The Employee Does Not Contest a Tentative Nonconfirmation

In this example, the steps required to create a case in E-Verify are outlined following an employee whose SSA information resulted in an SSA Tentative Nonconfirmation (TNC). The employee chooses not to contest the TNC. The employer terminates the employee.

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.

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.

Basic Information completed

Note that in this case the employee's Social Security number is incorrect, and will not match SSA records.

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 Authorized

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.

Documents Attached

Click OK to save the attachments and go back to the I-9 Form.

Acknowledge and Assign the I-9 ID number

Electronic Acknowledgement

To electronically acknowledge and submit the completed Section 1 of Form I-9 for E-Verification, click the Electronic Acknowledgement button.

E-Verify: Employee Verification: I-9 Section 1 Information - I-9 ID # generation

The I-9 ID number is generated. This number is unique, to distinguish E-Verify cases from each other.

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 E-Verify 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.

Navigate to the standalone I-9 E-Verify Console component by clicking Smart E-Verify Configurator, and then clicking I-9 E-Verify 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 Form 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. 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.

Section 1 Displayed

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 contain a photo.

List B and List C

For the example, select List B and List C.

Click Next.

List B and List C Document Types

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 SSA and DHS systems.

Select the Document Name and the appropriate Document State from the drop-down list.

Driver's License Information

Select the Document Name and the appropriate Document State from the drop-down list.

Click Next.

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.

Document Numbers and Expiration Date

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.

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.

Save I-9 Information

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 Icon

Click the Print icon. A new tab opens with a PDF file containing form I-9.

Return

Click Return.

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 Social Security number did not match the SSA records. This resulted in an SSA Tentative Nonconfirmation Notice (TNC).

SSA Tentative Nonconfirmation

Employee TNC Email

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 the email that was sent.

SSA Tentative Nonconfirmation 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.

SSA Further Action Notice

Click Print 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 the discussion has been completed, click Confirm Employee Notification.

Click Next.

Next

Close Case

In this example, the employee chose not to contest the TNC. The case is then closed.

Close Case

Employee's Employment Status

In this example, the employer terminated the employee.

Employee Status

Click No, then click Next.

Case Close Reason

Choose the appropriate reason, then click 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.