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The TempWorks E-verify integration allows users to create cases and search for those cases from within Enterprise. Enterprise has been integrated with the Department of Homeland Security as well as the Social Security Department to ensure that all Federal regulations have been followed.
Note: E-verify integration requires additional setup and an existing relationship with E-Verify. For more information about getting this setup, please contact your Account Manager.
Processing an E-Verify Case:
To process an E-Verify Case, you must start by navigating to the employee record you would like to process the case for. Once there, expand the actions menu and select process E-Verify Case from the list of options, as shown.
You will then be prompted to complete the following screen. Some information will be pre-filled with data from the employee file. However, please take note that all fields are editable. The red exclamation mark indicates required fields that must be filled in before the case can be submitted.
Within the documents section of the E-Verify case, choose from the list of document types, just like you would on the Dept of Homeland Security’s Website:
If you select to choose from “List B or C Documents” from the drop down, you will be asked to note the specific documents from both lists.
All of the documents within b document type will also ask for an expiration date EXCEPT the driver’s license or id card issued by a U.S. state Category. If you choose driver’s license, you will be prompted to fill out the additional information.
Enterprise will also alert you if you should or should not enter any information. As shown below in our example, Minnesota does not require a DMV number and the system will not allow you to enter one into the system.
Once again, if you have selected a document type of “List B or C Documents”, you will also be prompted to choose from the list of documents under c document type.
To submit your E-Verify case, click the next button in the bottom right hand corner of the screen.
After you have submitted your case, the system will show you a photo ID and you will be able to select yes, the ID matches or no, the ID does not match the Federal I-9.
After you have selected the correct option, you will click next at the bottom of the screen.
If you selected yes from the previous options, the following screen will pop up letting you know that Elaine Goodell is authorized to work in the United States.
*Note -If the name does not match the name of the person that you are working with, you will click on the request name review.
Otherwise, click close case and choose next at the bottom of the screen.
The final screen will allow you to close the case and choose from the following options related to their employment. Select the appropriate option and click next to finish the process.
In the event that an issue arises when trying to run an E-verify case you may choose to refresh the case. This can happen when the case comes out of sync with E-verify. In the following example, there is no option to select an appropriate response.
Navigate to the case and right-click and select the refresh case icon.
If you chose no earlier, on the photo identification screen, you will be prompted to fill out the following form. The DHS Tentative Nonconfirmation simply notes that the government could need additional information to confirm. You will be able to print the DHS Tentative Nonconfirmation notice and proceed to close case, save case and exit, or continue with the process. Once you have chosen, click next at the bottom of the screen.
The results for your E-Verify cases will be returned and recorded in three different areas within Enterprise. The first two will be within the Employee’s individual employee and assignment record, under integrations/E-Verify.
The third location where the E-Verify cases can be reviewed is within the all options/integrations/E-verify. Once there, search and/or select any E-Verify case to view additional details and/or a full report.
The status details categories will give information regarding where in the process the E-Verify case is. You will be informed whether the employment has been authorized or if there are further steps to be taken in the process.
E-Verify Checks and Balances:
There is functionality built into the E-Verify Enterprise integration to help make managing your E-Verify cases easier. This includes warning users of overdue cases, duplicate cases, and prompting users to change their E-Verify password as the expiration date for the password approaches.
If a case is being processed more than three days after the hire date (1.) entered, the over due (2.) dropdown will require an explanation as to why the case is overdue.
When a user attempts to process an E-Verify case for an employee (SSN) that has had a case already processed within the last 30 days, Enterprise will flag the case as a duplicate and present the user with three options:
1. Close Case
- Select this option if you do not wish to proceed. For example, perhaps you entered the SSN in incorrectly.
2. Continue Without Changes
- Select this option if you would like to bypass the flag. For example, perhaps this a rehire or the original case was invalid (note that if the other case was invalid, continuing here does not change any information regarding the original case).
3. Proceed With Changes
- For example, you incorrectly keyed the SSN and would like to make those changes before continuing.
E-Verify requires a password change every 90 days. Since meeting this password expiration date is so crucial to the successful application of the integration, Enterprise will prevent users from processing E-Verify cases once they are 10 days or less away from the password expiration date.
To change your password navigate to:
Selecting change password automatically generates a password, users may manually change this if they would like. Note that you cannot reuse a password for ten instances. Also, once you change your password you may not change it again for five days.
E-Verify Case Color Key:
Each employee has an “E” in their avatar area which can vary in color, what does each color mean?