THE BOTTOM LINE
Going forward and as a last step in your hiring process, you are required to verify all new hires by faxing or scan/emailing the completed I-9 form to us. If you are a federal contractor, you must also verify certain current employees as well.
READ THE MEMORANDUM OF UNDERSTANDING (MoU)
The MoU outlines your responsibilities as a participant in the E-Verify program, and there are a few small differences from how you’ve always processed I-9 forms. There are also some restrictions on how you use E-Verify. For example, you cannot pre-screen potential employees or selectively verify new hires. Also, when the new hire presents a “List B” document, it must include a photograph. There are several other important provisions, so read the MoU carefully. (Reference copy)
YOUR ESSENTIAL READING LIST
We are required to direct you to the following USCIS documents, which will provide a better understanding of how E-Verify works and how to complete the I-9 form. We strongly encourage you to download and consult these resources often:
- E-Verify User Manual (M-775)
- Quick Reference Guide for Clients of E-Verify Employer Agents
- Guide to Selected U.S. Travel and Identity Documents (M-396)
- Supplemental Guide for Federal Contractors
- Other USCIS Publications
You will find more helpful articles and tutorials in the HelpDesk. Most likely, the answers to your questions will be found there.
A US Citizenship & Immigration Service resource, “I-9 Central” is THE place to learn about how to complete Form I-9 . It is very important that you know how to complete the form as fines after a USCIS audit can run between $110 and $1,100 per form error. I-9 Central
Also, make sure that you are using the current version of the I-9 form. It’s a violation of federal law to use an expired form. Download here
POST THE E-VERIFY “RIGHT TO WORK” POSTERS
You are required to post English and Spanish versions of two signs in the area where prospective and new employees complete employment-related paperwork like the I-9 Form. If posting the signs isn’t possible or not suitable for your situation, you must provide a copy of all four signs to the new hire with the I-9 form. Download the signs here:
- E-Verify Participation Poster (English)
- E-Verify Participation Poster (Spanish)
- Right to Work Poster (English)
- Right to Work Poster (Spanish)
SUBMITTING I-9s FOR VERIFICATION
We make verifying new hires easy! There is no login, no username and password! You may submit any time between the day that the new hire accepts the job and completes the I-9 and three days after the employee begins work for pay.
(You should immediately send us the I-9 forms for any employees hired on or after the day that you signed the MoU, even if they were hired before you received notice of your account’s activation.)
- More about deadlines
- Handbook for Employers: Instructions for Completing Form I-9 (M-274) (required reading)
We accept I-9s by fax, email or secure file upload. Scanned/emailed copies of the form and identification documents are preferred to minimize errors. Fax at 866-681-3898 (toll free) or send scanned documents (a separate email for each new hire) to email@example.com.
We will usually send a response in the same work day that the I-9 is submitted but if we receive it late in the workday, we will respond the next business day. Occasionally, an email or fax can get lost, so if a full business day passes without a response from us, please contact us at firstname.lastname@example.org. Do not resend the form unless we tell you that it wasn’t received.
When certain “List A” documents are presented, we must match the photo on the identification document to the photo on file with E-Verify. Failure to send the card image with the I-9 form will delay the verification.
- The submission process, step by step
- Common issues and problems
- When photo matching is required
- How to send a card image for photo matching
CONFIRMATIONS AND OTHER NOTICES
For timeliness and to minimize costs, Verify I-9 sends all notices and invoices by email. When we provide you with a document to give to the employee, we will send it as an email attachment. Check your contact email account often, especially when you have verifications pending. E-Verify has a very strict timetable for submitting and completing verifications. We also send invoices by email. If our invoices should be sent to another address, please let us know.
ENSURE THAT OUR EMAIL REACHES YOU!
Our notifications and other email may be caught by your spam filter. Please add our email address, email@example.com, and/or our domain, verifyi9.com, to your email program’s address book, “safe senders” list or sender whitelist.
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