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, 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 email@example.com, 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.
There are 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, 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, the original USCIS Form I-9, 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.
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 can only be E-Verified once.
- Contact the employee to bring the original documents 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.
- Forward the original I-9, E-Verify report, and copy of the list A document (if applicable) to the ISC via campus mail to Box 359555.
- Departments must work together to complete 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.
E-Verify Process Owner for an understanding of each role in the E-Verify process.
E-Verify Contact for a list of those involved from central offices in the E-Verify process.