E-Verify: Frequently Asked Questions

Effective October 1, 2009, the University of Nebraska-Lincoln will conduct employment verification on all new hires through E-Verify in compliance with Nebraska state law LB 403. E-Verify is an Internet-based system operated by U.S. Citizenship and Immigration Services in partnership with the Social Security Administration. E-Verify is used by employers to verify employment eligibility of new hires.

Is E-Verify required?

Effective October 1, 2009, E-Verification is required for all new hires at UNL.

There are often acronyms associated with E-verify. What do acronyms such as DHS and SSA mean?

Acronyms often associated with E-Verify include:

• DHS: Division of Homeland Security
• SSA: Social Security Administration

Who should be E-Verified?

All UNL new hires and rehires with an employment start date (first working day) of October 1, 2009 and thereafter should be E-Verified. New hires include all regular and temporary staff, faculty, student employees, as well as, students receiving fellowships. Employees transferring from other University of Nebraska Campuses (UNK, UNO, UNMC, Central Administration) to UNL are considered new hires for E-verification purposes.

Who is responsible for E-Verifying new employees?

Designated and authorized department personnel are responsible for E-verifying new employees. Designated and authorized personnel may contact Human Resources at 472-3101 to receive instructions and a user name and password.

How does E-Verify work?

E-Verify compares information provided by the new hire on the I-9 form to records in the Division of Homeland Security (DHS) and Social Security Administration (SSA) databases.

What information is needed in order to E-Verify a new employee?

An I-9 form must be completed in order to E-Verify a new employee.

Are there time requirements for E-Verifying new employees?

All new hires must be entered into the E-Verify system within 3 business days of their employment start date.

What results are received when information from the I-9 form is entered into E-Verify?

One of the following results will be received:

• Employment Authorized: The employee is authorized to work.
• DHS Verification in Progress: DHS will usually respond within 24 hours with "Employment Authorized" or "DHS Tentative Nonconfirmation".
• DHS or SSA Tentative Nonconfirmation: Information input into E-Verify does not match information in the Social Security Administration or Department of Homeland Security Databases.

What process should be followed when the result returned is Employment Authorized?

When the result of Employment Authorized is received:

• Print the screen from E-Verify. Complete the Employment Authorization process in E-Verify by clicking on the following in the order presented
  "Resolve Case"
  "Resolved Authorized"
  "Submit Resolved Case"
  "Closed"
• Attach the printed screen to the I-9 form and forward to the Payroll Office.

What process should be followed when the result returned is DHS Verification in Progress?

Check the E-Verify system daily. DHS will usually respond within 24 hours with either an Employment Authorization or DHS Tentative Nonconfirmation.

What process should be followed when the result returned is DHS or SSA Tentative Nonconfirmation?

When the result returned is DHS or SSA Tentative Nonconfirmation, both City and East Campus departments need to:

• Print the Tentative Nonconfirmation and provide a copy to the new employee.
• Ask the employee to contact Human Resources as soon as possible to resolve the Tentative Nonconfirmation. The employee will be allowed to continue to work until the process is resolved.
• Print an additional copy of the Tentative Nonconfirmation, state the designated departmental personnel’s name and contact information in the top right hand corner and fax this copy to Human Resources at 472-9040.
• Attach a copy of the Tentative Nonconfirmation to the PAF and forward it to Payroll.

Human Resources will complete the process, including E-verifying the employee when the process is resolved.

When the result returned is DHS or SSA Tentative Nonconfirmation, outstation UNL departments need to:

• Print the Tentative Nonconfirmation and provide the new employee with the Notice of Tentative Nonconfirmation.
• Explain to the new employee that the Tentative Nonconfirmation must be contested to avoid the risk of termination.
• The employee should indicate whether they wish to contest the Tentative Nonconfirmation in the designated area on the Notice. The Notice must be signed by departmental designated personnel and the employee.
• Whether the employee decides to contest the Tentative Nonconfirmation or not, departmental designated personnel need to contact Human Resources immediately for further direction in processing the case.

What should be done if the new employee does not have a Social Security Number?

If the new employee has not provided a Social Security Number (SSN):

• The I-9 form should be completed with available official documents provided by the employee.
• The I-9 form should be attached to the PAF and forwarded to Payroll with a note indicating that no SSN was provided.
• The new hire should be instructed to formalize application for a SSN with the Social Security Administration Office, and asked to provide a copy of the receipt of application once it has been acquired.
• Upon receipt of the Social Security Card the employee should provide a copy to the department.
• The department should forward those copies to the Payroll office.

The Payroll office will contact Human Resources once a copy of the Social Security Card has been provided, and Human Resources will then E-verify the new hire.

Is the E-Verification process different when an Electronic Personnel Action Form (EPAF) is used rather than a Personnel Action form (PAF)?

When processing an EPAF, attach the print out of the Employment Authorization screen to the EPAF along with the I-9 form and forward to the Payroll Office.