Electronic Verification of Employment Eligibility

January 2009, the State of South Carolina will become one of several states requiring employers to electronically verify the employment eligibility of all newly hired employees through E-Verify. E-Verify is an internet-based system operated by the U.S. Department of Homeland Security in partnership with the Social Security Commission.

The University of South Carolina plans to go live with E-Verify on November 1, 2008. This date will provide Human Resources (HR) liaisons from all University campuses, colleges, and departments with ample opportunity to gain familiarity with the system prior to the increased hiring that typically occurs near the beginning of an academic term.

E-Verify workshops will be scheduled for HR liaisons during October, November and December. E-mail announcements will be sent to HR liaisons as soon as details are confirmed.

The primary HR liaison from each academic and administrative unit must become certified in the use of E-Verify after the University has enrolled and signed the federal government’s electronic Memorandum of Understanding (MOU) to participate in E-Verify.

The primary HR liaisons will be known as program administrators and will identify additional employees in their units to become certified E-Verify general users.

NOTE: DO NOT register to become a certified user until the Office of Salary Administration’s E-Verify Coordinator notifies you that the MOU has been accepted. This is very important, because as soon as the first person becomes certified, all of the University’s new hires must be processed through E-Verify – not just those from the unit with a certified E-Verify user.

A requirement of the system is that certification is granted to individual employees instead of a blanket certification to campuses, colleges, or departments. This is an important responsibility and confirmation of each person’s certification to use the system will be maintained in their personnel records.

E-Verify Program Goals

• Reduce unauthorized employment
• Minimize verification-related discrimination
• Be quick and non-burdensome to employers
• Protect civil liberties and employee privacy

E-Verify Requirements

• E-Verify Process must be conducted
  • When an offer of employment is accepted
  • Form I-9 is completed: Form I-9 is still required and must be completed no later than the start date of employment, but may be completed as early as the date an offer of employment is accepted.
  • No later than the close of business on day 3 after the employee's actual start date

E-Verify Program and Other Immigration Related Compliance Penalties

• Participation in E-Verify will naturally lead to increased oversight of USC by the Department of Homeland Security’s Immigration and Custom’s Enforcement, a function of the electronic records generated.
• Failure to comply with various provisions of the Immigration Reform and Control Act of 1986 and the Illegal Immigration Reform and Immigrant Responsibility Act of 1998 can result in civil fines and penalties.
• Willful violations can lead to a ban on all USC applications (all campuses) for any employer-driven  work authorization for any non-U.S. citizen or non-Permanent Resident employee.
• If fraudulent documents are used to obtain employment authorization or certain types of benefits, restitution and other civil and criminal charges may be assessed.

Steps for USC Participation in E-Verify

1. The University enrolls in E-Verify and the administration signs a Memorandum of Understanding with the U.S. Department of Homeland Security.
2. USC E-Verify Coordinator notifies Program Administrators to register in E-Verify.
   NOTE:  E-Verify becomes active for the entire University once the first Program Administrator registers in the E-Verify system.
3. Program Administrators register in E-Verify, complete online tutorial, and enter the names of HR contacts who will be appointed for their academic or administrative units as E-Verify General Users.
4. Program Administrators notify designated General Users of their responsibility to register in the E-Verify system and to complete the required online tutorial to become a “certified”
   E-Verify General User.
5. Program Administrators provide copies of the E-Verify General User Certification to Salary Administration as evidence of DHS certification for each HR liaison's employee file.

E-Verify Resources for USC Hiring Departments

• Verifying New Hires Just Got Easier (PDF): A brochure for the employer (English)
• Verifying New Hires Just Got Easier (PDF): A brochure for the employer (Spanish)
• I Am an Employer, How Do I Use E-Verify (PDF)
• I Am an Employer, How Do I Complete Form I-9, Employment Eligibility Verification? (PDF)
• E-Verify: Employer DOs and DON'Ts (PDF)
• Department of Homeland Security's PowerPoint Presentation, 9-10 October 2008, Belk Auditorium, USC Columbia (Click title to open or right click to download and save)
• USC Human Resources' PowerPoint Presentation, 9-10 October 2008, Belk Auditorium, USC Columbia (Click title to open or right click to download and save)
• E-Verify User Manual (PDF)
  
  
• Hiring an International Student: Procedures Using E-Verify (PDF)
  • Sample memo when SSN is unavailable for E-Verify process (PDF)

E-Verify Resources for USC Employees and Potential Employees

• Employee Rights Under E-Verify (PDF-English)
• Employee Rights Under E-Verify (PDF-Spanish)

For Program Administrators

• Agreement: E-Verify General User (PDF)
• Agreement: E-Verify Program Administrator (PDF)
  
  
• E-mail: E-Verify Implementaion (PDF of 10-22-08 e-mail to Program Administrators)
• E-mail: E-Verify Update, MOU Submitted (PDF of 10-31-08 e-mail to PAs)
  
  
• Tip Sheet: E-Verify General Users (PDF)
• Tip Sheet: E-Verify Program Administrators PDF)

If you have questions, please contact Krystal Owens, USC E-Verify Coordinator, in the Division of Human Resources' Office of Salary Administration at 803-777-0279 or by e-mail at USCEverify@sc.edu.