Overview
Updated 11/18/2021
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This article provides a description of E-Verify as it is used in the Avionté Suite platform. E-Verify is also available in the Avionté Web-Based Modules. Visit the E-Verify - Web-Based Modules article for more details.
E-Verify is an Employment Eligibility Service managed by the US Government's Department of Homeland Security. Avionté integrates with E-Verify and displays the E-Verify screens used to gather the information that is sent to the Department of Homeland Security. Prior to setting up the integration, ensure that your company has enrolled in E-Verify. For more information on enrolling in E-Verify, see the E-Verify: Enrollment article.
System Requirements
E-Verify is an internet-based service with simple system requirements. Employers who use E-Verify need to have:
- A computer with internet access and access to one of the following browsers:
- Internet Explorer versions 6.0 and above
Note: Versions prior to 11 have TLS 1.2 disabled by default and this will need to be enabled in Internet Options by clicking Advanced and checking the box next to "Use TLS 1.2." - Firefox versions 3.0 and above (38.1 or above is recommended)
- Chrome versions 7.0 and above (44 or above is recommended)
- Safari versions 4.0 and above (8 or above is recommended)
- Access to a printer
- Adobe Acrobat Reader software
Review E-Verify State-Specific Requirements
Several states have enacted legislation that requires the mandatory use of E-Verify.
Review your state's required regulations to ensure compliance.
E-Verify Integration Setup Process
Upon enrollment, E-Verify will provide the Program Administrator (a role assigned to someone at your company, as described in the E-Verify: Enrollment article) with the ClientCompanyID and Web Service Credentials (which are used in the setup process below.) All additional E-Verify users will work with the Program Administrator to set up their accounts.
Config Option Setup
IsUsingEVerify
Note: This Config Option only appears in Avionté versions 14.1 or newer.
Set the IsUsingEverify config option to "True" for any branch that uses E-Verify. If this config option is set to "False," a warning will display when users try to access the E-Verify integration section.
- From the Avionté Start Page, navigate to Actions > Admin Tools
- Choose Config Option under the Select column on the right. The Config Option window loads.
- Select the Config Option By FKName tab.
- Filter by "verify" in the Properties column.
- Select the IsUsingEVerify property. All available branches will load in the right panel of the window.
- Select the Branch(es) that will be using E-Verify and set the ConfigOptionValue to "True."
- Close the window.
EVerifyClientCompanyId
This config option should only be set if you are operating as an Employer Agent.
- Open Avionté and from the Start Page, navigate to Actions > Admin Tools
- Select Config Options from the right panel. The Config Option window loads.
- Select the Config Option By FKName tab.
- Filter by "verify" in the Properties column.
- Select the EVerifyClientCompanyId property and enter the Client Company ID provided by E-Verify during enrollment.
- Press Tab on the keyboard to move off that field. The entry is saved.
- Close the window.
Configuring Form Settings
In order to see E-Verify in the Employee sub-menu, the option must be enabled in Admin Tools > Form. For more information on granting access to the E-Verify Form Setting, see the Admin Tools: Form help article. Under the Config Form tree, expand Front Office > Employee and select E-Verify at the bottom of the list.
Configuring the Counter (optional)
The counters on the Start Page provide a quick view of the current number of emails, appointments, etc. The counter can also be configured to display the number of Pending E-Verify cases. In the Admin System Counter window search for "verify" in the Counter Name column and select the "EVerifyInProcess" counter.
See the Admin Tools: Counter article for more information on setting available counters.
Setting the Integration Live Date
- Open Avionté and from the Start Page, navigate to Actions > Admin Tools
- Under the Select column, choose E-Verify. The System | E-Verify window loads.
- In the E-Verify integration status section, enter the date that the integration will be first available for use.
Note: This is the "go live" date agreed on when the integration was first requested.
- Click the Set Schedule button to save the entered date. A confirmation message will appear.
Deciding on Account Usage
- Shared Account: Multiple E-Verify users share one set of web service credentials.
- Individual Web Service Accounts: Each E-Verify users has their own set of web service credentials.
The following section provides details on the differences between using a shared account and individual accounts.
Shared Account
Multiple users share one set of credentials. In this case, one username and password are entered into the E-Verify Admin Tool for multiple people to use.
The person who uses this set of credentials is responsible for resetting the password every 90 days or less.
The information associated with the shared account is also included on all documents presented through E-Verify. This means that you may not be able to identify which user made a specific E-Verify request.
See the Entering Web Service Credentials for Shared Account usage section below for more information on how to set up credentials.
Individual Web Service Accounts
Each user has their own set of web service credentials. In this scenario, each user will have their own credentials entered into the E-Verify Account Tool. Each user is responsible for resetting their password every 90 days or less. Their user information is associated with all requests they submit to E-Verify.
In order to add new users to E-Verify, a Program Administration needs to create User IDs for the E-Verify website and the Web Service/ Avionté E-Verify Integration.
Once a decision regarding the account type used is made, the information needs to be entered into Avionté.
See the Entering Web Service Credentials for Individual Usage section below for more information on how to set up credentials.
Entering Web Service Credentials
Account for Shared Usage
The following provides the instructions for entering web service credentials for shared account usage. If there are different shared accounts per supplier, consult the Managing Accounts by Employer section.
- From the Start Page, navigate to Actions > E-Verify
- In the E-Verify web service accounts section, select All Avionté users share a single E-Verify web service account radio button.
- Enter the credentials of the initial web service (not website) account into the User ID, Password and Confirm Password boxes.
Note: You must use the 90-day password that was obtained after sending the User ID to Avionté after the account was created. - Click Save to store the credentials for future use.
Note: The username will stay in the User ID field but the password will need to be re-entered as needed to prove the user's identity.
-
A confirmation will display when the account was saved successfully. Click OK to close.
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Close the window.
Account for Individual Usage
Note: If using individual accounts, the initial web service account created during enrollment should be entered here.
- From the Start Page, navigate to Actions > E-Verify account. The E-Verify account window opens.
- Enter the User ID, Password, and confirm the password associated with the user's web service (not website) account in the blank fields.
- Click Save to store the credentials for future use.
Note: The username will stay in the User ID field but the password will need to be re-entered as needed to prove user identity.
- Confirm the account was saved successfully by clicking OK.
- Close the window. If this is the first time an account has been entered, continue following the steps outlined below.
- From the Start Page, navigate to Actions > Admin Tools
- Under Select, double-click E-Verify. The System | E-Verify window displays.
- In the E-Verify Web service accounts section, select the Each Avionté user enters their own E-Verify web service account radio button.
Note: If you have multiple suppliers, see the Managing Accounts by Employer section below.
- Close the window.
- From the Start page, navigate to the Actions menu.
- Select E-Verify from the Actions drop-down menu.
- Enter the User ID and Password in the blank fields.
Notes This should be a live account because the password will still need to be updated as normal. Avionté recommends using the initial web service account. - Click Save.
Managing Accounts by Employer (Supplier)
- From the Start Page, navigate to Actions > Admin Tools > E-Verify
- Ensure the option for either the shared or individual accounts has been selected.
- Place a checkmark in the Each Avionté Employer has its own account(s) check box on the right side of the window.
- Close the window.
Requesting Additional Web Service Accounts
When E-Verify provides the initial Web Services account, they will also turn on a "Manage Web Services" option in your Program Administrator's E-Verify website account. After the Web Service account has been entered into the E-Verify integration for the first time, additional accounts can be created if the individual accounts option was selected. The Program Administrator has the ability to create the additional Web Service accounts. For more information, refer to the documentation located on the E-Verify website hosted by the U.S. Citizenship and Immigration Services.
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