In an increasingly digital world, there seems to be a program for everything. But, did you know there is an online verification system that can help ease part of your onboarding process? It’s called E-Verify.

So, what exactly does it do? E-Verify is an online portal that allows employers to electronically confirm the employment eligibility for employees. It’s also a fast-growing service that is quickly gaining traction as best practice for employers.

Simple, free and user-friendly, E-Verify allows employers to enter information and create a case for each employee to compare information taken from their Form I-9, with records from both the Social Security Administration and the U.S. Department of Homeland Security.

Once you enter the employee’s information, E-Verify produces results within just a few seconds letting you know if your employee is good to go or if further action may need to be taken. After the information is entered into the E-Verify system, the “case” is created and the results are displayed with a case tracking number letting you know that the results are either in process or completed and ready for review. The program also uses a photo-matching feature to ensure employees are who they say they are and prevent any potential document fraud. If you do receive any mismatched data, it’s important to take a closer look and involve your HR Consultant.

A key item to note, however, once you as the employer are enrolled you must use the program for all new hires. Just as is required with the Form I-9, the check on E-Verify should be completed within 3 business days of an employee’s start date; and should only be used after an employee has been officially hired. Once you start using the program, you can access the records at any time from your account and will always have them on file as proof of compliance. Furthermore, if you are using E-Verify, it ensures you as the employer are not only completing and retaining your Form I-9's, but that they are done correctly. As such, you are taking the precautions to decrease your chances of being audited by the Department of Labor or facing any civil or criminal penalties.

While the program is not currently mandatory for employers, eventually, it will likely become so, and is quickly becoming the industry standard.

And while the process of online verification may sound great, you’re probably wondering what it means as we continue to navigate the COVID-19 pandemic. For many employers, completing the Form I-9 verification process in person has been a struggle, especially with many businesses allowing some or all employees to work remotely. One of the perks of E-Verify is that it can help you ensure that even if one portion of the verification process is being done remotely, you’re still doing your due diligence as the employer.

So, the biggest burning question probably on your mind – do you have to hold on to all those paper Form I-9’s? Unfortunately, yes, you still need to hold on to your paper copies in case of an audit.

For greater convenience and peace of mind as an employer, you can visit https://www.e-verify.gov/ to get signed up today! Or, contact our Human Resources Consulting team at HR@skywalkgroup.com. 

By Delaney Dehnke