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June 2018 - E-Verify Compliance

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With the availability of the Avionté Paperless Mobile Onboarding and the ability to request an E-Verify case, our focus this month for compliance is E-Verify. 

 

What is E-Verify?  

E-Verify is a voluntary program that allows employers to electronically verify the employment eligibility status of newly hired employees.  E-Verify works by matching information from the employee I-9 form to Department of Homeland Security (DHS) and Social Security Administration (SSA) records.  

 

Is E-Verify required 

E-Verify is not required everywhere in the US, however, employers with federal contracts or subcontracts that have the Federal Acquisition Regulation (FAR) E-Verify clause are required to enroll in E-Verify as a condition of employing federal contractors.  

 

Many states also require E-Verify, for all or specific groups of employees: 

 

State 

Covered Employers 

Alabama 

All employers 

Arizona 

All employers 

Colorado 

Contractors with a state agency or political subdivision contract must use the federal E-Verify system or the state employment 

 verification system 

Florida 

State contractors and subcontractors 

Georgia 

Private employers with more than 10 employees and state contractors 

Idaho 

Contractors and subcontractors 

Indiana 

State and local government contractors, plus businesses receiving grants of more than $1,000 from a state agency or subdivision 

Louisiana 

Private employers that bid on public works projects and subcontractors 

Michigan 

State department of human services contractors and transportation department contractors and subcontractors for construction,  

maintenance and engineering services 

Minnesota 

Public contractors and any subcontractors on state contracts of more than $50,000 

Mississippi 

All employers 

Missouri 

Any employer with a state contract or grant of more than $5,000 

Nebraska 

Public contractors and employers receiving state tax incentives 

North Carolina 

Private employers with 25 or more employees, plus all public contractors and subcontractors 

Oklahoma 

All public contractors and subcontractors 

Pennsylvania 

All public works contractors and subcontractors 

South Carolina 

All employers 

Tennessee 

Private employers with 50 or more employees must use E-Verify 

Texas 

Contractors and subcontractors of the transportation department and Railroad Commission 

Utah 

Private employers with 15 or more employees and public works contractors 

Virginia 

Contractors with an average of 50 or more employees for the previous 12 months entering into a contract of more than $50,000 with any state agency 

 

What are common employer errors when using E-Verify?  

  • Don’t use the E-Verify system to pre-screen employees.  E-Verify (along with the I-9) should only be completed after a conditional offer of employment.  
  • Create the E-Verify inquiry timely. An E-Verify case for a new employee should be created no later than 3 business days after the employee starts work for pay. 
  • Don’t use the E-Verify system to screen current employees.  E-Verify should be used for new hires, and not on current employees that were employed prior to the employer using E-Verify.  
  • Don’t request that employees show specific documents if the employee presented sufficient documentation under E-Verify rules for Section 2 of the Form I-9. 
  • Don’t discriminate. Use E-Verify consistently and without regard to the citizenship, immigration status, or national origin of employees. 
  • Do not take any adverse action against an employee due to a contested TNC.  

 

Can staffing companies only E-Verify employees that work for a specific client? 

In certain circumstances, though consult with legal counsel to help ensure non-discriminatory E-Verify practices.  Employers are permitted to enroll only certain “hiring sites”, and if E-Verify is to be used only at a specific client, that client site must be designated as a “hiring site”. All the employees at the “hiring site” must then be run through E-Verify.  

 

How can I learn more about E-Verify 

Free Webinars: DHS offers free webinars each month on a range of topics specifically for employers. To see the list of upcoming training dates and to filter by topic, go here 

Email Updates: Avionté would encourage any client using E-Verify to sign up for email or text message updates from E-Verify, here 

Resources: The E-Verify website also has wide range of easy-to-read resources for employers, including information on tentative non-confirmations, photo matching, etc.  

 

How Avionté Can Help 

  • With our E-Verify integration, you can streamline the hiring process by creating and managing your E-Verify cases from within Talent Tasks.  
  • What else would you like to add?  

 

Compliance Questions or Suggestions?  Email us at Compliance@avionte.com 


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