I-9 and E-Verify Process

Updated October 09, 2024 17:45

Employer Responsibilities:

1. Accuracy and Timeliness: Ensuring that Form I-9 is completed accurately and within the required timeframes is crucial. Errors or delays can result in penalties.

2. Training and Education: Employers must train HR personnel in the correct procedures for completing and retaining Form I-9. This includes understanding the latest updates and changes to the form and regulations.

3. Audit and Review: Regular internal audits of Form I-9 can help identify and correct errors. Employers should also be prepared for potential audits by the U.S. Immigration and Customs Enforcement (ICE).

4. Anti-Discrimination Practices: Employers must ensure that their I-9 practices do not discriminate against individuals based on their citizenship status or national origin. This includes providing the same documentation options to all employees and avoiding over-documentation.

5. Updates and Changes: Staying informed about changes to Form I-9 and related regulations is essential. For example, the latest version of Form I-9 became mandatory on November 1, 2023.

Set up Steps:

Activate the I-9 Form (1 time setup)
Create User Groups to provide permissions
Assign the Task & complete the I-9
Complete the E-Verify process in BOLD

Ensure you have Web Services Employer account and the credentials
- Those should be entered into the Avionté Marketplace.
Activate the I-9 Form (1 time setup)
Create User Groups to provide permissions
Assign the Task & complete the I-9
Complete the E-Verify process in BOLD
- While not mandatory for all employers, E-Verify is an online system that allows employers to confirm the eligibility of their employees to work in the United States. Employers enrolled in E-Verify must follow additional steps and timelines.
  1. Integration with E-Verify is available in BOLD. Once the Adobe I-9 form is completed the integration can be used on the talent record to create and manage E-Verify case within BOLD.
  2. User will initiate E-Verify cases for the applicable employees; this is not automated by BOLD.

CHAPTERS

Setup the E-Verify in the Avionté Marketplace
Activate I-9 and provide Permissions
Complete the I-9
Example of completed E-Verify Case
Search and Filter

Setup the E-Verify in the Avionté Marketplace

Click on Account & Settings
Click on Avionté Marketplace
Type EVERIFY in the search box
Click the Settings button
1. If you don't see the Settings button then ensure that 'E-Verify' option is checked on in System Features or contact your Account Manager.
Choose the desired type of account
1. Each Avionte user enters their own E-Verify web service account (aka Individual Account)
  1. Each Avionté user has their own User ID and Password
2. All Avionté users share a single E-Verify account (aka Shared Account)
  1. Only 1 set of credentials are used for all users (Recommended)
Enter the credentials
1. Company ID
  1. You can get this from the MOU or having the Admin User login to E-Verify:
    1. everify.uscis.gov
      1. If you need additional help, please reach out to Partnerships or Support
2. User ID
  1. This must be the Web Services User ID and not the Admin User
    1. If you are able to login to E-Verify (link above) then that is the Admin User and not the Web Services User
    2. You can also get your Web Services User ID by using the Admin login on E-Verify's website
      1. If you need additional help, please reach out to Partnerships or Support
3. Password
  1. Enter your password
    1. E-Verify requires you to change your password every 90 days
4. Click 'Save'

Activate I-9 and provide Permissions

The User Group must be created first. If you don't have a User Group setup

Creating User Groups

Click on Account & Settings
Click on Utilities
Click on Talent Onboarding Tasks
Expand the E-Signature Templates
Click on Form I-9 (Rev 8-1-2023) V3 and turn On
Select the following options:
1. Template Type: I-9
2. I-9 with Preparer Template: Form I-9 with Preparer (Rev 8-1-2023) V3
3. Review by employer required: Checked on
4. Add a group
  1. Choose a User Group that has been previously created
5. Choose the desired permissions
  1. E-Verify checkbox: This allows the User to E-Verify
    1. Without this checked the User would only be able to complete the I-9 and not E-Verify
6. Click the Save button

Assign the I-9 Form Task

Go to the employee that you are wanting to send the Task to
Click on the Onboarding Tab
Click Send Onboarding Tasks button
Expand the 'E-Signature Documents'
Choose the Form I-9 (Rev 8-1-2023) V3
Click the '+' symbol
Click the Send button

Complete the I-9

Employee will need to fill out their portion
1. Once completed, the User will need to complete section 2 (Employer section)
Go to the Employee's Profile
Click on the Onboarding Tab
Click on Signature required
The Avionté User will have to complete the Employer section
Notice the 'Verification required'
Select an option from the Dropdown menu
1. There are 2 options (Verify and Reject)
  1. Verify: You are confirming the information is accurate and then can proceed
  2. Reject: You are confirming the information isn't accurate and will have to re-send the I-9
    1. If you 'Verify' but later notice a problem then resend the I-9 and start over
  3. Best Practices: If any problems with the I-9, resend it and start over
Click on the E-Verify button
1. This will open a Flyout to start the E-Verify process
Click on the Continue button
Choose the appropriate 'List Type' (A or B and C):
If using the "Permanent Resident Card or Alien Registration Receipt Card (Form I-551)", there is an option for IDs that don't have a document number.
1. Click the checkbox for No document number was provided
2. This will allow the E-Verify process to be submitted
Fill out all the necessary (required) fields:
1. List A, B or C Document Type
2. Driver's License or State Issued ID Card (if applicable)
3. State
4. Expiration Date
  1. You must use the Calendar and select the date. Do not type the date
5. Document Number
6. List C Document (if applicable)
7. Employee's First Day of Employment
  1. You can put future dates
  2. It must be within 3 Business days
    1. If not in the 3 Business Days, you'll see the following message
    2. Then select a 'Reason for Delay*' from Drop Down menu
  3. You can put future dates
8. Then click 'Continue'
  1. You won't see the 'Continue' button until everything is entered
9. Click 'Submit'
  1. If you need to make any changes, click 'Edit'

Example of completed E-Verify Case

Once it has been completed by E-Verify you will see the Print Case Details button.

When you click on the button it will open a new tab in your web browser with the report.

Job Requirement

Once the E-Verify case is complete the Talent > Tax > E-Verify Completion Date and E-Verify Case Number will populate

If using the New filled job requirement of "E-Verify" this is what is being checked to validate a completed E-Verify case. If entering manually adding the E-verify Completed date or selecting the bypass option will also fulfill this requirement

E-Verify job requirement.

Search and Filter

When searching for Talent that has an E-Verify status, there are a few Statuses you can search by. This will filter the results to reflect the Status you've selected.

E-Verify Status	Description
Employment Authorized	Will pull talent records who have an E-Verify case with a status of Employment Authorized
Needs Attention	Will pull talent records who have an open E-Verify case that does NOT have a status of Employment Authorized
Not Started	Will pull talent records who do not have an E-Verify case

Hover on Talent tab
Click on Search
Select Talent Terms
Select E-Verify Status
Select an E-Verify Status
Click Done

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