Enrolled employers can assign their users with different permissions and functions, depending upon the user’s role. There are two types of users: program administrators and general users. Program administrators provide support for the general user and manage the company profile. Employers are required to have at least one program administrator and can have as many program administrators as they choose.
General users and program administrators must successfully complete the online E-Verify tutorial before they can create or manage cases. Review the permissions of each user role in the User Role Overview below.
All users must read and understand the MOU and the E-Verify User Manual before accessing E-Verify. Failure to abide by the terms of use may lead to employer liability for the violation of employee rights.
USER ROLE OVERVIEW
| USER ROLE | PERMISSIONS |
|---|---|
Program Administrator (at least one required) | Every E-Verify account must have at least one program administrator. The program administrator is responsible for following all E-Verify program rules and staying informed of changes to E-Verify policies and procedures. The program administrator role includes functions of a general user. Permissions include:
|
General User (optional) | Employers can have as many or no general users as they desire. The general user is responsible for following all E- Verify program rules and staying informed of changes to E-Verify policies and procedures. Permissions include:
|
E-Verify users must follow the guidelines specified in the Rules and Responsibilities Overview.
RULES AND RESPONSIBILITIES OVERVIEW
Employers who participate in E-Verify MUST:
- Follow E-Verify procedures for each employee for whom an E-Verify case is created.
- Notify prospective employees and all employees, including those hired to work in a remote setting by clearly displaying the E-Verify Participation and the Right to Work posters in English and Spanish. This can include displaying the posters digitally, online, in hard copy at physical locations, and providing a copy of the posters with job application materials. You may also display the posters in other languages provided by DHS.
- Complete Form I-9 for each newly hired employee before creating a case in E-Verify.
- Obtain a Social Security number from each newly hired employee on Form I-9.
- Ensure that Form I-9 List B identity documents have a photo.
- Create a case for each newly hired employee no later than the third business day after he or she starts work for pay.
- Enter the employee’s email address in E-Verify if it was provided on Form I-9.
- Provide each employee with notice of and the opportunity to take action on a Tentative Nonconfirmation (mismatch).
- Ensure that all personally identifiable information is safeguarded.
Employers participating in E-Verify MUST NOT:
- Use E-Verify to pre-screen an applicant for employment.
- Specify or request which Form I-9 documentation an employee must use, except to specify that any Form I-9 List B document the employee chooses to present must contain a photo.
- Use E-Verify to discriminate against any job applicant or employee on the basis of his or her national origin, citizenship, or immigration status.
- Use E-Verify to discriminate against an employee on the basis of your race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, or genetic information.
- Create an E-Verify case for an employee who was hired before the employer signed the E-Verify MOU, except in certain instances such as employees of federal contractors with the FAR E-Verify clause.
- Take adverse action against or terminate an employee because he or she received a mismatch result, unless E-Verify issues a case result of Final Nonconfirmation.
- Share any user ID and/or password.
For more information on E-Verify procedures, rules and responsibilities for federal contractors with the FAR E-Verify clause, refer to the E-Verify Supplemental Guide for Federal Contractors.