The E-Verify system is used to to establish the employment eligibility of designated employees who are doing work on a federal government contract.
Under Executive Order 13465 signed by President George W. Bush on June 6, 2006, institutions of higher education entering into federal government contracts are required to use the E-Verify system to establish the employment eligibility of designated employees.
Covered contracts contain a clause specifying the E-Verify requirements. The rule requires the insertion of the E-Verify clause into applicable federal contracts, committing government contractors to use E-Verify for their new hires and all employees (existing and new) assigned to any given federal contract.
E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in which the employment eligibility of employees is confirmed after the USCIS I-9 Employment Eligibility Verification Form has been completed.
E-Verify does not replace the Employment Eligibility Verification Form (I-9) requirement. Rather, in addition to the completion of the USCIS Form I-9 (PDF), those employers required to use E-Verify enter the worker’s identity and employment eligibility information into the E-Verify system.
E-Verify conducts a two-step verification process that checks employee information electronically against records contained in DHS and Social Security Administration (SSA) databases.
Departments are notified by the Office of Sponsored Programs when a federal contract contains the E-Verify clause. Contact Adelia Yee, 206-543-4043 or email firstname.lastname@example.org, for E-Verify access.
The department Administrator must provide the name(s) of staff that should be granted an E-Verify login and password.
Do not register on your own. The University of Washington will register you centrally.
After you get your user name and password, E-Verify will automatically require you to view a tutorial and pass a quiz.
Additional webinars that can be viewed as well. If you would still like additional training, contact the ISC.
Initiating an E-Verify
In order to check employment eligibility using E-Verify, you will need the following information from Sections 1 and 2 of the Form I-9:
- Employee’s name
- Date of birth
- Social Security number
- Citizenship status employee attests to
- A# or I-94# if applicable
- Document type(s) submitted for Form I-9
- Expiration dates for identification and eligibility documents
Current employees not otherwise exempt from E-Verify must fill out a new Form I-9 with the same information as above.
The E-Verify system requires that the employee have a valid SSN. If a newly-hired employee does not yet have an SSN, complete the USCIS Form I-9 as required and then wait until the employee obtains a SSN before running the E-Verify inquiry. Note on the USCIS Form I-9 why you have not yet run the E-Verify query and instruct the employee to provide you with the new SSN as soon as possible.
In the meantime, because you will have completed the I-9 process with the new employee to verify work authorization, your employee is allowed to work temporarily without the SSN or the E-Verify system result.
If the employee uses a List A document as identification (passport, permanent resident card, etc.) then a copy of the document must be attached to the USCIS Form I-9 and a photo match must be done in E-Verify.
See the E-Verify User Manual (PDF), Section 2.2 Form I-9 and Existing Employees.
Employees that are I-9 exempt or have already been E-Verified do not need to go through the E-Verify process. I-9 exempt employees are employees that have been working at the UW without a break in service since 1986 or currently hold an active US Government security clearance of confidential, secret, or top secret.
After the employee has been E-Verified, a copy of the List A document and E-Verify confirmation page must be sent to the ISC, UW Tower O-2. The ISC should receive the documents within 90 days of the budget becoming an E-Verify budget in order to comply with DHS audit requirements. The E-Verify confirmation information will then be entered into the ID Visa section of Workday by the ISC.
Failure to comply with DHS audit requirements could result in the department losing the budget, separation of the employee(s), and/or monetary fines from DHS.
E-Verify Best Practices and Timeline
- Employees should only be E-Verified once. The I-9 Coordinator can view the ID screen in Workday to see if an E-Verification has already been completed. If so, no further E-Verifications should be initiated.
- If the employee does not already have an I-9 in Workday, a new form I-9 will need to be completed in Workday. Contact the employee to bring the original documents to you in person to complete the I-9 as soon as the department is notified by the Office of Sponsored Projects of the E-Verify budget.
- Print a copy of the E-Verify confirmation report as well as a copy of the List A document (if applicable), and send them to the ISC via campus mail to Box 359555.
- The department that holds the E-Verify budget is responsible for completing the I-9 and E-Verify report.
- Remote employees are still required to complete the E-Verify process if paid from an E-Verify budget.
E-Verify Number for OPT/STEM Extensions
The University of Washington participates in the E-Verify process. Only employees that are paid from a federal contract/grant with an E-Verify clause are required to go through the E-Verify process.
The ISC Payroll E-Verify account number is 293411. This number can be used on OPT/STEM extension forms.
Refer to the table below for contacts at the central University offices involved in the E-Verify process.
|Provide E-Verify Administrator Access||Office of Sponsored Programs (OSP)||Adelia Yee|
|Flag E-Verify budget||Grant & Contract Accounting (GCA)||GCA|
|Enter E-Verify confirmation into Workday||ISC (Payroll)||ISC|
|Questions regarding E-Verify||Questions regarding E-Verify||ISC|
A summary of E-Verify process owners (PDF), outlining each role in the E-Verify process, is also available for reference.