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 Programs when a federal contract contains the E-Verify clause. Contact Adelia Yee, firstname.lastname@example.org
206-543-4043, for E-Verify access. The department Administrator 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.
E-Verify Best Practices and Timeline
- Employees can only be E-Verified once. Check the OPUS Overview under the Employee Info tab to verify that the employee has not been previously E-Verified.
- Contact the employee to bring the original documents in person to complete the I-9 as soon as the department is notified by the Office of Sponsored Projects of the E-Verify budget.
- Forward the original I-9, E-Verify report, and copy of the list A document (if applicable) to the Payroll Office via campus mail.
- Departments must work together to complete the I-9 and E-Verify report.
- Remote employees are still required to complete the E-Verify process if paid from an E-Verify budget.
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.
Resources and Websites