What is E-Verify?
E-Verify is an Internet-based system operated jointly by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) that allows employers to electronically verify an employee's eligibility to work in the United States. The E-Verify system compares information from an employee's Employment Eligibility Verification Form I-9 to information contained in DHS and SSA databases.
Why is Carnegie Mellon participating in E-Verify?
As a federal contractor, Carnegie Mellon is required to use E-Verify to verify the employment eligibility of all employees assigned to work on federal contracts containing the FAR E-Verify clause. Failure to comply with E-Verify regulations may jeopardize the university's ability to receive federal contract funds in the future.
Who must be E-Verified?
All employees who directly perform work on a federal contract or sub-contract that includes the FAR E-Verify clause must complete E-Verify. This includes all current employees hired after November 6, 1986.
How will I know if I am assigned to work on an E-Verify contract?
The department business manager or the principal investigator on the contract will notify you if you are assigned to work on an E-Verify contract and you have not previously completed E-Verify.
If I work on a federal grant, will I need to be E-Verified?
Probably not. Only individuals assigned to work on federal contracts or subcontracts that contain the FAR E-Verify clause need to complete E-Verify. Federal grants typically do not include the FAR E-Verify clause. However, if the terms and conditions of the grant contain the FAR E-Verify clause, you will need to complete E-Verify.
The Office of Sponsored Programs will notify the principal investigator and the department business manager if a grant contains the E-Verify clause.
I am currently working on a federal contract that includes the E-Verify clause. When do I need to be E-Verified?
Existing employees assigned to work on an E-Verify contract must visit Payroll to complete a new I-9 Form and initiate E-Verify within the later of:
- 90 days of the date of the contract award (i.e. the start date of the contract; or
- 30 days of being assigned work on the contract.
New employees assigned to work on an E-Verify contract must visit Payroll to complete the I-9 Form and initiate E-Verify within three days of being hired.
What will I need to do to be E-Verified?
The Principal Investigator or the department business manager should provide you with Instructions for Individuals Newly Assigned to an E-Verify Award [.pdf] and a Processing Request Form [.pdf]. You must then visit Payroll Services at the UTDC (4516 Henry Street) to complete a new I-9 Form.
Once you have completed a new I-9 Form, you may return to work. Payroll will enter the information from your I-9 Form into the E-Verify system. The majority of E-Verify cases are completed without any further action by the employee. If there are any problems or additional action is required, you will be contacted by a Human Resources representative.
What documents do I need to complete an I-9 Form?
To complete the I-9 Form, you must present either (i) one document from List A below or (ii) one document from List B and one document from List C. To be accepted in the E-Verify system, List B documents must contain a photograph.
- U.S. Passport or U.S. Passport Card
- Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
- Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa
- Employment Authorization Document that contains a photograph (Form I-766)
- In the case of a nonimmigrant alien authorized to work for a specific employer incident to status, a foreign passport with Form I-94 or Form I-94A bearing the same name as the passport and containing an endorsement of the alien's nonimmigrant status, as long as the period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form
- Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI
*For persons under age 18 who are unable to present a document listed above:
- Driver's license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
- ID card issued by federal, state, or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
- School ID card with a photograph
- Voter's registration card
- U.S. Military card or draft record
- Military dependent's ID card
- U.S. Coast Guard Merchant Mariner Card
- Native American tribal document
- Driver's license issued by a Canadian government authority
- School record or report card
- Clinic, doctor, or hospital record
- Day-care or nursery school record
- Social Security Account Number card other than one that specifies on the face that the issuance of the card does not authorize employment in the United States
- Certification of Birth Abroad issued by the Department of State (Form FS-545)
- Certification of Report of Birth issued by the Department of State (Form DS-1350)
- Original or certified copy of birth certificate issued by a state, county, municipal authority, or territory of the United States bearing an official seal
- Native American tribal document
- U.S. Citizen ID Card (Form I-197)
- Identification Card for Use of Resident Citizen in the United States (Form I-179)
- Employment authorization document issued by the Department of Homeland Security
I completed an I-9 Form when I was first hired. Why do I need to complete a new one for E-Verify?
You must complete a new Form I-9 to ensure that accurate and up-to-date information is entered into the E-Verify system. In addition, some of the documents you submitted on your original I-9 may not be accepted by the E-Verify system.
I previously completed E-Verify while working on a covered federal contract at Carnegie Mellon. Do I need to complete E-Verify again when I am assigned to another covered federal contract?
No. Once you have completed the E-Verify process, you do not need to complete it again while working at Carnegie Mellon even if you are assigned to work on other contracts containing the E-Verify clause.
I completed E-Verify with a former employer. Do I have to complete E-Verify again?
Yes. Even if you completed E-Verify while working for another employer, you will have to do so again if you are assigned to work on a covered federal contract while working at Carnegie Mellon.
Must employees who work on a covered contract for a short period of time or on an intermittent basis complete E-Verify?
Yes. E-Verify regulations do not exempt employees based on the intermittent nature of the work or the length of time spent performing the work. Therefore, all employees who perform direct work on a covered contract must complete E-Verify. In addition to full-time staff and faculty, this may include part-time employees, student employees, federal work study students, and temporary employees.
Can my unit E-Verify someone who may work on a federal contract in the future?
No. E-Verify regulations prohibit the university from using E-Verify on existing employees who are not assigned to work on a covered federal contract. Therefore, existing employees may not initiate E-Verify unless and until they are assigned to work on a covered federal contract.
My unit has many E-Verify contracts. May I simply have every employee in the unit complete E-Verify?
No. Only those employees who are legitimately assigned work on a federal contract may complete E-Verify.
What happens if I do not have a social security number?
Employees working on a covered federal contract must provide a social security number in order to initiate the E-Verify process.
If you do not have a social security number, you must still complete the I-9 Form within three days of being hired. However, Payroll Services will not submit your information to E-Verify until you obtain a social security number. You may be allowed to work temporarily without a social security number. You should work with Human Resources or, if you are a student, the Office of International Education to promptly obtain a social security number. Once you receive a social security number, you must return to Payroll to initiate the E-Verify process.
I am working at Carnegie Mellon on optional practical training through my F-1 Visa. May I complete the E-Verify process and extend my OPT STEM status?
No. Carnegie Mellon uses E-Verify only for those employees who are assigned to work on covered federal contracts. Individuals who are not assigned to work on a covered federal contract may not voluntarily complete E-Verify.
I received a tentative non-confirmation result. What do I do now?
If E-Verify responds with a tentative non-confirmation, a Human Resources representative will contact you and provide you with a "Notice to Employee of Tentative Non-Confirmation."
- Review the Notice to Employee of Tentative Non-Confirmation with the HR representative.
- You must choose whether to contest or not-contest the tentative non-confirmation and indicate your decision by signing the Notice to Employee of Tentative Non-Confirmation. The HR representative will also sign the notice. If you choose not to contest, your employment will be terminated.
- If you choose to contest the tentative non-confirmation, you must return to Payroll Services with the HR representative to enter your decision into the E-Verify system.
- Payroll Services will provide you with either an "SSA Referral Letter" or a "DHS Referral Letter" printed from the E-Verify system. This letter will contain important information about how to contact the Social Security Administration or the Department of Homeland Security to contest the tentative non-confirmation and resolve the problem.
- As instructed in the Referral Letter, you must contact either SSA or DHS within eight government work days to begin resolving the problem. The problem does not necessarily need to be resolved within eight days, but you must at least initiate the resolution process with the appropriate government agency within this time.
- Once you have contacted the appropriate government agency, Carnegie Mellon will automatically receive updates on your employment eligibility status through the E-Verify system. Human Resources will notify you of the final result.
I received a tentative non-confirmation result. May I continue to work and be paid while I am resolving the problem with DHS or SSA?
Yes. If you choose to contest a tentative non-confirmation, you may continue to work and receive pay at Carnegie Mellon while resolving the problem with DHS or SSA. You may also begin or continue to work on the covered federal contract during this time.
I chose to contest a tentative non-confirmation result, but I did not contact SSA or DHS within eight government work days. What should I do now?
You should contact SSA or DHS immediately. If you fail to contact SSA or DHS within eight government work days, the E-Verify system will automatically update your status to "No Show/Final Non-Confirmation." If Carnegie Mellon receives a Final Non-Confirmation of your employment eligibility, the university will be compelled to terminate your employment.