification Case Results Overview
After you enter Form I-9 information into E-Verify and submit the
information to create the case, E-Verify promptly provides you an initial
case result. An initial case result is the first, and sometimes final, case
result provided by E-Verify.
An overview of the initial case results is listed in the table below.
Initial Case Results
Overview
Employment Authorized
The employee's information matched
official government records that EVerify can access. Case will

Tentative Nonconfirmation
(Mismatch)
E-Verify Needs More Time

automatically close. No action
needed.
Information does not initially match
official government records that EVerify can access. Additional action is
required.
DHS could not immediately verify the
data and needs more time. This case
is referred to DHS for further action.
No action is required until further
notice from E-Verify.

Each case result is unique and may or may not require additional action by
you and/or the employee. Additional information on initial case results and
next steps are addressed throughout this tutorial.
Verification Process – Final Case Results Overview
A final case result means that the case is ready to be closed. You must
close a case to complete the E-Verify process.
An overview of the final case results is listed in the table below.
Final Case Results

Overview

Employment
Authorized

The employee's information matched official
government records that E-Verify can access.
Case will automatically close. No action
needed.

DHS and/or SSA
Final
Nonconfirmation

E-Verify cannot confirm an employee's
employment eligibility. You may close the
case.

Close Case and
Resubmit

This case cannot continue because the
expiration date entered for the employee's
U.S. passport, passport card or driver's license
is incorrect. Close the case in E-Verify and
create a new case.

Each case result is unique and may or may not require additional action by
you. Additional information on final case results and next steps are
addressed throughout this tutorial.

DELETE OBE

Tentative Nonconfirmation (Mismatch) – Process Overview
The Tentative Nonconfirmation (mismatch) process can be simple;
however, it requires action by you and the employee.
Employers must complete the following steps in E-Verify within 10 federal
government working days after issuance of the mismatch result:
• Notify your employee of their mismatch result as soon as possible
within the 10 days.
• Download the Further Action Notice before referring the case.
• Give your employee a copy of the Further Action Notice.
• Review the Further Action Notice with your employee in private and
have them confirm whether the information listed is correct.
• If the information is incorrect, select the statement indicating the
information was not correct and close the case. After the case is
closed, create a new case for your employee with the correct
information.
• If the information is correct, tell your employee they have 10 days from
issuance of the mismatch to notify you whether they will take action to
resolve the mismatch.
• Refer the case if your employee tells you they will take action to
resolve the mismatch.
• If your employee does not give you their decision by the end of the
10th federal government working day after E-Verify issued the
mismatch, then you close the case.
Review the E-Verify User Manual, 3.3 Tentative Nonconfirmation
(Mismatch) for more information.

Delete – now covered on Verification Process - Initial Verification Case
Results Overview slide

Summary
Congratulations! You have completed Lesson 2 of the E-Verify Program
Administrator Tutorial for Federal Contractors. You should now be able to:
•
•
•

Recognize the E-Verify home page
Use Form I-9 information to create an employment eligibility case
in E-Verify
Recognize initial case results.

EV PA FC Lesson 3

Current

Updated Content
Lesson 3: Interim Case Results
Interim Case Results
Interim Case Results - Overview
DHS and SSA Tentative Nonconfirmation (Mismatch)
E-Verify Needs More Time
DHS or SSA Case in Continuance
Phot Matching Overview
{Review Lesson 3}

Updated Image

Interim Case Results
Welcome to Lesson 3 of the E-Verify Program Administrator Tutorial for
Federal Contractors. In this lesson, you will learn about these E-Verify
topics:
•
•
•
•
•

Interim Case Results
DHS and SSA Tentative Nonconfirmation (Mismatch)
E-Verify Needs More Time
DHS or SSA Case in Continuance
Photo Matching

Learning Objectives
Upon completing this lesson, you should be able to:
•
•
•

•

Complete a DHS and SSA Tentative Nonconfirmation (Mismatch)
Recognize interim case results
Describe E-Verify interim case results:
• E-Verify Needs More Time; and
• DHS or SSA Case in Continuance
Complete Photo Matching Process

Verification Process - Interim Verification Case Results Overview
An interim case result requires additional action before E-Verify can
provide you with a final case result.
An overview of the interim case results is listed in the table below.
Interim Case Results
Overview
DHS and/or SSA Tentative
Information did not match
Nonconfirmation (Mismatch)
official government records that
E-Verify can access. Additional
action is required.
E-Verify Needs More Time
DHS could not immediately verify
the data and needs more time.
This case is referred to DHS for
further action. No action is
required until further notice
from E-Verify.
DHS or SSA Case in Continuance
The employee has contacted DHS
or visited an SSA field office, but
more time is needed to
determine a final case result. No
action is required until further
notice from E-Verify.
Each case result is unique and may or may not require additional action
by you and/or the employee. Additional information on interim case
results and next steps are addressed throughout this tutorial.

DHS and SSA Mismatch
A Department of Homeland Security (DHS) and/or Social Security
Administration (SSA) mismatch means that the employee's information
does not match official government records that E-Verify can access.
A mismatch does NOT necessarily mean that the employee is not
authorized to work in the United States.
The table below provides some possible reasons a mismatch may occur.
DHS
MISMATCH

•
•
•
•
•
•
•

SSA
MISMATCH

•
•
•
•
•

Name, A-number, and/or I-94 number are
incorrect in DHS records
U.S. passport, passport card, or information could
not be verified
ID photo document differs from the photo in DHS
records
Information was not updated in the employee's
DHS records
Citizenship or immigration status changed
Record contains another type of error
Information was not entered correctly by the
employer
Citizenship or immigration status was not updated
with SSA
Name change was not reported to SSA
Name, SSN, or date of birth is incorrect in SSA
records
SSA record contains another type of error
Information was not entered correctly by the
employer

Mismatch – Process Overview
The mismatch process can be simple; however, it requires action by you
and the employee.
Employers must complete the following steps in E-Verify within 10 federal
government working days after issuance of the mismatch result:
•
•
•
•
•

•

•
•

Notify your employee of their mismatch result as soon as possible
within the 10 federal government working days.
Download the Further Action Notice before referring the case.
Give your employee a copy of the Further Action Notice.
Review the Further Action Notice with your employee in private and
have them confirm whether the information listed is correct.
If the information is incorrect, select the statement indicating the
information was not correct and close the case. After the case is
closed, create a new case for your employee with the correct
information.
If the information is correct, tell your employee they have 10 days
from issuance of the mismatch to notify you whether they will take
action to resolve the mismatch.
Refer the case if your employee tells you they will take action to
resolve the mismatch.
If your employee does not give you their decision by the end of the
10th federal government working day after E-Verify issued the
mismatch, then you close the case.

The next screens walk you through the mismatch process in detail.
Mismatch - Begin Mismatch Process
If E-Verify provides a case result of DHS and/or SSA mismatch, you will
begin the mismatch process. The next screens take you through the steps
listed below:
•
•
•
•

Notify Employee of Mismatch
Confirm Employee Decision
Refer Employee or Close Case
Check for Case Status Updates

IMPORTANT: A mismatch does NOT necessarily mean that the employee
is not authorized to work in the United States. You MUST provide the
employee the opportunity to take action to resolve the mismatch.
Employers may not terminate, suspend, delay training, withhold or lower
pay, or take any other adverse action against an employee because of the
mismatch, until the mismatch becomes a Final Nonconfirmation.

Mismatch - Notify the Employee of the Mismatch and provide the
Further Action Notice
The first step is to notify your employee of their mismatch result as soon
as possible within the 10 federal government working days.
To notify the employee, follow these steps:
•

•

From the case mismatch screen in your account, select a language to
print the Further Action Notice and click Download Further Action
Notice.
Review the Further Action Notice privately with the employee.

NOTE: A sample of the Further Action Notice is available in View Essential
Resources.

Mismatch – Confirm Employee Decision
The next step is to confirm the employee's decision to take action to
resolve the mismatch or not take action to resolve the mismatch.
The employee chooses whether they will take action or not to resolve the
mismatch and acknowledges this decision on the Further Action Notice.
To confirm the employee's decision:
Have the employee indicate on the Further Action Notice whether
they will take action to resolve the mismatch.
• Ensure that you and the employee sign and date the English version
of the Further Action Notice.
• Give the employee a copy of the signed Further Action Notice in
English and attach the original to the employee's Form I-9.
• If the employee chooses to take action to resolve the mismatch, make
the appropriate selection on the case and click Continue.
• Download the Referral Date Confirmation and provide a copy to the
employee. The Referral Date Confirmation provides the date by which
the employee must call DHS and/or visit SSA. The employee should
bring the Further Action Notice when they visit a SSA field office.
• If your employee chooses not to take action to resolve the mismatch
or does not give you their decision by the end of the 10th federal
government working day after E-Verify issued the mismatch, then you
close the case and may terminate the employee.
Mismatch – Refer Employee or Close Case
•

•

Ask the employee if they will choose to take action to resolve the
error and correct the data mismatch or not and indicate their choice.
o The employee chooses to take action to resolve this case.
o The employee chooses not to take action to resolve this case.

•

Indicate the employee’s decision below:
o The employee will take action to resolve this E-Verify case.
The employee understands that action must be taken by
{date will auto-populate}.
o The employee will not take action to resolve the case. The
employee understands that this cannot be undone and

o
•

choosing not to take action could result in termination of
employment.
The information entered was not correct. I am choosing to
close this case.

Click Continue or Save & Exit.

IMPORTANT: In some cases, when you refer the case, E-Verify will prompt
you to provide a copy of the employee's photo document. This is
discussed on the next slides.
E-Verify Photo Matching Overview
E-Verify photo matching will prompt the E-Verify user to compare the
employee’s photo document with a photo displayed during creation of
the E-Verify case. This helps ensure that the document the employee
provided for Form I-9 matches official government records that E-Verify
can access.
The four List A documents that will trigger photo matching are:
• U.S. passport;
• U.S. passport card;
• Permanent Resident Card (Form I-551); and
• Employment Authorization Document (Form I-766).
When the employee presents one of these documents, employers must
copy the front and back of the document (or in the case of a U.S.
passport, copy the passport ID page and the passport barcode page) and
retain the copies with Form I-9.

E-Verify Photo Matching – Process

E-Verify Photo Matching – Process
To match photos, compare the photo displayed by E-Verify to the photo
on the employee’s actual document, or a copy of the employee’s
document, and determine if the photos are reasonably identical. The
photos should be identical with only minor variations in shading and
detail based upon the age and wear of the employee’s document.
Do not compare the photo displayed by E-Verify to the actual employee.
Employers should have directly compared the photo on the document to
the employee during Form I-9 completion and prior to creating the EVerify case. Photo Matching - Process Overview provides a summary.

E-Verify Photo Matching – Review Case

E-Verify Photo Matching – Review Case
You will be asked if the photo displayed in E-Verify matches the photo
displayed on the employee’s document. You will check the appropriate
answer:
Yes, this photo matches - The photo on the employee's actual
document or copy of the document matches the photo displayed by
E-Verify. Clothing, hair style, facing direction and appearance on the
card should be identical to the photo displayed by E-Verify;
• No, this photo does not match - The photo on the employee's actual
document or copy of the document does not match the photo
displayed in E-Verify; or
• No photo displayed - No photo was displayed for the E-Verify user to
compare with the employee’s document provided. This option should
be selected when E-Verify either displays no photo or it displays an
image of something other than a photo of a person, such as an image
of a document.
E-Verify Photo Matching – Case Results
•

E-Verify Photo Matching – Review Case

•

For most documents presented, E-Verify requests an image of both
the front and back. If the document is a U.S. passport or passport

card, E-Verify will request an image of the Passport ID page and the
Passport Barcode page.
•

If you select No, this photo does not match or No photo displayed, EVerify prompts you to upload a photo of your employee’s document
and click Continue.

•

If you select Save & Exit, any uploaded documents will not be saved
and must be uploaded again.

Click Continue or SAVE & Exit.
Each case result requires different actions or steps to continue or close
the case. These actions are outlined in each case result section
throughout this manual.
Review the E-Verify User Manual, 2.2.2 E-Verify Photo Matching for more
information.
Mismatch – Referred Employee
Once the employee has chosen to take action to resolve the case and you
indicate the employee will take action to resolve this E-Verify case, print
the Referral Date Confirmation and provide it to the employee.
The Referral Date Confirmation informs the employee that the case is
referred and provides the employee the date by which they must contact
DHS and/or visit an SSA field office.
IMPORTANT: The employee must present a copy of the signed Further
Action Notice to SSA if they choose to visit an SSA field office.

Mismatch Process Summary
Below is a summary of actions required of you and the employee during
the mismatch process.
YOUR ACTION
•
Notify your employee of their mismatch result as soon as
possible within the 10 federal government working days in
private.
•
Confirm employee's choice to take action to resolve the
case or not.
•
Instruct employee to sign and date the Further Action
Notice.
•
Keep original signed Further Action Notice on file
with Form I-9.
•
If employee chooses to take action to resolve the case,
refer employee.
•
Print the Referral Date Confirmation and provide it to the
employee.
•
If prompted, attach, and upload a copy of employee's Form
I-9 photo document (front and back) to E-Verify.
•
If your employee does not give you their decision by the
end of the 10th federal government working day after EVerify issued the mismatch, then you close the case and
may terminate the employee. 
THE EMPLOYEE'S ACTION
•
Decide to take action or not to resolve their mismatch
within 10 federal government working days of issuance and
indicate decision on Further Action Notice.
• Acknowledge receipt of mismatch by signing and dating the
Further Action Notice.
• Take next action based on decision to take action to resolve
case or not.
o If the employee decides to take action to
resolve the mismatch, contact DHS or visit an
SSA field office with a copy of the Further
Action Notice within 8 federal government
working days.

Mismatch - Check for Case Status Updates
Once you inform the employee that the case is referred, you have
completed the mismatch process.
Check E-Verify periodically for a change in case result. Your next step is
determined by the case result provided.
You may NOT ask the employee for additional evidence or confirmation
that DHS and/or SSA resolved their case.
NOTE: You can search for the case from the Cases menu or by selecting
Search Cases on the account home page.

Delete OBE

E-Verify Case Result - E-Verify Needs More Time
A case result of E-Verify Needs More Time is both an initial and interim
case result and does not require action by you.
DHS could not immediately confirm the data and needs more time. EVerify automatically sends this case to DHS for further action. No action is
required until further notice from E-Verify.
DHS usually responds within three federal government working days with
an updated case result through Case Alerts on your E-Verify user home
screen.

Check E-Verify periodically for a change in case result. Your next step is
determined by the case result provided.
E-Verify Case Result - DHS or SSA Case in Continuance
A DHS or SSA Case in Continuance means that the employee has
contacted DHS or visited an SSA field office, but more time is needed to
determine a final case result.
The reason DHS or SSA needs more time varies with each situation. EVerify provides a case result update through Case Alerts on your user
home screen.
Check E-Verify periodically for a change in case result. Your next step is
determined by the case result provided.
IMPORTANT: You may not terminate, suspend, delay training, withhold or
lower pay, or take any other adverse action against an employee because
of the mismatch or because the employee’s case is pending with DHS
and/or SSA, until the mismatch becomes a Final Nonconfirmation.
Summary
Congratulations! You have completed Lesson 3 of the E-Verify Program
Administrator Tutorial for Federal Contractors. You should now be able
to:
•
•
•

•

Complete a DHS and/or SSA Tentative Nonconfirmation (Mismatch)
Recognize interim case results
Describe E-Verify interim case results:
o E-Verify Needs More Time; and
o DHS or SSA Case in Continuance
Complete Photo Matching Process

EV PA FC Lesson 4

Current

Update
Lesson 4: Complete the Verification Process
•
•
•
•

Complete the Verification Process
Final Case Results
Close Case
Case Alerts

Complete the Verification Process
Welcome to Lesson 4 of the E-Verify Program Administrator Tutorial for Federal
Contractors.
In this lesson, you will learn about:
•
•
•

Final Case Results
Close Case
Case Alerts

Image

Learning Objectives
Upon completing this lesson, you should be able to:
•
•
•

Recognize final case results
Complete the verification process
Identify each case alert

Final Case Results
A final case result means that the case is ready to be closed. You must close every
case to complete the E-Verify process.
Final case results include:
•
•
•

Employment Authorized
DHS or SSA Final Nonconfirmation
Close Case and Resubmit

The next screens discuss each case result in detail.

Final Case Result - Employment Authorized
Employment Authorized is the most common initial case result; it is also a final
case result. It means that the employee's information matches official
government records that E-Verify can access. It's that easy!
Your next step is to record the E-Verify Case Number on the employee's Form I-9
and/or print a copy of the case details and file them with the employee's Form
I-9.
E-Verify automatically closes cases that result in Employment Authorized.
Lesson 4 discusses the steps required to close a case.

Final Case Result – DHS or SSA Final Nonconfirmation
A DHS or SSA Final Nonconfirmation case result means that E-Verify cannot verify
an employee’s employment eligibility. If the employee chose to try to resolve a
mismatch, it can also mean that the employee did not contact DHS or visit SSA
field office within 8 federal government working days.
You may terminate employment based on a case result of DHS or SSA Final
Nonconfirmation.
The next step is to close the case in E-Verify. After you close the case, you have
completed the verification process.
REMINDER: You may not ask the employee for additional evidence or
confirmation that DHS or SSA resolved their case.
Delete OBE

Final Case Result – Close Case and Resubmit
A case result of Close Case and Resubmit means that the expiration date entered
for the employee’s U.S. Passport, Passport Card or driver’s license is incorrect.
A new case must be created for this employee. To do this, close the case and
create a new case for this employee.
This does not mean that the employee is not authorized to work. E-Verify will
confirm the employment eligibility of this employee once you create a new case.

Close Case
Closing a case is the last step in the E-Verify process. To close a case, first click
Close Case and then follow these steps:
• Select the statement indicating whether or not you will continue to employ
this individual.
• If you select the option indicating you will continue to employee this
individual, you must provide the reason why. Type the reason in the text box
provided.
• If you select the option indicating that neither of the above applies and you
are closing this case for a different reason, you must select the reason you
are closing the case.
• If Other is selected as the reason, you must type the reason in the text box
provided.
• After you’ve typed a reason, click Close Case.
• E-Verify displays an alert indicating the case was successfully closed.
• Click View/Print Case Details, then either record the E-Verify Case Number to
retain with the employee’s Form I-9 or click Print Information to print and
attach a copy of the case details to the Form I-9.
• Click Create New Case to create a new case or click Continue to be redirected
to view all your cases.
Case Alerts
Under the welcome banner are case alert boxes with important information
about your cases:
•
•
•
•

Cases to be Closed
Cases with Updates
Cases with Expiring Authorization Docs
Recently Auto-Closed Case

To view the updates, click the blue box in each case alert.
The next screen discusses each case alert in detail.

Case Alert - Cases to be Closed
Any case created in E-Verify and assigned an E-Verify Case Number must be
closed.
The Cases to be Closed case alert provides quick access to all cases that need to
be closed.
Features of this screen include:
• Search: Employee Name, Case Number, Alien Number, Social Security
Number, Driver’s License Number, I-94 Number or Passport Number
• Click Show Filters to filter by Case Status, Submission Date (From) and
Submission date (To)
• Sort by: Case Number, Case Status, Last Name or First Day of Employment
• Option to view up to 50 cases per page
You can also click Create New Case from this screen.
Case Alert – Cases With Updates
The Cases with Updates case alerts provides quick access to all open cases that
have had a change in case result.
All interim cases must be closed. This case alert is an easy way to manage these
cases.
Each case status is highlighted and you can click Continue Case button to resume.
Features of this screen include:
• Search: Employee Name, Case Number, Alien Number, Social Security
Number, Driver’s License Number, I-94 Number or Passport Number
• Click Show Filters to filter by Case Status, Submission Date (From) and
Submission date (To)
• Sort by: Case Number, Case status, Last Name or First Day of Employment
• Option to view up to 50 cases per page
You can also click Create New Case from this screen.

Case Alert – Cases With Expiring Authorization Docs
This case alert is a notification that an employee's Employment Authorization
Document (Form I-766) or Arrival/Departure Record (Form I-94) is expiring and
reminds you to reverify the employee by updating Supplement B,
Reverification and Rehire, of Form I-9. The employee cannot be reverified in EVerify.
This is simply a reminder; no action is required in E-Verify. You can dismiss each
alert by selecting Dismiss Alert. Also, even though you receive an alert, some
documents may be extended past their original expiration date and remain
unexpired. You can find guidance in the Handbook for Employers (M-274) and I-9
Central.
This alert will only appear if the document the employee presented for the
original E-Verify case was either an Employment Authorization Document (Form
I-766) or an Arrival/Departure Record (Form I-94).
Features of this screen include:
• Search: Employee Name, Case Number, Alien Number, Social Security
Number, Driver’s License Number, I-94 Number or Passport Number
• Click Show Filters to filter by Case Status, Submission Date (From) and
Submission date (To)
• Sort by: Case Number, Case status, Last Name or First Day of Employment
• Option to view up to 50 cases per page
You can also click Create New Case from this screen.

New Slide

Case Alert - Recently Auto-Closed Cases
The Recently Auto-Closed Cases case alert provides quick access to all cases that
were automatically closed after receiving an Employment Authorized result.
This is notification your case was closed. Be sure to record the case information
as required on Form I-9 or print the case details page.
Features of this screen include:
• Search: Employee Name, Case Number, Alien Number, Social Security,
Driver’s License Number, I-94 Number or Passport Number
• Click Show Filters to filter by Case Status, Submission Date (From) and
Submission date (To)
• Sort by: Case Number, Case Status, Last Name or First Day of Employment
• Option to view up to 50 cases per page.
You can also click Create New Case from this screen.
Summary
Congratulations! You have completed Lesson 4 of the E-Verify Program
Administrator Tutorial for Federal Contractors. You should now be able to:
•
•
•

Recognize final case results
Complete the verification process
Identify each case alert

EV FC PA Tutorial Lesson 5

Current

Update
Lesson 5: Program Administrator Account Administration
•
•
•
•
•
•

Program Administrator Account Administration
Overview of User Roles
Create a Password
Navigation Menu
Manage Company
Reports

Image

E-Verify Program Administrator Account Administration
Welcome to Lesson 5 of the E-Verify Program Administrator Tutorial
for Federal Contractors. In this lesson, you will learn about:
•
•
•
•
•

Overview of User Roles
Create a Password
Navigation Menu
Manage Company
Reports

Learning Objectives
Upon completing this lesson, you should be able to:
•
•
•
•

Understand the role of program administrators in support of your
company's or entity’s users
Recognize requirements to create a password
Use your navigation menu
Manage the information in Company Account

Overview of User Roles
A user role determines the functions and permissions you have when
you log into E-Verify. There are two user roles:
•
•

General User
Program Administrator

Program Administrator
You are registered as a program administrator. Every E-Verify
participant is required to have at least one program administrator.
As a program administrator, you:
• Create and manage cases in E-Verify
• Add and delete user accounts
• Oversee cases created by the company's or entity’s users
• Create reports
• Update company profile information, including company points of
contact (POC)
• Unlock passwords for your company's or entity’s users
This lesson provides additional detail on how to perform the functions
listed above.
Program Administrator - Create a Password
The first time you log in to E-Verify, you are prompted to change your
password.
Passwords are case-sensitive, different from the assigned user ID, and
have the password requirements below to create a new password.
• At least 1 letter
• At least 1 number, not as the first or last character
• At least 1 special character from the following ! @ $ % * ( ) ? : ; { }
+-~
• Does not contain an invalid special character
• Not identical to the user ID
• Password length between 8 and 14 characters
• No more than two consecutive characters from the prior
password.
Example: IL!keH2O
IMPORTANT:
• If you think your password has been compromised, you must
change your password immediately. To change your password,
access the user profile options from the drop-down menu under
your username in the top right corner of the account.

Program Administrator – Password Hints
Password should not:
•
•

•
•

Contain any dictionary word
Contain any proper noun or the name of any person, pet, child, or
fictional character, nor any employee ID number, Social Security
number, birth date, phone number or any information that could
be readily guessed about the creator of the password
Contain any simple pattern of letters or numbers, such as
“qwerty” or “xyz123”
Contain any word, noun, or name spelled backwards.

IMPORTANT:
You should NEVER share your password. Every E-Verify user must have
their own unique user ID and password.

Program Administrator – Password Help
If you try to log in with an incorrect password three consecutive times,
E-Verify will lock you out.
o If you are locked out, first try to change your password
using the link Forgot Password on the user log in screen.
o If you are unable to change your password with Forgot
Password link, contact another program administrator in
your company or entity.
• Each user must create password challenge questions.
o You will need to correctly answer these questions to reset
your password if you ever forget it.
Important:
E-Verify will prompt you to change your password every 90 days.
To comply with federal security guidelines, USCIS is required to
deactivate any user ID that has not been accessed within the past
270 days. A deactivated user ID will not affect the status of your EVerify account.

•
•

Note:
• Each user must have their own user ID and password to access EVerify and may not share their user ID or password with others.
• You are responsible for any activity associated with your user ID
and password.
Program Administrator E-Verify Home Page - Navigation Menu
Each time you log in to E-Verify you will see a welcome back banner
with your name and company, or entity listed.
Under the welcome banner are case alert boxes with important
information about your cases, including Cases to be Closed, Cases with
Updates, Cases with Expiring Authorization Docs, and Recently AutoClosed Cases.
Directly below the case alert boxes are convenient quick links in gray
boxes, including Create New Case, Search Cases, View Resources, and
Contact Us.

Below the quick links is the E-Verify News section that keeps you up to
date on the latest and greatest with E-Verify.
The next slides will help you become familiar with the links found on
your user home page.
Navigation Menu – Links Above the Welcome Banner
The links above the welcome banner include:
Link
Function
Home
• Employer User Home Page
Cases
• Search
• Create New Cases
Reports
• Run Reports
Resources
• View Essential Resources
• Take Tutorial
• View User Manual
• E-Verify News
• Contact Us
Account
• Company Account
Options
• User Account
• Log Out

Navigation Menu – Case Alert Boxes
Case Alerts Boxes are located below the welcome banner:
Link
Function
Case Alert
• The Case Alert boxes bring attention to cases
that need action or provide important
information regarding your cases.
Cases to be
• Any case created in E-Verify and assigned an EClosed
Verify case number must eventually be closed.
• The Cases to be Closed Case Alert provides
quick access to all cases that need to be closed.
Cases with
• All open cases that have had a change in case
Updates
result.

All cases must eventually be closed. This case
alert is an easy way to manage these cases.
• Click Continue Case to take action.
Cases with
• This is simply a reminder; no action is required
Expiring Doc
in E-Verify.
• This alert will only appear if the document the
employee presented for the original EVerify case was either an Employment
Authorization Document (Form I-766) or an
Arrival/Departure Record (Form I-94).
Recently
• Notification of the cases that were
Auto-Closed
automatically closed.
Cases
• This is notification your case was closed. Be
sure to record the E-Verify case number as
required on Form I-9 or print the case details
page and attach it to the Form I-9.
Navigation Menu – Quick Links and E-Verify News
•

Quick Links and E-Verify News are located below the Case Alert Boxes:
Quick Links
Create New Case
Search Cases
View Resources
Contact Us
E-Verify News

Function
• Create new E-Verify cases
• Search Cases
• Access E-Verify Resources
• Contact E-Verify
• Stay up to date with the latest E-Verify
News

Program Administrator – Manage Company Account
As a program administrator, you manage important information about
your company, or entity, and users with the Company Account
navigation feature. This feature includes:
•
•
•

Company Profile
Manager Users
Close Company Account

The next screens provide additional information about these features.

Manage Company Account – Edit Company Profile
The Company Profile screen allows you to view and/or edit the current
information entered when your company, or entity, enrolled in EVerify.
To edit the information on this page, simply click the edit option under
the section you wish to modify:
•
•
•
•

Edit Company Information
Edit Employer Category
Edit Company Addresses
Edit Hiring Sites

To view your MOU, click View Current MOU.
Manage Company Account – Edit Company Profile Fields Table
On your company information page, you can update any of the fields
outlined in the table below:
FIELD NAME
DESCRIPTION
Company Name
Company/entity enrolled in E-Verify.
Doing Business As
The Doing Business As (DBA) Name is the
(DBA) Name
name under which a company/entity
operates. The DBA is visible to the public,
but is not the legal, registered name of
that organization.
Employer Identification An Employer Identification Number (EIN)
Number (EIN)
is also known as the Federal Tax
Identification Number and is used to
identify a business entity. An EIN is
required for an employer to enroll in EVerify. Employers who do not have an
EIN can apply online with the IRS to
receive an EIN immediately.
Unique Entity Identifier A UEI is a 12-digit alphanumeric identifier
(UEI)
that is provided by SAM.gov to all entities

DUNS Number

Total Number of
Employees
NAICS Code(s)

Employer Category
Physical Address
Mailing Address

Number of Hiring Sites

who register to do business with the
federal government. Learn more about
the UEI.
A DUNS number is a unique, nine-digit
identifier issued and maintained by Dun
& Bradstreet that can help verify the
existence of a business entity. Learn
more about the DUNS Number.
Indicate total number of company/entity
employees from one to 10,000 and over.
The North American Industry
Classification System (NAICS) classifies
businesses by industry to collect, analyze,
and publish statistical data related to the
U.S. business economy. A three-digit
NAICS code is required for an employer
to enroll in E-Verify.
Category that best describes your
organization.
Location where cases are created.
Company's/entity’s mailing address; if
this address is different from the physical
location, use this field to make the
necessary changes.
A hiring site is the location where
employees are hired, and they complete
Form I-9.

Manage Company Account – Edit Employer Category
To update company profile information as a federal contractor, follow
these steps:
• From the Company Account, Company Profile screen Click Edit
Employer Category section.
• From the Edit Employer Category under Which category best
describes your organization? Select the category that best
describes your organization.
• Select your organization Federal Contractor type.
• Select your organization Federal Contractor with FAR E-Verify
Clause type.
• Select which employees your organization will verify.
• Click Save to submit your modifications.
Manage Company Account – Federal Contractor Type
If you selected Institution of Higher Education, State or Local
Government, Federally Recognized Indian Tribe or Surety, the
following options will appear for your selection:
• Employees assigned to a covered federal contract only: As an
Institution of Higher Education, a State or Local Government, a
Federally Recognized Indian Tribe or a Surety, you only need to
verify employees (both new and existing) assigned to a covered
federal contract. By selecting this option, you have elected to only
verify employees assigned to a federal contract as required by the
regulation.
• Employees assigned to a covered federal contract and new hires
throughout the organization: As an Institution of Higher Education,
a State or Local Government, a Federally Recognized Indian Tribe
or a Surety, you are only required to verify employees assigned to
a covered federal contract. However, you have the option to verify
all of your company's or entity’s new hires in addition to those
employees assigned to a covered federal contract.
• Select Next to submit your updates.

Manage Company Account – Decide which employees the employer
will verify.
In order to comply with the FAR E-Verify clause, a federal contractor
must verify all new hires and existing employees assigned to the
federal contract.
Federal contractors may also opt to verify their entire workforce
with E-Verify.
You must decide which employees the employer will verify:
•

OR
•

All new hires and all existing employees assigned to a federal
contract: Federal contractors who select this option will be
required to verify all new hires (throughout the company or entity)
and all existing employees who are assigned to their federal
contracts.
Entire workforce (all new hires and all existing employees
throughout the entire company or entity): You should select this
option only if you wish to verify your entire workforce. By
selecting this option, you are providing notification to DHS that
you have elected to verify your entire workforce.

NOTE: If you choose Entire Workforce at the time of enrollment or
when updating your Company Information page, you must verify all
existing employees except those that are exempt from E-Verify as
described in E-Verify Supplemental Guide for Federal Contractors,
Section 3.3 found in View Essential Resources. You are not permitted
to change this decision once you begin verifying your existing
workforce.
NOTE: For more information, review the information in the EVerify Supplemental Guide for Federal Contractors found in View
Essential Resources.

Manage Company Account - Edit Company Profile – Point of Contact
You must have at least one person in your company or entity assigned
as a point of contact for E-Verify.
The MOU signatory will be added on your accounts during the
enrollment process as the point of contact on the E-Verify account.
To update the point of contact, follow the steps outlined in the EVerify User Manual found in View Essential Resources.
Now listed on Company Profile Fields Table

Now listed on Company Profile Fields Table

Manage Company Account – Edit Hiring Sites
As a program admininstrator, you can manage your company’s or
entity’s list of hiring sites. From Company Account, click Company
Profile.
From the Company Profile screen select Edit Hiring Sites.
Review the Total Hiring Sites section and select the hiring site to be
edited. You can review, edit or delete an existing hiring site.
Select Add Hiring Site and enter the street address, city, state, and zip
code and click Add Hiring Site to add your hiring sites one at a time.

OR
Select Bulk Upload to add multiple hiring sites by uploading a file. The
bulk upload function allows you to add multiple hiring sites by
uploading a file.
For more information, review the E-Verify User Manual found in View
Essential Resources.
Manage Company Account – User Roles
Enrolled accounts can assign their users with different permissions and
functions.
There are two types of users: Program Administrators and General
Users.
If you enrolled using the web services access method, you can also
create web services credentials that will provide developer access to a
suite of features that can be integrated into proprietary software.

Manage Company Account – Enter New User Information
Enter the user information including the email address, last name, first
name and phone number and click Next.

Manage Company Account – Generate New User ID
E-Verify will automatically generate an access ID for the user.
Users may accept the system-generated access ID or create their own.
To accept the system-generated access ID, they click Submit New ID.
To create their own user ID, they delete the system-generated user ID
and type a desired user ID. The user ID must be exactly eight
alphanumeric characters (letters and numbers) and is not casesensitive.
When they are finished, click Submit New ID.
Manage Company Account – Manage Users
From Company Account, click Manage Users.
The Users page allows you to manage your users’ accounts.
You can:
• Search by User ID, First and Last Name;
• Filter by User Roles and/or User Status;
• View users whose password change is required;
• Edit user information; and/or
• Delete users.
You can also add users by clicking Add User.
Delete now on View Existing Users

Manage Company Account – Close Company Account
As a program administrator, you can close your company's or entity’s,
account with E-Verify.
From the Close Company Account screen:
Review the information about the company’s or entity’s account to be
closed, note the prepopulated closure (termination) request date,
provide account closure request reason, and click Next.
If you do not want to request closure of this account at this time, click
Cancel.
Reports
On the home page, above the welcome banner, click Reports.
Select the report you want to create from the options available.
A description of the report is provided on the report screen.
For more information, please review the E-Verify User Manual.
Summary
Congratulations! You have completed Lesson 5 of the E-Verify Program
Administrator Tutorial for Federal Contractors. You should now be
able to:
• Understand the role of program administrator in support of your
company's, or entity’s, users
• Recognize requirements to create a password
• Use your left navigation menu
• Manage the information in Company Account