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E-Verify: Account Management

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E-Verify is an Employment Eligibility Service managed by the US Government's Department of Homeland Security. Avionté integrates with E-Verify and displays E-Verify screens that are used to gather information. The information is then sent to the Department of Homeland Security.
 

There are multiple actions which can be performed on both the E-Verify website and integration accounts after they have been set up.

Note: This article has been updated to be current with E-Verify version 29.

 

 

 

E-Verify Account (Website)

When enrolling with E-Verify, E-Verify will supply a Program Administrator account which can be used to create website accounts for other employees. These accounts can only be used to log into the E-Verify website. This is not the account that will be entered into the Avionté integration, but will be used to set users up with E-Verify before obtaining their web service (integration) credentials. 

After logging into either the Employer or Employer Agent website, users can perform any of the following actions:
Note: Some options may not be available based on the user's account type.
 
  • View and edit your cases.
    Note: Editing cases logged in the integration will render them invalid within the integration and the cases can only be progressed and closed through the website.

  • Edit E-Verify profile settings including password and security questions.

  • View and edit company information, including adding new users or closing your account.

  • View reports generated by E-Verify.

  • Manage your Web Services (integration) information including adding integration users and reference documentation.

  • Access E-Verify help and tutorials, view user manuals and other miscellaneous items.

 

 

 

Individual Account (Integration)

Once an account has been set up, a user can change the password or completely remove the existing account from Avionté.
Note: This option is only available if the Each Avionté User enters... option is selected in Admin Tools > E-Verify. 

 

Change an Individual E-Verify Account Password

In E-Verify version 29, it is no longer necessary to enter the old password into the core application. 
Note: An expired or forgotten password must be reset by your company's Program Administrator through the E-Verify website every 90 days. It is best practice is to reset the password before 90 days expires.
 
  1. From the Start Page, navigate to the Actions drop-down menu and select E-Verify Account.

  2. Enter the current password into the Agent Password field.
    Note: If the password was reset through the E-Verify website, click Save to save the current password.

  3. Click Change Password.

  4. Enter the new password. 

  5. Click Submit Password to save.

 

 

Clear an Individual E-Verify Account

An E-Verify account can be cleared if it was entered incorrectly.
Note: This will not affect any Admin-level accounts or their record with E-Verify.

  1. From the Start Page, navigate to the Actions drop-down menu and select E-Verify Account.

  2. Click the Clear current account button.

  3. Click Yes.

 

Change the Individual Account Linked to the Service

When a company chooses to use individual accounts, one account still needs to be selected in the E-Verify Admin Tool in order to connect to E-Verify. This is how the integration checks the status of pending requests.
Note: For more information on managing multiple employers (suppliers), see the Managing Multiple Employers (Suppliers) section below.



  1. From the Start Page, navigate to the Actions drop-down menu and select Admin Tools.

  2. Under System, double-click E-Verify.

  3. Select the Each Avionté User enters their own E-Verify web service account option.

  4. If using Avionté versions 15.2 and older, select an entered account from the drop-down menu.

  5. Press Tab on your keyboard to tab off the field to save, and close the window.




  6. This account will now be used when the integration connects to E-Verify. It will not affect the normal usage of the integration, however, the chosen account will still need to be maintained (e.g. password must be updated at least every 90 days).

 

 

 

Shared Account (Integration)

Once an account has been set up by an administrator, a user can completely delete the account, change the password for an existing account, or change the account usage selection.
Note: The Start Page > Actions > E-Verify Account option is not functional when the All Avionté users share... option is selected. 

 

 

Change an E-Verify Account Password

Note: An expired or forgotten password must be reset by your company's Program Administrator through the E-Verify website. Avionté cannot reset E-Verify passwords.

  1. From the Start Page, navigate to the Actions drop-down menu and select E-Verify Account.

  2. Enter the current password into the Agent Password field.
    Note: If the password was reset through the E-Verify website, click Save to save the current password. 

  3. Click Change Password.

  4. Enter the new password into the appropriate fields.
    Note: The password must conform to the displayed requirements.

  5. Click Submit Password to save.

 

 

Clear a Shared E-Verify Account

An E-Verify account can be cleared if it was entered incorrectly.
Note: This will not remove any user-level accounts, or their record with E-Verify.

  1. From the Start Page, navigate to the Actions drop-down menu and select Admin Tools.

  2. Under Select, double-click E-Verify.

  3. Click the Clear current account button.

  4. Click Yes.

 

 

Change the Account Usage Selection

The Account Usage selection can be changed at any time.

  1. Select the desired selection.

  2. Click Save.

 

 

Create New Web Service Accounts

A Web Services Avionté / E-Verify integration User ID must be created for each integration user. This account is created in addition to the website account, but will only be entered into Avionté. This means if you are sharing an account between your users, only one web service account needs to be created.
Note: Even in a shared account system, each user will need to have a website account and complete the E-Verify website's training before using the integration.

 

The following directions are for an external site not controlled by Avionté. Avionté is not responsible for content on any 3rd party, nor the continued validity of these instructions.

 

  1. Log in to your Program Administrator account on E-Verify.

  2. Locate My Web Services in the left-hand navigation menu and select Manage Web Services.

  3. From the Web Service Management screen under the My Company section, select Add New User.

  4. Complete the fields in the Personal Information section.

  5. Click the Next button. The new USER ID is shown.

  6. Click Submit New User. You have created a new Web Services Avionté / E-Verify integration User ID. 
    Note: Check the status of the new account.

  7. From the Web Services home page select the Password Change Required radio button.

  8. Click the Display User Summary List button, all of the new users will have the Status of Change Password.

  9. Submit the User IDs of these new accounts to Avionté. After processing, you will be supplied with a 90-day password that can be entered into the Avionté core application.
    Note: These password for these accounts will need to change every 90 days to avoid account lockout or integration issues. Avionté recommends changing the password before 90 days to avoid interruption in service. See the Expired Passwords section below for more information.

 

 

 

Expired Passwords

Avionté recommends resetting E-Verify passwords before they are due to expire. If a password does expire, the error message "E-Verify returned an exception...PASSWORD MUST BE CHANGED" appears. An example of this error message is included below: 

 
Expired passwords can be reset by the Program Administrator in the E-Verify website. Once reset, users can enter their password into the Avionté Core Application and click Save
Note: Avionté cannot reset E-Verify passwords. 

The following directions are for an external site not controlled by Avionté. Avionté is not responsible for content on any 3rd party, nor the continued validity of these instructions.

  1. Log into the E-Verify website using the Program Administrator's website credentials.

  2. Click Manage Web Services under the My Web Services category. 

  3. Click View Existing Users.

  4. Search for a user. 

  5. Click the User ID to view the account information. 

  6. Enter the new password in the Reset User Password section. 

  7. Click Submit User Modifications.

 

Change the Account Usage Selection

The Account Usage selection can be changed, however best practice is to determine how you plan to use E-Verify prior to setup.

  1. From the Start Page, navigate to the Actions drop-down menu and select Admin Tools.

  2. Under Select, double-click E-Verify.

  3. Choose the desired selection:

    • Each Avionté user enters their own...: Select this option if each user will have their own Web Services Avionté / E-Verify integration User ID.

    • All Avionté users share a single...: Select this option if all users will be using the same Web Services Avionté / E-Verify integration User ID.
    Note: If the Account Usage Selection is changed to multiple individual accounts, the Program Administrator will need to create new Web Services accounts for the users

  4. Click Save.

 

 

 

Managing Multiple Employers (Suppliers)

A web service user (with either an individual or shared account) can submit cases for multiple suppliers (each with their own FEIN) using their own E-Verify credentials. To enable this functionality, follow the steps outlined in the E-Verify Integration Setup - Managing Accounts by Employer
Note: This functionality is available in Avionté versions 15.1 and newer.

  1. From the Start Page, navigate to the Actions drop-down menu and select E-Verify Account.

  2. Select the Employer from the drop-down menu. This supplier will show as the submitter of the case to E-Verify. 
    Note: The Employer (supplier) will need to be updated here if an E-Verify case needs to be submitted under another FEIN.



  3. Click Save.


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