University of California, Riverside

Human Resources



E-Verify Local Procedure


 UC Riverside - E-Verify Local Procedure

Revised October 2018
I. Summary 
 

E-Verify is an internet-based employment verification system designed to check the status of new and existing employees assigned to a federal/subcontract containing the E-Verify clause. E-Verify electronically compares information contained on the Form I-9 with records contained in the Social Security Administration (SSA) and the Department of Homeland Security (DHS) databases to verify the identity and employment eligibility of employees working on federal government contracts and subcontracts. The E-Verify system is operated by the United States Citizenship and Immigration Service (USCIS) through the SSA and DHS. 

Effective September 8, 2009, the University of California is required to verify the work status of qualifying new and existing employees hired after November 6, 1986, who work directly on a federal contract and subcontract containing the E-Verify clause by using the E-Verify system. The E-Verify requirements are in addition to the current requirements governing the Employment Eligibility Verification Form (Form I-9) procedures and are not a substitute.

II. Definitions
A. Assigned to a Covered Federal Contract/Subcontract:
  1. An employee hired after November 6, 1986, whose salary is directly charged to a covered federal contract or is directly performing work under a contract that is required to include the E-Verify clause.
  2.

An employee is not considered to be directly performing work under a contract if the employee:

a. Normally performs support work, such as indirect or overhead functions; and

b. Does not perform any substantial duties applicable to the contract.

B.

Covered Federal Contract/Subcontract:

  1.

A federal contract with a value greater than $100,000, which has a performance period greater than 120 days, and with execution of the contract occurring in the United States; or

  2.

A subcontract based on a prime contract containing the E-Verify clause with a value greater than $3,000.

C.

E-Verifiable

 
   New and existing employees assigned to a Covered Federal Contract/Subcontract.
D.  Program Administrators: Individuals from Human Resources and Academic Personnel responsible for overseeing the E-Verify process:
  1.

Conducts E-Verify transactions in Tracker I-9 Complete (Tracker).

  2.

Manages the process through completion.

E.  Exempt Employees:
  1. 

Those hired prior to November 6, 1986.

  2.

All new hires and existing employees not assigned to a Covered Federal Contract/Subcontract.

  3.

All new hires and existing employees who normally conduct support work on Covered Federal Contracts/Subcontracts, such as indirect or overhead functions and do not conduct any substantial duties.

III. Procedures
A. At the time a Covered Federal Contract/Subcontract is received by the University, Research and Economic Development (RED) provides a Notice of Award to the Program Administrators, Extramural Funds Accounting (EMF), and Payroll Coordination and Analysis indicating that the contract is a Covered Federal Contract/Subcontract. 
B. In Tracker, the Program Administrator searches the database for the identified E-Verifiable Employee on the Notice of Award of a Covered Federal Contract/Subcontract.
C. The Program Administrator reviews the employees Tracker Form I-9 and required supporting documentation to ensure accuracy and completion for use during the E-Verify process. Due to the three (3) business day verification requirement historical I9's may need to be created in Tracker and should include valid documentation.
  Form I-9 Required documentation includes:
  1.

Form I-9

a. Completed by the employee and department in Tracker. 

b. For additional instructions on how to review Form I-9 refer to UCR Policy 650-28: Employment Eligibility (Form I-9).

 
  2.

Required Supporting Documentation

A photo ID and an SSN (both are required for E-Verifiable Employees - (see the E-Verify Quick Reference Guide for Employers (August 206) for more information)

  • If Permanent Resident Cards and Employment Authorization Cards are voluntarily presented by the employee as their chosen documents for completion of the employee portion of the Form I-9 and image supporting documentation and acceptable documents and upload the documents into Tracker.
  • If the employee does not have an SSN, an E-Verification cannot occur.  The employee should be instructed to obtain an SSN.  However, if the employee shows acceptable proof of identity and eligibility (verification documents cannot be expired), the employee may continue working while waiting for the SSN.  The employee shall be given 7 calendar days to provide proof to the department that an application for an SSN has been submitted. 
 D. The Program Administrator will, within three (3) business days of a new hire/transfer/promotion of an E-Verifiable Employee, conduct the E-Verify in Tracker to determine the employees' eligibility to work on a Covered Federal Contract/Subcontract. 
  1.

The "Employment Authorized" response will be retained in Tracker.

  2.

If an "SSN Tentative Non-confirmation Notice" or a "DHS Tentative Non-confirmation Notice" is returned, the Program Administrator shall print the record and provide a copy to the employee for signature. The employee can choose to contest or not contest the information.

a. If the employee contests the "Tentative Non-confirmation", the Program Administrator shall also print a "Referral Letter" generated by the Tracker that instructs the employee to contact the appropriate agency (either SSA or DHS) within eight (8) federal government work days. It is the employee's responsibility to attempt to resolve the Tentative Non-confirmation status. During the contest period, the employee shall be permitted to continue employment until there is either an "Employment Authorized or a "Final Non-confirmation" response returned (typically 4-6 weeks).

b. If the employee fails to contest the Tentative Non-confirmation status within the designated time frame, the E-Verify Program Administrator will consult with appropriate campus personnel (e.g., Human Resources, Employee & Labor Relations, Academic Personnel) for final resolution, as the employee may not be authorized to work in the United States.

c. If there is a "Final Non-confirmation Notice" response, the employee may be reasssigned or possibly terminated in accordance with E-Verify legal requirements, and applicable University policy and collective bargaining agreements.

  •  The Program Administrator will consult with appropriate (e.g., Human Resources, Employee & Labor Relations, Academic Personnel) campus personnel for final resolution. If it is decided that the employee will remain employed by the University, the Program Administrator will notify DHS.
IV. Responsibilities
A. Research and Economic Development (RED)  
  Notifies the E-Verify Program Administrator when a Covered Federal Contract/Subcontract is received and E-Verify is required (emails are sent to the Program Administrators, EMF Accounting, and Payroll Coordination and Analysis.
B. The Department
  1. Enters I-9 including historical I-9 information in Tracker.
  2. Ensures the Form I-9 and required supporting documentation is complete and available for use. 
  3. Image supporting documentation and acceptable documents and upload the documents into Tracker.
  4. Responds to request from the Program Administrator, if additional information is required.
C.  The Program Administrator in Human Resources:
  1.  Conducts the E-Verify in Tracker within three (3) business days of a new hire/transfer/promotion of an E-Verifiable Employee.
  2. Assists in the resolution of discrepancies related to E-Verity Tentative Non-confirmation/Final Non-confirmation responses and notifies the organizational unit and the department of the final outcome.
  3. Assists in the resolution of discrepancies related to the supporting work eligibility documentation.
  4. Notifies DHS if it is decided that an employee with "Final Non-confirmation" response will remain employed by the University.
  5. Responds to requests for information from UCOP, DHS and/or SSA.
  6. Successfully complete an online tutorial on the E-Verify website and in Tracker.
  7.

Provide the campus with information on how to obtain E-Verify posters to display where employees can see them in the normal course of business - such as break rooms or official bulletin boards.

D.  The Program Administrator in Academic Personnel
  Serves as a backup to the Program Administrator in Human Resources.
E.   The E-Verifiable Employee
  1. Participates in the E-Verification process.
  2. Attempts to resolve a Tentative Non-confirmation status response.

More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

UCR LibrariesCampus Status
Career OpportunitiesDiversity
Visit UCRMaps and Directions

Department Information

Human Resources
1201 University Ave., Suite 208
Riverside, CA 92507

Tel: (951) 827-5588
Fax: (951) 827-2672

Footer