Under Executive Order 13465 signed by President George W. Bush on June 6, 2006, institutions of higher education entering into federal government contracts are required to use the E-Verify system to establish the employment eligibility of designated employees. Covered contracts contain a clause specifying the E-Verify requirements. The rule requires the insertion of the E-Verify clause into applicable federal contracts, committing government contractors to use E-Verify for their new hires and all employees (existing and new) assigned to any given federal contract.
E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in which the employment eligibility of employees is confirmed after the USCIS I-9 Employment Eligibility Verification Form has been completed. E-Verify does not replace the Employment Eligibility Verification Form (I-9) requirement. Rather, in addition to the completion of the USCIS Form I-9, those employers required to use E-Verify enter the worker’s identity and employment eligibility information into the E-Verify system. E-Verify conducts a two-step verification process that checks employee information electronically against records contained in DHS and Social Security Administration (SSA) databases.
Departments are notified by the Office of Sponsored Projects when a federal contract contains the E-Verify clause. Contact Sinh Simmons,
firstname.lastname@example.org, 206-685-7165 for E-Verify access. The department must provide the name(s) of staff that should be granted an E-Verify login and password. DO NOT REGISTER ON YOUR OWN. The University of Washington will register centrally.
After you get your user name and password, E-Verify will automatically require you to view a tutorial and pass a quiz. There are additional webinars that can be viewed as well. If you would still like additional training, contact the Payroll Client Service and Training Team .
GCA will flag the budget in FIN as an E-Verify budget. OPUS will tag the budget in the distribution line with a “y” and add “E-Verify” by the name of the employee and on the budget column. Note: Employees that have come from other UW departments may have already been E-Verified. Go to the Overview screen in OPUS and click Employee Info. If the employee has already been E-Verified, a red "yes" will appear on the E-Verify line in the bottom right quadrant. The department should not E-Verify the employee again.
Initating an E-Verify
In order to check employment eligibility using E-Verify, you will need the following information from Sections 1 and 2 of the Form I-9:
- Employee’s name
- Date of birth
- Social Security number
- Citizenship status employee attests to
- A# or I-94# if applicable
- Document type(s) submitted for Form I-9
- Expiration dates for identification and eligibility documents
Current employees not otherwise exempt from E-Verify must fill out a new Form I-9 with the same information as above.
The E-Verify system requires that the employee have a valid SSN. If a newly hired employee does not yet have an SSN, complete the USCIS Form I-9 as required and then wait until the employee obtains a SSN before running the E-Verify inquiry. Note on the USCIS Form I-9 why you have not yet run the E-Verify query and instruct the employee to provide you with the new SSN as soon as possible. In the meantime, because you will have completed the I-9 process with that new employee to verify work authorization, your employee is allowed to work temporarily without the SSN or the E-Verify system result. The USCIS Form I-9 must be sent to Payroll with the note about the SSN. The E-Verify results should be sent to the Payroll Office as soon as available.
If the employee uses a List A document as identification (passport, permanent resident card, etc) then a copy of the document must be attached to the USCIS Form I-9 and a photo match must be done in E-Verify. See the E-Verify User Manual Section 2.2 Form I9 and Existing Employees.
Employees that are I-9 exempt or have already been E-Verified do not need to go through the E-Verify process. I-9 exempt employees are employees that have working at the UW without a break in service since 1986 or currently hold an active U.S. Government security clearance of confidential, secret or top secret.
After the employee has been E-Verified, the original USCIS Form I-9, copy of the List A document and E-Verify confirmation page must be sent to the Payroll Office, UW Tower, Campus Box 359555. The Payroll Office should receive the documents within 90-days of the budget becoming an E-Verify budget in order to comply with DHS audit requirements. Failure to comply with DHS audit requirements could result in the department losing the budget, separation of the employee(s) and/or monetary fines from DHS.
Use the E-Verify Process Owner link for an understanding of each role in the E-Verify process.
Use the E-Verify Contact link for a list of those involved from central offices in the E-Verify process.