E-Verify for Federal Contractors - Maly Consulting LLC

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E-Verify for Federal Contractors - Maly Consulting LLC

AgendaSection I: E-Verify E& FAR - The Big PictureSection II: E-Verify E& FAR - Nuts & BoltsSection III: Wrapping it UpApril 2010 E-Verify for Federal Contractors 2


Section I: E-Verify E& FAR - The Big Picture What is E-Verify? How does it work? E-Verify & the FAR E-Verify Eclause Affected ContractsApril 2010 E-Verify for Federal Contractors 3


What is E-Verify? ENo-cost Internet based systemFast & easy to useElectronically verifies the employmenteligibility of• Newly hired employees• Existing employees assigned to work on a qualifyingFederal contractHelps maintain a legal workforceProtects jobs for authorized workersPartnership between the U.S. Department of HomelandSecurity and the Social Security AdministrationApril 2010 E-Verify for Federal Contractors 4


How does it work?Form I-9April 2010 E-Verify for Federal Contractors 5


E-Verify & the FAR E-Verify EClauseFederal Acquisition Regulation (FAR) final rulerequires that as of September 8, 2009 federalcontractors with contracts containing the FARE-Verify clause must use E-Verify as acondition of their contractFAR E-Verify EClause: 48 C.F.R. 52.222-5454April 2010 E-Verify for Federal Contractors 6


Affected ContractsPrime Contracts Awarded or modified on or after September 8,2009 to include the FAR E-Verify EClause• Value above $100,000• Period of performance of 120 days or more• At least some of the contract work is performedin the United States• Does not include contracts for Commerciallyavailable off-thethe-shelf (COTS) items andrelated servicesApril 2010 E-Verify for Federal Contractors 7


Affected ContractsSubcontracts Prime contract contains the FAR E-Verify Eclause The FAR E-Verify Eclause flows down to all tiersof subcontracts Prime contractor is responsible for insuring thatthe FAR E-Verify Eclause is included in qualifyingsubcontractsApril 2010 E-Verify for Federal Contractors 8


Affected ContractsSubcontracts Value of more than $3,000 Contract is for commercial or noncommercialservices or construction Contract is for commercial or noncommercialservices or construction• Does not include contracts for Commerciallyavailable off-thethe-shelf (COTS) items and relatedservicesApril 2010 E-Verify for Federal Contractors 9


Affected ContractsIndefinite Delivery / Indefinite Quantity Existing contract Period of performance extends at least six monthsafter September 8, 2009 Substantial amount of work or number of ordersexpected during remaining performance period Contract may be bi-laterally modified to includethe FAR E-Verify EclauseApril 2010 E-Verify for Federal Contractors 10


Section II: E-Verify E& FAR - Nuts & Bolts Enrolling/Updating Company Profile• When• How Determining who to verify When to verify Form I-9 and existing employees An E-Verify case Handling a TNC Closing a caseApril 2010 E-Verify for Federal Contractors 11


Enroll or Update Your Company ProfileContractaward dateDeadlineto Enroll!Within30 calendar daysofContract Award DateorContractModification DateApril 2010 E-Verify for Federal Contractors 12


How to update your company profileLogin to E-VerifyUnder Site Administration click Maintain CompanyApril 2010 E-Verify for Federal Contractors 13


How to update your company profile1. Update your organization designation2. Choose your Federal contractor category3. Choose which employees you’re going to verify1. 2.3.April 2010 E-Verify for Federal Contractors 14


How to enrollGo to www.dhs.gov/E-VerifyUnder Start Here click Enroll in E-VerifyEApril 2010 E-Verify for Federal Contractors 15


How to enrollE-Verify will ask questions about howyou plan to use the systemBased on your answers, E-Verify willrecommend an access methodApril 2010 E-Verify for Federal Contractors 16


How to enrollAccess methodsEmployerDesignatedAgentCorporateAdministratorMost commonAllows E-Verify users inyour company toelectronically verify theemployment eligibility ofnewly hired employeesand existing employeesassigned to a federalcontractLeast commonSelect this accessmethod if your companyperforms verificationsfor client companiesAllows you to create,manage, and administernew & existing E-Verifyaccounts as well ascreate and view reportsDoes NOT allow you toperform verificationsApril 2010 E-Verify for Federal Contractors 17


How to enroll Electronically sign a Memorandum ofUnderstanding (MOU) with DHS and SSA User Name, Password, and E-Verify WebAddress will be e-mailed to you within 48 hours Download and read the E-Verify User Manual forFederal Contractors and the E-VerifySupplemental Guide for Federal Contractors Complete an online tutorial before performingverificationsApril 2010 E-Verify for Federal Contractors 18


Determining who to verify Verify existing employees• Hired after November 6, 1986• Working in the United States• Performing direct substantial work on acontract containing the FAR E-Verify Eclause• Includes short term & temporary employeesApril 2010 E-Verify for Federal Contractors 19


Determining who to verifyStep 1 – The workforce Am I going to verify……my entire workforce (all new hires and allexisting employees throughout the company)OR…All new hires organization wide and existingemployees assigned to the Federal contractApril 2010 E-Verify for Federal Contractors 20


Determining who to verifyStep 2 – Employees you don’t t run throughE-Verify Hired on or before November 6, 1986 who arecontinuing in employment Already confirmed as Employment Authorizedwho are continuing in employmentApril 2010 E-Verify for Federal Contractors 21


Determining who to verifyStep 3 – Employees you may choose not toverify New & existing employees with an active confidential,secret, or top secret security clearance OR HSPD-12compliant credentials Existing employees who perform support work(administrative, overhead, indirect)April 2010 E-Verify for Federal Contractors 22


Determining who to verifySpecial Category EmployersEmployers in these categories may limit theirverifications to only those new & existing employeesassigned to the federal contract which contains theFAR E-Verify EclauseInstitutionsofHigherLearningState&LocalGovernmentsFederallyRecognizedIndian TribesSuretiesperforming under atakeover agreemententered into with afederal agency undera performance bondApril 2010 E-Verify for Federal Contractors 23


When do I verify new hires?You must begin entering Form I-9 information intoE-Verify for new hires within 90 calendar days ofenrolling or updating your organization designationto Federal Contractor with FAR E-Verify EClauseApril 2010 E-Verify for Federal Contractors 24


NotesOnce you begin entering Form I-9 information fornew hires, you must enter Form I-9 informationfor all newly hired employees no later than the3rd business day after the employee’s s start date.If you are already verifying your new hiresaccording to this rule, you should continue to doso. Do not change this practice just becauseyou’ve gotten a Federal Contract with the FARE-Verify clause.April 2010 E-Verify for Federal Contractors 25


When do I verify existing employeesassigned to the contract?You must enter Form I-9 information into E-Verify forexisting employees assigned to the contract within90 calendar days of enrolling or updating yourorganization designation to Federal Contractorwith FAR E-Verify EClauseApril 2010 E-Verify for Federal Contractors 26


NoteIf you are assigning an existing employee to afederal contract anytime after day 60 of the initial90 calendar day period, you have 30 days fromthe date the person is assigned to the contract torun him or her in E-Verify.April 2010 E-Verify for Federal Contractors 27


When do I verify all my employees if I’veIchosen Entire Workforce?You must enter Form I-9 information for allemployees within 180 calendar days of enrolling orupdating your organization designation to FederalContractor with FAR E-Verify Eclause and selectingEntire WorkforceApril 2010 E-Verify for Federal Contractors 28


Form I-9 I 9 & existing employeesUnder FAR you have two options to evaluateexisting employees’ Forms I-9April 2010 E-Verify for Federal Contractors 29


Form I-9 I 9 & existing employeesOption IComplete new Forms I-9 for allemployees who will be run inE-VerifyOption IIComplete new Forms I-9when required andupdate existing Forms I-9when allowedWhen completing new Forms I-9 Current rules for Form I-9 apply (e.g. no expired documents) Use Form I-9 with (Rev. 02/02/09) or (Rev. 08/07/09) – expiration datefor both forms is 08/31/2012April 2010 E-Verify for Federal Contractors 30


Form I-9 I 9 & existing employeesOption II: When to complete a new Form I-9I The employee presented an expired document on aprevious Form I-9 Employment authorization as stated in Section 1 hasexpired The List B document previously submitted did not have aphoto or you are unable to determine if it had a photo The employee is a Noncitizen National and was unable toseparately attest to that status on a previous FormI-9April 2010 E-Verify for Federal Contractors 31


Form I-9 I 9 & existing employeesOption II: When to complete a new Form I-9I The employee presented a document such as aCertificate of Naturalization or Form I-688 that wasacceptable at the time of completion of the previousForm I-9, but is no longer acceptable The employee’s immigration status has changed. The employee’s name has changed The previous Form I-9 did not conform to I-9requirements at time of completionApril 2010 E-Verify for Federal Contractors 32


Form I-9 I 9 & existing employeesOption II: Updating a previous Form I-9IIf your employee……presented an unexpired Form I-551 (PermanentResident Card) or Form I-766 (EmploymentAuthorization Document) and it is still unexpired,photocopy the document & keep it with theemployee’s Form I-9…did not provide his or her Social Security Number(SSN) or if the employee claims that the numberwas changed by SSA, the employee should updateSection 1 with the current SSNApril 2010 E-Verify for Federal Contractors 33


Form I-9 I 9 & existing employeesOption II: Updating a previous Form I-9IIf your employee...…indicates his or her Alien number has beenchanged by the DHS, update Section 1 with thecurrent Alien number…presented an unexpired Form I-551 or U.S.Passport & the document has since expired, youmay not request the employee to present anunexpired version of either documentApril 2010 E-Verify for Federal Contractors 34


How does it work?Form I-9April 2010 E-Verify for Federal Contractors 35


An E-Verify EcaseInitial verification results will beEmploymentAuthorizedSSA TentativeNonconfirmationDHS Verificationin ProcessThe employee isauthorized to workThere is aninformation mismatchDHS will usuallyrespond within 24 hourswith either:EmploymentAuthorizedorDHS TentativeNonconfirmationApril 2010 E-Verify for Federal Contractors 36


An E-Verify EcaseInitial verification results will beEmploymentAuthorizedSSA TentativeNonconfirmationDHS TentativeNonconfirmationThe employee isauthorized to workThere is aninformation mismatchThere is aninformation mismatchApril 2010 E-Verify for Federal Contractors 37


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Handling a TNCInform the employee of the TNCPrint the TNC Notice and review it with the employeeCONTESTRefer employee toappropriate agencyNOTCONTESTYou may terminate theemployee and close thecase in E-VerifyApril 2010 E-Verify for Federal Contractors 39


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Handling a TNC The employee has eight Federal Governmentworkdays from the referral date to visit or call theappropriate agency and resolve the discrepancy The employee continues to work in full statusduring the TNC resolution process DO NOT DO NOT take any adverse action based on theTNC against the employee during the resolutionprocessApril 2010 E-Verify for Federal Contractors 41


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Handling a TNCOnce the employee resolves the record discrepancy,he/she should inform youCheck E-Verify periodically for one of the followingresponsesEmployment AuthorizedReview & Update Employee DataCase in ContinuanceDHS Verification in ProcessDHS No ShowFinal NonconfirmationApril 2010 E-Verify for Federal Contractors 44


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Section III: Wrapping it up Photo Matching Employer responsibilities Federal Contractor responsibilities Posters E-Verify Civil Rights Initiatives Employee Rights E-Verify Contact Information OSC Dos & Don’ts Things to rememberApril 2010 E-Verify for Federal Contractors 46


Wrapping it upPhoto Matching Allows you to match the photo on an employee’sForm I-766 (Employment AuthorizationDocument) or Form I-551 (Permanent ResidentCard or “green card”) to the photo that USCIS hason file for that employee Helps detect instances of document fraud Was incorporated into E-Verify in September2007April 2010 E-Verify for Federal Contractors 47


Wrapping it upEmployer responsibilities Unless you are a Federal Contractor with FARE-Verify Clause only use E-Verify to verify newhires Once you begin using E-Verify, you must verifynew employees no later than the 3 rd business dayafter the employee begins working for pay You must apply E-Verify procedures to ALL newhires, regardless of citizenship statusApril 2010 E-Verify for Federal Contractors 48


Wrapping it upFederal Contractor responsibilities For a contract with the FAR E-Verify Eclause awardedon or after September 8, 2009• Verify all existing employees working on the contract• Verify all new employees hired after the date ofenrollment in E-Verify OR• Verify entire workforceSpecial Category Employers May limit verifications to new & existing employeesassigned to contractApril 2010 E-Verify for Federal Contractors 49


Wrapping it upPostersApril 2010 E-Verify for Federal Contractors 50


Wrapping it upE-Verify Civil Rights Initiatives Employer and Employee Videos Employee Hotline USCIS and DOJ Memorandum ofAgreementApril 2010 E-Verify for Federal Contractors 51


Wrapping it upEmployer and Employee VideosTwo Videos designed for employers and employees, available in Englishand Spanish. The 20-minute videos are the result of collaboration betweenDHS’s Office for Civil Rights and Civil Liberties and USCIS.• “Understanding E-Verify: Employer Responsibilities and WorkerRights,” aimed at employers, explains E-Verify rules, procedures, andpolicies to employers with an emphasis on safeguarding employeeprivacy.• “Know Your Rights: Employee Rights and Responsibilities,” aimed atemployees, places special emphasis on the rights of employees,particularly when an employee receives a message from E-Verifyindicating that there is a problem with the employment eligibilitydocuments that the employee submitted to the employer. “Know YourRights” is in English and Spanish.The videos portray reenactments of real-world hiring scenarios.April 2010 E-Verify for Federal Contractors 52


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Wrapping it upEmployer and Employee Videos View the videos at:• www.dhs.gov/E-Verify• www.youtube.com/ushomelandsecurity You may request a copy of the videos by email:E-Verify@dhs.gov. Please include the name ofthe point of contact, the address to send thevideos to, and how many copies you arerequesting.April 2010 E-Verify for Federal Contractors 54


New Employee Hotline – 888-897897-77817781(available in English and Spanish)Created to respond to employee inquiries, issuesand complaints. The hotline uses an interactivevoice response system. Employees choose fromfour options:1. General E-Verify information2. Completing Form I-9, Employment EligibilityVerification3. Contesting a Tentative Nonconfirmation orfixing a perceived Final Nonconfirmation error4. Filing a complaint regarding employer misuseof E-VerifyApril 2010 E-Verify for Federal Contractors 55


Wrapping it upUSCIS and DOJ Memorandum of Agreement USCIS Director Alejandro Mayorkas signed amemorandum of agreement with the U.S.Department of Justice, Civil Rights Division. Thememo establishes the relationship and processfor referrals between the USCIS and the CivilRights Division with respect to allegations ofdiscrimination from employer use of E-Verify andinformation regarding the misuse, abuse, orfraudulent use of E-Verify.April 2010 E-Verify for Federal Contractors 56


Wrapping it upEmployee rights The employee has the right to contest a tentativenonconfirmation (TNC) from SSA or DHS Employees who believe they have been subjected todiscrimination should callDepartment of JusticeCivil Rights DivisionOffice of Special Counsel forImmigration Related Unfair Employment Practices1-800-255-7688 (TDD: 1-800-237-2515)April 2010 E-Verify for Federal Contractors 57


Wrapping it upLearn more about E-VerifyE Verification, Outreach Branch provides:• Speakers for your events• Panel Participants• Exhibit participation• WebinarsE-Verify E-Mail: E-Verify@dhs.govApril 2010 E-Verify for Federal Contractors 58


Wrapping it upCustomer Support: (888) 464-42184218E-Verify E-Mail: E-Verify@dhs.govE-Verify Website: www.dhs.gov/E-VerifyApril 2010 E-Verify for Federal Contractors 59


Top E-Verify EDosPromptly provide & review with the employee the notice oftentative nonconfirmation (TNC)Promptly provide the referral notice from SSA or DHS to theemployee who chooses to contest a TNCAllow an employee who is contesting a TNC to continue to workduring that periodContact E-Verify if you believe a final nonconfirmation (FNC) hasbeen issued in errorAccept any Form I-9 List B document with a photo from anemployee who chooses to provide a list B documentEmployer Hotline 1-8001800-255-8155Employee Hotline 1-8001800-255-7688Office of Special Counsel for Immigration Related Unfair Employment PracticesApril 2010 E-Verify for Federal Contractors 60


Top E-Verify EDon’tsDo not use E-Verify to pre-screen employment applicants unlessyou are a State Workforce AgencyDo not influence or coerce an employee’s decision whether tocontest a TNCDo not terminate or take adverse action against an employee whois contesting a TNCDo not ask an employee to provide additional documentation ofhis/her employment eligibility after obtaining a TNC for thatemployeeDo not request specific documents in order to activate E-Verifyphoto matchingEmployer Hotline 1-8001800-255-8155Employee Hotline 1-8001800-255-7688Office of Special Counsel for Immigration Related Unfair Employment PracticesApril 2010 E-Verify for Federal Contractors 61


Things to rememberEnsure your contract has the FAR E-Verify EClause beforeverifying existing employeesNote your contract award and enrollment datesRemember -30 calendar days from contract award date toenroll/update90 calendar days from enrolling or updating yourcompany profile to enter Form I-9 information for new& existing employees180 calendar days from choosing EntireWorkforce to verify entire workforceApril 2010 E-Verify for Federal Contractors 62


Things to remember Ensure you are using the current Form I-9I Print the E-Verify MOU and review it with yourE-Verify users If you have a question about your contract and theFARE-Verify clause, contact your contracting officialsand/or legal advisors Use the OSC employer hotline if you havequestions about a potential employment action –you can call anonymously and receive informationto help you prevent discriminationApril 2010 E-Verify for Federal Contractors 63


DisclaimerImmigration law can be complex and it is notpossible to describe every aspect of theprocessThis presentation provides basic informationto help you become generally familiar withthe rules proceduresFor more information on the law andregulations please see our website:www.dhs.gov/E-VerifyApril 2010 E-Verify for Federal Contractors 64


Thank YouApril 2010 E-Verify for Federal Contractors 65

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