E-Verify

1. E-Verify Monthly Research Administrators Meeting September 17, 2009

2. Why E-Verify? • President Bush Executive Order – June 2006 • Federal contracts, including higher education • Implementation delayed by court challenges • Effective September 8, 2009

3. What is E-Verify? • Federal, web-based employment eligibility verification system • Joint Department of Homeland Security & Social Security Administration database • Uses information from the Form I-9 • Verifies employee eligibility to work in the United States

4. What and Who is Affected at UW? • Federal contracts only – not grants • New or amended “covered contracts” • Contain E-Verify clause as term of contract • Newly hired or current employees • working directly (paid) on covered contract, or • working on a covered sub-contract or cost sharing agreement • Less than 1500 employees at UW • Most are in 4-6 academic/research organizations • E-Verify team has been in contact with units impacted for input and guidance

5. Roles of UW Departments • Office of Sponsored Programs - Notify departments and authorize users • Grant and Contract Accounting - Enter budget flag in FIN • Payroll - Provide user training and enter confirmation number in HEPPS • Employing Department • Designate E-Verify user – access should be limited • Include information in UWHIRES and academic recruitments if position to be paid from covered contract • Complete new hire I-9; enter information in E-Verify • Forward I-9 and E-Verify results to Payroll • Human Resources – consult regarding E-Verify results and follow up

6. When to Use E-Verify • Employees working on covered contracts only • Newly hired employees: E-Verify within 3 days • Current employees: E-Verify within 90 days • Identifying current employees • Use budget report to identify employees paid from the contract • Grant and Contract Accounting will also assist in identifying employees

7. Exceptions • Employed continuously at UW since November 6, 1986 • E-Verify team researching • Has active US Government security clearance of confidential, secret or top secret • Payroll/UW Facility Security Officer to identify • Homeland Security Presidential Directive (HSPD)-12 background investigation and credentials • Payroll/UW Facility Security Officer to identify

8. E-Verify Results • Confirmation - >95% will be confirmed within 3-5 seconds • Send I-9 and E-Verify results to Payroll • No further action needed • Tentative non-confirmation • Check for data entry error • Employee follows up with SSA or DHS to resolve • Employer takes no adverse action • Employee continues to work while resolving issue • Final non-confirmation • Employee may not continue to work • Coordinate separation or resignation action with HR/AHR

9. Resources and Support • OSP • Registers UW to use E-Verify • Notifies departments; authorizes users • Payroll • E-Verify user training • Human Resources • Departments questions re: E-Verify results/follow up • Grant and Contract Accounting • Reviews for compliance • International Student Services/International Scholars Office • Questions re: foreign national employees

10. Communications/Training • User training/orientation scheduled • Thursday, September 17 - 1:00-3:00pm - Hitchcock room 132 • Wednesday, September 23 - 1:00-3:00pm - Gowen room 301 • Monday, September 28 - 10:00am-Noon – Fisheries room 102 • E-Verify system training • Computer lab sessions • Individual department training • Web resources • http://f2.washington.edu/fm/payroll/coordinators/hiring-employees/e-verify • E-Verify user information • FAQs and Glossary

11. Questions?