DHS E-Verify ICA Version 31 Changes

E-Verify has announced an upgraded version of ICA Version 31 (v31) for E-Verify Web Services.

As per this announcement, the following changes have been implemented:

Details about each change may be found below.

Changes in duplicate case processing

E-Verify announced the following three changes in the duplicate case processing:

A case is considered as duplicate if the Social Security Number entered by the New Hire matches the Social Security Number of an existing case for the same Client Company ID. When processing the duplicate cases, you may come cross the following changes:

Change in the current duplicate case lookback period from 30 business days to 365 calendar days

When creating a new case or editing an existing case, the system will now check for any duplicate cases created within the last 365 calendar days. The lookback period for the current duplicate cases has been expanded from 30 business days to 12 months. This will allow users to view the complete list of open and closed duplicate cases created within the last 12 months.

Example:

Restrict a user from creating a new case if an open duplicate case for the same employee already exists

If an open duplicate case for the same employee already exists, then the employer is restricted from creating a new case.

If you click on the "Next" button with an existing open duplicate case, then the following error message displays on the page.

Error message

The employer has the option to either continue with the open case to proceed with E-Verify processing or close the existing case and initiate a new one. For more details on processing Close Case and Use Case scenarios, please click here.

Remove the restriction on the number of duplicate cases that can be displayed at one time

When displaying the duplicate case results, there is no restriction on the number of cases that can be displayed on the page at a time. The open case appears first, followed by the closed cases.

Each page displays a minimum of 1 and a maximum of 120 rows. You can navigate between pages using the right/left arrows located next to the page number.

Click on right arrow to navigate to the next page

Click the left arrow to navigate to the previous page

If no open cases are displayed for the employee on the duplicate case page, you can continue with the E-Verify process by clicking the "Next" button.

In the duplicate case reasons page, select an appropriate option and submit. This will create the case and allows you to continue with the process.

Ability to close a case from Scan and Upload status

With the DHS v31 upgrade, E-Verify now allows cases to be closed while in the Scan and Upload status. A "Close Case" button is available on this page for closing the New Hire's E-Verify case.

Below is an example of an E-Verify case in Scan and Upload status. To close the case, click the "Close Case" button.

Clicking the "Close Case" button will open a page where you can select an appropriate reason for closing the case. A new closure option, "Other (full explanation required below)," has been added to the list of reasons for closing cases in Scan and Upload status. As shown in the highlighted section of the screenshot, selecting this option will display a text box where you can enter the explanation for closing the case.

For more details on closing the case from Scan and Upload using "Other" option, please click here.

Choose an appropriate option and click “Submit Case Close Reason”.

This action will close the New Hire's E-Verify case. For staging the scenario in a test environment to achieve the Scan and Upload status, please click here.

Requirement to download the Further Action Notice before referring a case

This feature already exists and there are no changes to the existing process. For further details, please click here.

A new case delay reason has been added in the case creation process

As per DHS v31 changes, a new case delay reason "Awaiting response on a case created with incorrect information" has been added as one of the options in the list of Overdue Verify Reason. For more details on creating the case with Overdue Verify Reason, please click here.

The "Hong Kong" option has been removed from the Country of Issuance dropdown in Form I-9 Section 1

When an employee selects the "A non-citizen authorized to work" option in the eligibility type, they must choose a valid Country of Issuance if entering a Foreign Passport Number for Form I-9. For details on Form I-9 processing, please click here.

Smart Onboarding Documentation