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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
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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.
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Navigate to the standalone I-9 creation component by clicking Smart E-Verify Configurator Smart E-Verify Configurator, and then clicking Create Smart I-9.
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Navigation to Create Smart I-9
The following page, showing the I-9 form, is displayed.
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Section 1 Information Not Yet Completed
Section 1 - Basic Employee Information
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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). |
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Section 1 Information - Basic Info Completed
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Note that in this case the employee's Social Security Number is incorrect, and will not match SSA records.
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After completing the fields in Section 1 of the form, click CONTINUE>>>> to attest that the information is correct, and electronically sign the form. The following page is displayed.
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Employee Electronic Signature
Click I Agree. Then Click Sign and Continue to electronically sign the form.
Section 1 Information - Authorization
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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.
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Attach Icon
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Click the Attach icon at the top left of the page.
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Add Attachment – Step 1
Click Add.
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Add Attachment – Step 2
Click Choose File.
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Add Attachment – Step 3
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Navigate to the file that you would like to attach, click the file name, then click Open.
Add Attachment – Step 4
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Click Upload.
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Add Attachment – Step 5
Click Categorize.
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Add Attachment – 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 Added
Click OK to save the attachments and go back to the I-9 Form.
Acknowledge and Assign the I-9 ID number
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E-Verify: Employee Verification: I-9 Section 1 Information - Electronic Acknowledgement
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To electronically acknowledge and submit the completed Section 1 of Form I-9 for E-Verification, click the Electronic Acknowledgement button.
I-9 ID Number Generated
The I-9 ID number is generated. This number is unique, to distinguish E-Verify cases from each other.
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Navigate to the standalone I-9 E-Verify Console component by clicking Smart E-Verify Configurator, and then clicking I-9 E-Verify Console.
Navigation to Smart I-9 Console
In this example, the I-9 ID is used for the search.
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Search and Select I-9 ID
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Fill in the I-9 ID, then click Search.
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The I-9 form is displayed.
Section 1 Information Completed
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The Section 1 information has been completed. The employer will now specify which required documents the employee has presented and that he has reviewed.
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- 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.
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Switch View
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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.
Scroll down the page to see the Section 2 part of the form.
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Add Supporting Documents
Click Click Here to select the Supporting documents.
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Some documentation establishes both identity and employment eligibility (List A). Other documentation establishes identity only (List B) or employment eligibility only (List C). Employers may accept one document from List A, or a combination of one document from List B and one document from List C.
Any 'List B' document presented to employers participating in E-Verify MUST contain a photo.
List B and List C
For the current example, select List B and List C.
Click Next.
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List B and List C Document Types
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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 SSA and DHS systems.
Driver's License Information
Select the Document Name and the appropriate Document State from the drop-down list.
Click Next.
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Document Numbers and Expiration Dates
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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.
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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
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Enter the Issuing Authority of List B and List C Document Type as "Driver's License and Social Security Card".
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A message indicating that the I-9 information was saved successfully is displayed.
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Confirmation Message
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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.
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Signed Form Icon
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Click the Signed Form icon. A new tab opens with a PDF file containing form I-9.
Return
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Click Return.
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Employer Signature
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Scroll down the page, then click Continue. A popup window displays.
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Employer Signature
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Click I Agree, then click Sign and Continue.
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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.
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Initiate E-Verify
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Click Initiate E-Verify to initiate the I-9 verification process.
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In this example, the employee's Social Security Number did not match the SSA records. The employer is asked to re-examine the documents, change the SSN if necessary, and resubmit (reverify). In this example, the employer resubmits without changing any information.
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Reverify
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Click Reverify.
In this example, the employee's Social Security number did not match the SSA records after reverification. This resulted in an SSA Tentative Nonconfirmation Notice (TNC).
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SSA Tentative Nonconfirmation Notice
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When the SSA or DHS creates a TNC, the E-Verify process sends an email to the employee advising them that this has been completed, and their options for moving their verification process forward. Below is an example of an email that was sent.
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Employee TNC Email
Print the Further Action Notice
The next step in the process is to print the SSA Further Action Notice (FAN), so it can be available when discussing the employee's options.
Print Notice
Click Print Notice.
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Further Action Notice
Discuss the TNC with the Employee and Confirm Employee Notification
The next step in the process is to discuss the TNC with the employee and make sure he understands his options.
Confirm Employee Notification
After this discussion has occurred, click Confirm Employee Notification. Then click Next.
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In this example, the employee chose to contest the TNC.
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Contest TNC
Refer Employee Case
The case is referred to the SSA.
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Refer Case
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Click Refer Case.
Employee Referral Email
In this example, the employee was referred to the SSA. An email was sent to the employee advising him of what he must do. An example of this email is shown below.
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Employee Referral Email
Print Referral Notice
The employer should print the referral notice.
Print Referral Notice
Click Print Notice.
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Referral Notice
Check Status with SSA
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In this example, after the employee visited the SSA office, it was found that his documents did not make him eligible to be employed. The SSA returned a Final Nonconfirmation.
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SSA Final Nonconfirmation
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Click Close Case.
Employee's Employment Status
In this example, the employer terminated the employee.
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Employment Status
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Click No, then click Next.
Close Case
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Submit Case Close Reason
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Click the appropriate Case Close Reason, then click Submit Case Close Reason.
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Case Closed
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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.