...
For the standalone solution, E-Verify components are centralized in Smart Solutions/E-Verify. The E-Verify tab is accessed by navigation from the PeopleSoft Home Page as shown in the figure below.
Navigation to E-Verify
Form I-9 and E-Verify
The Employment Eligibility Verification Form I-9 is a U.S. Citizenship and Immigration Services (USCIS) form. It is used by an employer to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.
...
Navigate to the standalone I-9 creation component by clicking Smart E-Verify Configurator, and then clicking Create Smart I-9.
Navigation to Create Smart I-9
...
The following page, showing the I-9 form, is displayed.
I-9 Section 1 Information Not Yet Completed
...
Item | Description/Instruction |
Last Name | Fill in the employee's Last Name. |
First Name | Fill in the employee's First Name. |
Middle Initial | Fill in the employee's Middle Initial, if applicable. |
Other Names Used | Fill in the employee's Other Names Used, if applicable. |
Address | Fill in the employee's Address. |
Apt Number | Fill in the employee's Apartment Number, if applicable. |
City or Town | Fill in the employee's City or Town. |
State | Select the employee's State from the drop-down list. |
Zip Code | Fill in the employee's Zip Code. |
Date of Birth | Fill in the employee's Date of Birth. |
U.S. Social Security Number | Fill in the employee's Social Security Number. |
E-mail Address | Fill in the employee's E-mail Address. |
Telephone Number | Fill in the employee's Telephone Number, if applicable. |
Attest checkbox | Check the box that applies for the employee. |
Alien Registration Number/USCIS Number | Fill in the employee's Alien Registration Number/USCIS Number. This is only available for entry, and is required, if the user checks the "Lawful Permanent Resident…" radio button. |
Receipt | Fill in the employee's Receipt number. This is only available for entry, and is required, if the user checks the "Lawful Permanent Resident…" radio button. |
Expiration Date | Fill in the expiration date through which the employee is authorize to work. This is only available for entry, and is required, if the user checks the "Lawful Permanent Resident…" radio button. |
Alien Registration Number/USCIS Number | Fill in the employee's Alien Registration Number/USCIS Number. This is only available for entry, and is required, if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Receipt | Fill in the employee's Receipt number. This is only available for entry if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Form I-94 Admission Number | Fill in the employee's Form I-94 Admission Number. This is only available for entry if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Foreign Passport Number | Fill in the employee's Foreign Passport Number. This is only available for entry if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Country of Issuance | Fill in the employee's Country of Issuance. This is only available for entry if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
...
I-9 Section 1 Information - Basic Information Completed
...
Employee Electronic Signature
...
Click I Agree. Then Click Sign and Continue to electronically sign the form.
...
I-9 Section 1 Information Complete and Signed
...
Documents can be attached by the employee or employer while completing Section 1 information, or they can be attached by the employer later, when completing Section 2 information. In this example, the employee attaches the documents (a copy of his Driver's License and his Social Security card) at this point in the process.
Attach Icon
Click the Attach icon at the top left of the page.
Attaching Document – Step 1
...
Click Add.
Attaching Document – Step 2
Click Choose File.
...
Attaching Document – Step 3
...
Navigate to the file that you would like to attach, click the file name, then click Open.
...
Attaching Document – Step 4
Click Upload.
Attaching Document – Step 5
...
Click Categorize.
Attaching Document – Step 6
...
Choose the correct category from the Categorize drop-down list. Click Add to add the second document, and repeat the process, selecting the second document and specifying the corresponding category.
...
Attachments Complete
...
Click OK to save the attachments and go back to the I-9 Form.
...
To electronically acknowledge and submit the completed Section 1 of Form I-9 for E-Verification, click the Electronic Acknowledgement button.
...
Electronic Acknowledgement
The I-9 ID number is generated. This number is unique, to distinguish E-Verify cases from each other.
I-9 ID Assigned
Completing Section 2
...
Navigate to the standalone I-9 E-Verify Console component by clicking Smart E-Verify Configurator, and then clicking Smart I-9 Console.
Smart I-9 Console
...
In this example, the I-9 ID is used for the search.
Search and Select I-9 ID
...
Fill in the I-9 ID, then click Search.
...
The I-9 form is displayed.
...
I-9 Information Displayed
...
The Section 1 information has been completed. The employer will now specify which required documents the employee has presented and that he has reviewed.
...
- Employee View – Only Section 1 information is displayed and it cannot be edited.
- Edit Section 1 – Only Section 1 information is displayed and it can be edited.
- Awaiting Section 2 –The Section 1 information is display only. Section 2 information can be entered by clicking Click Here.
- Section 2 Document Selection – The user is taken to a page where he can specify if the employee presented List A or List B and C documents.
- Doc Selection Expert View – The user is taken to a page where he can specify if the employee presented List A or List B and C documents, and which specific documents were presented.
...
Switch View Choices
In this example, we change to use the Sec2 Document Selection view. Click in the Switch View box and choose Sec2 Document Selection from the drop-down list.
Section 2 Displayed
...
Scroll down the page to see the Section 2 part of the form.
...
Any 'List B' document presented to employers participating in E-Verify MUST include a photo.
List B and List C Selection
...
For the current example, select List B and List C.
Click Next.
...
Select List B and List C Document Types
...
Select the appropriate and valid document type from each list and then click Next.
...
Once the type of Supporting Document(s) is selected, the validity of the supporting document(s) is checked. In a later stage of the process, this check includes matching against the records in the SSA and DHS systems.
...
List B Document Name and State
Select the Document Name and select the appropriate Document State from the drop-down list.
Click Next.
List B and List C Document Information
In Document Type, enter the List B Document Number and Doc Exp Date, if any. The same applies for the List C document. In this case, the Social Security Card does not expire, so that date is left blank.
...
The employer must attest and certify the truthfulness and validity of the data in the documents provided by the employee, to authorize employment in the U.S.
...
Issuing Authority and Hire Date
Enter the Issuing Authority of List B and List C Documents.
...
A message indicating that the I-9 information was saved successfully is displayed.
...
Save Confirmation
...
Click OK.
Print I-9 Form
At any point in the process, you can print a copy of the I-9 form with the information that has been entered up to that point.
...
Print I-9 Form
...
Click the Signed Form icon. A new tab opens with a PDF file containing form I-9.
Return
Click Return.
...
Access Employer Signature
Click Continue. A popup window displays.
...
Employer Signature
...
Click I Agree, then click Sign and Continue.
...
Once all the data and documents of the employee have been reviewed, validated and attested by the employer, the E-Verify process can be initiated. The employee case is submitted by the employer for verification to the SSA and/or DHS system.
...
Initiate E-Verify
...
Click Initiate E-Verify to initiate the I-9 verification process.
...
In this example, the employee's information was entered correctly and matched the SSA and DHS records, so the employee is found to be eligible for employment.
Employment Authorized
The employee is authorized to work in the United States. The verification process is still incomplete. To complete this process, click Close Case.
...
To complete the E-Verify process, employers must close every case that has been created in E-Verify.
Employment Status
...
If the employee is currently employed in your company, click Yes as shown in the screen above.
If the employee is not employed in your company currently, click No.
Click Next.
Case Close Reason
...
Select the appropriate Case Close Reason from the displayed list, and submit by clicking Submit Case Close Reason.
...
Case Closed
...
This indicates that the employee case which has been in the E-Verify process is closed. The case number is displayed for the reference of the employer.