In this example, the steps required to create a case in E-Verify are outlined following the most common use case – the employee's information is entered correctly, it is valid/current, and the employee is eligible for employment. This is the most common path.
Note that in this example, the information is correct on the first E-Verify check. An Employment Authorized outcome can also be achieved when the initial information is incorrect or incomplete, is corrected, and is re-submitted. See Case 5 - The Resubmit Case for an example.
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.
Case Closed
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.
In E-Verify, accuracy and completion of Form I-9 by an employee is mandatory. The employer must ensure that the information is completed accurately and must retain the information.
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
Section 1 - Basic Employee Information
The employer should make sure that 'Section 1' of Form I-9 is completed in its entirety with all required details. Fields with an "*" are mandatory to be completed. Fields that do not have an asterisk may be completed, or may be left empty. If the information for these fields is known, it should be entered. Note that clicking or hovering over a "?" will provide additional information about the field. Also note that clicking the "See Instructions" link will display a page from the USCIS with a description of how the form should be 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
Authorization/Electronic Signature
This is the employee's attestation for Employment Authorization
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.
Employee Electronic Signature
Click I Agree. Then Click Sign and Continue to electronically sign the form.
I-9 Section 1 Information Complete and Signed
Attach Documents
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.
Acknowledge and Assign the I-9 ID number
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
Employers must complete Section 2 of Form I-9 in its entirety within three days of the employee's date of hire (the hire date represents the first day of work). To complete Section 2, first examine the documents presented by the employee that establish his or her identity and employment authorization.
Navigate to the I-9 Console
To review the data that was entered by (or for) an employee on Form I-9, the employer needs to navigate to the I-9 E-Verify Console and ensure the accuracy of the data and the attached supportive documents.
Note: If the employer completed Section 1, they can just continue with Section 2, without navigating to the I-9 Console.
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.
Click the I-9 ID hyperlink (in the summary area).
Check I-9 Information – Switch View
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.
The user can click on Switch View to display the form in different ways and proceed to different points in the Section 2 entry process. Note that Switch View has different choices at different points in the E-Verify process. Also, some choices may not be available to the user. The choices that are shown depend on the user's role.
At this point in the process, the different views that can be selected are:
- 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.
Click Click Here to select the Supporting documents.
Supporting Documents Submitted by Employee
Supporting Documents submitted by the employee are used to determine (or support) two factors - employee identity and employee employment eligibility.
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 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.
Validity of Supporting Documents
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.
Click Next.
Attestation and Hire Date
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.
Enter the employee's Hire Date. Hire Date is important and is required, as the employer should refer the employee's case to SSA and DHS for verification within three working days of the employee's 'Hire Date'. 'Hire Date' is the employee's first day of employment.
Click Save.
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.
Initiate E-Verify
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.
Initial Case Results
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.
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.