Companies or Business Units that are enrolled in E-Verify must be added in this setup to interact with the USCIS E-Verify System. This step is not needed if the Company is not planning to use E-Verify.

Who can access DHS Client Setup?

The System Administrator is the only user who can access the DHS Client Setup.

How do you access DHS Client Setup?

Click the Menu icon.

Under Integration select DHS Client Setup.

What are the fields on DHS Client Setup page?

The fields on the DHS Client Setup page are explained below:

How to add a company to this setup?

Click 'Add' to add a new company to this setup.

A new row is added as shown below. Click on the lookup icon to choose the Company.

Select the Company that you want to add.

Enter DHS web services User and Password details. Click Save.

If you want to make sure the current setup is correct, click on Verify Connectivity link for the company that you just added. 

The below message is displayed if the connection is successful.

How to set up DHS client for a Business Unit?

If you want to perform employment eligibility verification at the Business Unit level, you can have DHS client setup for each business unit.

Change the I-9 Legal Entity Driver to Business Unit. Note: The system is delivered with Company as the Default value. 

The DHS Client Setup page will have Business Unit field as shown below.

Click on the lookup icon for browsing through Business Units.

Choose the Business Unit for which you want to have DHS setup. Save the above information.

How to set up default case submitter details?

The case submitter details are collected for batch initiating the E-Verify process instead of creating case manually for each newly hired employee.

The option is visible on DHS Client Setup page when you click "Allow Batch DHS Case Creation" check box. Click on "Default Case Submitter Details".

Enter case submitters details and click OK. This information is used for all the DHS cases that are initiated through batch process for that legal entity.

What is DHS Auto Case creation and Submit process?

The case submitter details given in the DHS Client Password Setup is used for batch case creation purpose.

For batch case creation and submission of E-Verify cases to DHS, there is an App Engine (SI9_DHS_AUTO) scheduled to run everyday in PeopleSoft environment. The AE picks the transactions that are awaiting DHS verification and the cases will be auto submitted to the DHS. During the submission, if the case status is "Employment Authorized", then the E-Verify activity will be auto completed with the case status "Case Closed - EA Auto Closed". After the process runs, an email notification is sent out to the case submitter with the number of cases submitted and their DF status.

The process shown below is just for reference on running the AE from PeopleSoft environment. This is not applicable to customers that are using cloud application.

Navigate to People Tools >> Process Scheduler >> System Process Requests. Click Add a New Value and enter Run Control ID. Click Add.

To submit the process request click Run.

Select the process and click OK (given at the bottom of the page). The batch submission process checks for the duplicates before create a case with the DHS.

The DHS case is created only if there are no duplicates.

Navigate to Process Monitor to view the process details. After the process is run successfully, an email notification is sent out to the case submitter with all cases submitted and their status.

The E-Verify activity of a sample EA Auto closed transaction is given below:

The following is a sample notification sent out to the case submitter with the list of transactions as an attachment that were failed to create E-Verify case.

Case Submission Failure Transactions:

Transactions for which the E-Verify case could not be created are listed in the attached error report file. The case submission failure count given in the email will be in sync with the number of failed transactions present in the DHS_Error_Report.csv. If there are no failed transactions, then there will be no error file attached in the email.

Download the file and review the transactions that have failed to create the E-Verify case. Take action on these transactions to resolve the errors.

Once it is done, these transactions will again be considered for case creation during the next process cycle. 

If you wish to submit your transaction soon after resolving the error, then access the transaction in "My Tasks" console or through Elasticsearch "My Tasks" category and create case from the E-Verify activity.

When you click on the "E-Verify" link, the E-Verify activity opens as below:

Scroll down the page, enter case creator's details and click on "Create Case" button.

Note: There will be no "Overdue Reason" in the E-Verify page for the transactions that are in "In Compliance" status (calculated based on Hire Date + 3 business days).

But for the transactions that are in "Out of Compliance" state, the E-Verify page will have the "Overdue Reason" populated from the Case Submitter details in DHS Client Setup. 

Example: Out of Compliance transaction with Overdue Reason populated from DHS Client Setup Case Submitter Details.

Transactions with DHS Status other than "Case Closed - EA Auto Closed':

Transactions that are in DHS status other than 'Employment Authorized - EA Auto Closed' can be accessed in E-Verify Console or through Elasticsearch under E-Verify Console category.

Review them and if necessary take appropriate action to continue the verification process.

Accessing Transactions via E-Verify Console:

Click on "E-Verify Console" link in the Quick links bar.

In E-Verify Console. click on the lookup icon for "DHS Status".

In the look up page, select the DHS sub state. As an example, let us access the transactions with "Unconfirmed Data" sub state.

The search results for DHS Status = "Unconfirmed Data" shows as given below. By clicking on the Case Number, you can open the activity and continue with the verification process.

Accessing Transactions through Elasticsearch E-Verify Console:

In Elasticsearch, select E-Verify Console as the Category and search using an appropriate Keyword. In this case, "All" is used as the Keyword. Filter the search results for DHS Status = "Unconfirmed Data". 

Click on the I-9 ID link to open the Unconfirmed Data page.

How to check for EA Auto closed transactions?

The transactions with EA Auto closed DHS status can be identified in the E-Verify Console or through Elasticsearch E-Verify Console Category.

Accessing EA Auto Closed Transactions via E-Verify Console:

Click on "E-Verify Console" link in the Quick links bar.

Click on the lookup icon for "DHS Status".

Select DHS sub state as "Case Closed - EA Auto Closed".

Click on "Search".

This will fetch all transactions with DHS Status = "Case Closed - EA Auto Closed". 

Accessing EA Auto Closed Transactions via Elasticsearch E-Verify Console:

In Elasticsearch, select E-Verify Console as the Category and search using an appropriate Keyword. In this case, "All" is used as the Keyword. Filter the search results for DHS Status = "Case Closed - EA Auto Closed". 

Since E-Verify activity is auto completed for these transactions, they will be in process completed state. You can check their process status by navigating to the Invitation Console.

Click on the "Invitation Console" link in the Quick links bar of the Home page.

Search for the transactions using any search filter in the Invitation Console. Here, candidate's First Name is used for searching.

As given below, the process status for the EA Auto Closed transaction will be shown as "Invitation Completed".