Employers participating in E-Verify must collect and verify specific documents that establish an employee's identity and employment authorization, such as a U.S. passport, permanent resident card, or employment authorization document. The Form I-9 is essential for documenting this verification process, ensuring compliance with federal immigration laws. Proper documentation helps employers avoid penalties and maintain a lawful workforce.
What Documents Are Necessary for E-Verify Participation?
| Number | Name | Description |
|---|---|---|
| 1 | E-Verify Memorandum of Understanding (MOU) | The E-Verify Memorandum of Understanding (MOU) is a critical document that outlines the responsibilities of employers and the Department of Homeland Security, required for participation in the E-Verify program. Employers must sign the MOU to confirm compliance with federal regulations, proper use of E-Verify, and protection of employee information, ensuring legal verification of employment eligibility. |
| 2 | Form I-9, Employment Eligibility Verification | Form I-9, Employment Eligibility Verification, is essential for E-Verify participation as it verifies an employee's identity and authorization to work in the United States. Employers must retain a completed Form I-9 for each employee and submit specific information electronically to E-Verify to confirm employment eligibility. |
| 3 | List A Documents (Proof of Identity and Employment Authorization, e.g., U.S. Passport, Permanent Resident Card) | List A documents required for E-Verify participation provide both proof of identity and employment authorization, including essential documents such as a U.S. Passport, U.S. Passport Card, Permanent Resident Card (Form I-551), and Employment Authorization Document (Form I-766). Employers must verify these documents to comply with federal regulations and ensure lawful employment eligibility. |
| 4 | List B Documents (Proof of Identity, e.g., Driver’s License, State ID Card) | List B documents for E-Verify participation primarily include government-issued photo identification such as a valid driver's license or state ID card, which serve as proof of identity. These documents must be unexpired and contain a photograph, name, and other identifying information to satisfy E-Verify requirements. |
| 5 | List C Documents (Proof of Employment Authorization, e.g., Social Security Card, Birth Certificate) | List C documents required for E-Verify participation include proof of employment authorization such as a Social Security Card, Birth Certificate, or other documents demonstrating eligibility to work in the United States. Employers must verify these documents alongside List A or List B documents to complete the authorization process accurately. |
| 6 | E-Verify Employer Agent Authorization Form (if applicable) | Employers using an E-Verify Employer Agent must submit the E-Verify Employer Agent Authorization Form to authorize the agent's access to the company's E-Verify account, ensuring compliance with USCIS regulations. This document is critical for defining roles and responsibilities, safeguarding employer data, and facilitating accurate employment eligibility verification. |
| 7 | Company Identification Number (provided by E-Verify) | The Company Identification Number (CID) provided by E-Verify is essential for employers to access and use the system to verify employee eligibility. This unique identifier links the company to its E-Verify account, facilitating accurate employment verification and compliance with federal regulations. |
| 8 | Payroll Documentation (optional for record-keeping) | Payroll documentation, while optional for E-Verify participation, plays a crucial role in accurate record-keeping by verifying employee work authorization through wage and tax records. Maintaining organized payroll files supports compliance audits and helps resolve discrepancies related to employment eligibility verification. |
| 9 | Employer’s Business License or Registration Documents | Employers must provide a valid business license or registration documents to participate in E-Verify, ensuring legal authorization to operate within their jurisdiction. These documents confirm the employer's legitimacy and compliance with local, state, or federal regulations required for hiring verification processes. |
| 10 | USCIS Account Access Credentials (for online portal) | USCIS account access credentials, including a valid username and password, are essential for participating in E-Verify through the online portal, ensuring secure entry to submit and manage employment verification cases. Employers must also maintain their company's E-Verify enrollment ID and a government-issued identification number to authenticate and access the system. |
| 11 | E-Verify Case Verification Number (generated per employee) | The E-Verify Case Verification Number is a unique identifier generated for each employee during the E-Verify process, essential for accurately tracking and confirming employment eligibility. Employers must retain this number alongside the employee's Form I-9 and supporting identity and work authorization documents to ensure compliance with federal verification requirements. |
| 12 | Federal Employer Identification Number (FEIN) | Employers must provide a valid Federal Employer Identification Number (FEIN) when registering for E-Verify to confirm their legal business identity and enable verification of employee eligibility. The FEIN is essential for linking the employer's tax records to the E-Verify system and ensuring compliance with federal employment verification requirements. |
| 13 | Employee’s Work Authorization Documentation (e.g., Employment Authorization Document, Visa) | Employees must present valid work authorization documentation such as an Employment Authorization Document (EAD), Permanent Resident Card, or a non-immigrant visa to verify eligibility for E-Verify participation. These documents establish the employee's legal right to work in the United States and are essential for the employer to complete the E-Verify process accurately. |
| 14 | Employer Contact Information (authorized representative) | Employers participating in E-Verify must provide accurate authorized representative contact information to ensure seamless communication and compliance with federal verification requirements. This includes the representative's full name, job title, phone number, and email address, which are essential for timely notifications and resolution of employee eligibility issues. |
Introduction to E-Verify and Its Importance
E-Verify is a web-based system that allows employers to confirm the eligibility of their employees to work in the United States. It plays a crucial role in maintaining legal workforce compliance and enhancing hiring accuracy.
- Employment Eligibility Verification (Form I-9) - This form is essential as it collects employee information required for E-Verify submission.
- Valid Identity and Work Authorization Documents - Documents such as a U.S. passport, Permanent Resident Card, or Employment Authorization Document are necessary to prove identity and employment eligibility.
- State-Specific Requirements - Some states may require additional documentation or specific compliance steps to participate in E-Verify effectively.
Understanding E-Verify Participation Requirements
E-Verify participation requires specific documents to confirm employee eligibility to work in the United States. Essential documents often include a valid Social Security number, Department of Homeland Security-issued work authorization, and government-issued identification such as a passport or driver's license. Understanding these requirements ensures your compliance with federal regulations and smooth verification processes.
Key Employee Identification Documents
Key employee identification documents are essential for E-Verify participation to confirm work eligibility. These documents include those that establish identity and employment authorization.
Commonly accepted documents are a U.S. passport, Permanent Resident Card, or a driver's license combined with a Social Security card. Your employer must collect and verify these to comply with federal regulations.
Employer Registration Documentation
Employers must complete specific registration documentation to participate in the E-Verify program. Proper documentation ensures legal compliance and smooth verification of employee eligibility.
- Employer Identification Number (EIN) - The EIN is required to verify the employer's identity during the registration process.
- Business Contact Information - Accurate business address, phone number, and email are necessary for program communication and notifications.
- Authorized Signatory Details - The name and title of the individual authorized to enroll the company must be provided for verification and accountability.
Form I-9: Employment Eligibility Verification
Form I-9: Employment Eligibility Verification is a mandatory document for E-Verify participation. Employers must complete this form to verify the identity and employment authorization of each new employee. The form requires documentation such as a U.S. passport, permanent resident card, or employment authorization document to confirm eligibility to work.
Acceptable List A, B, and C Documents
What documents are necessary for E-Verify participation? Your employer must review acceptable List A, B, and C documents to verify your identity and employment authorization. List A documents prove both identity and work eligibility, while Lists B and C provide identity and employment authorization separately.
Maintaining and Storing Verification Records
| Document Type | Purpose | Storage Requirements |
|---|---|---|
| Form I-9 | Employment eligibility verification | Retain for three years after hire date or one year after termination, whichever is later; store securely to protect employee privacy |
| E-Verify Case Records | Verification of employee eligibility through E-Verify system | Maintain case confirmation and results electronically or in paper form for at least three years; ensure data integrity and confidentiality |
| Supporting Documentation Copies | Proof of identity and employment authorization (e.g., passport, driver's license) | Optional to keep copies; if retained, store securely in compliance with data protection laws |
| Audit and Compliance Records | Evidence of E-Verify participation and adherence to program rules | Retain audit logs, training materials, and procedural documentation for a minimum of three years |
| Corrective Action Records | Records of resolution for tentative non-confirmations or errors | Maintain documentation of corrective steps and employee communications for at least three years |
Your compliance with these documentation and storage practices is critical to maintain participation in the E-Verify program and ensure readiness for potential audits or government inspections.
Document Security and Privacy Guidelines
E-Verify participation requires specific employment eligibility documents, such as a valid U.S. passport, Permanent Resident Card, or Form I-9 compliant documents. Ensuring these documents meet the program's standards is essential for successful verification.
Document security and privacy guidelines mandate safeguarding personal information to prevent unauthorized access or identity theft. Employers must store documents securely, limit access to authorized personnel, and use encrypted systems when transmitting data. Protecting your employees' sensitive information upholds compliance and fosters trust in the verification process.
Handling Tentative Nonconfirmations (TNCs)
Employment verification through E-Verify requires specific documents for participation, including Form I-9 and relevant identification such as a Social Security card, driver's license, or passport. Proper documentation ensures accurate processing and compliance with federal laws.
Handling Tentative Nonconfirmations (TNCs) involves notifying the employee immediately and providing instructions to resolve the issue with the appropriate government agency. You must allow the employee to contest the TNC before taking any adverse employment action.
What Documents Are Necessary for E-Verify Participation? Infographic
