How E-Verify Works at Carnegie Mellon-Human Resources - Carnegie Mellon University

How E-Verify Works at Carnegie Mellon

Information for Principal Investigators and Research Administrators

The Office of Sponsored Programs (OSP) reviews all contracts that the university receives to check for the FAR E-Verify clause. When an E-Verify contract is received, OSP will contact the principal investigator and the applicable department business manager to explain the E-Verify regulations and to help identify any employees assigned to work on the contract. The coversheet for new awards sent from OSP to the department business manager will clearly indicate whether the award is subject to E-Verify regulations. OSP will also provide the principal investigator and the department business manager with a copy of Instructions for Assigning Employees to Work on an E-Verify Award [pdf].

Award setup within Oracle Financials will proceed as usual, except that the award number for all new E-Verify awards will contain a standard prefix to identify the award as an E-Verify award. The standard prefix that will be used is ‘199xxxxx’. Furthermore, a descriptive flexfield will be used on the award management form within Oracle to indicate that the award is subject to E-Verify.

Department business managers must work with the principal investigator to identify all employees assigned to work on the contract. Throughout the period of performance on the contract, as additional employees are assigned to work on the contract, each employee must complete E-Verify. It is extremely important that employees assigned to work on covered contracts initiate E-Verify within the proscribed timeframes. It is the responsibility of the principal investigator and the department business manager to identify individuals assigned to work on covered contracts.

  • Existing employees assigned to work on an E-Verify contract must 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.
  • Newly-hired employees assigned to work on an E-Verify contract must complete an I-9 Form and initiate E-Verify within three days of being hired.

Once an employee working on an E-Verify award is identified, the principal investigator or the department business manager should provide that employee with Instructions for Individuals Newly Assigned to an E-Verify Award [pdf] and an E-Verify I-9 Processing Request Form [pdf].  The employee must then visit the Payroll office to complete a new I-9 Form. Payroll will provide the employee with a written confirmation that the employee has completed a new I-9 Form for entry into the E-Verify system. The employee should return this confirmation to the department business manager and a copy should be placed in the employee's personnel file.

In order to ensure that all employees charging to E-Verify awards have initiated E-Verify, the Labor Distribution Schedule deadline will be different for E-Verify awards. The month end deadline for E-Verify awards will be the 23rd of each month. After this deadline, schedule lines within Oracle Labor Distribution will be locked in so that E-Verify awards cannot be used for scheduling purposes. This will allow Payroll to confirm that all employees charging to the award have initiated E-Verify.

If a schedule line needs to be created using an E-Verify award and the award has been locked, users must contact Payroll. Once it is confirmed that the employee to be added has initiated E-Verify, Payroll will temporarily unlock the award.

Employees who previously completed E-Verify at Carnegie Mellon do not need to go through the system again. Department business managers may check an employee's E-Verify status through HRIS by using the DR31 Campus E-Verify lookup screen. Once an employee is accessed in the DR31 screen, one of three statuses will be displayed. If the E-Verify status on the DR31 screen is blank, it indicates the employee has not been processed through E-Verify and should not work on a contract subject to E-Verify until the employee reports to Payroll Services and provides evidence they completed an E-Verify I-9 Form. If the status is I—Initiated, the employee was or is in the process of having his/her I-9 Form information processed through E-Verify and is eligible to work on an E-Verify contract. If the status is F—Failed, the employee may not work on a contract subject to E-Verify.

Information for Existing Employees

Existing employees assigned to work on an E-Verify contract must 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.

If you are assigned to work on an E-Verify contract, the principal investigator or the department business manager will provide you with Instructions for Individuals Newly Assigned to an E-Verify Award [pdf] and an E-Verify I-9 Processing Request Form [pdf]. Once you have these forms, you should promptly visit Payroll Services to complete a new I-9 Form. Payroll offers I-9 Form service Monday-Friday, from 8:30 a.m. to 4:30 p.m.

When you arrive at Payroll Services to complete a new I-9 Form, you must identify yourself as an employee working on an E-Verify award by presenting the processing request form you received from your department. Once you have completed a new I-9 Form, Payroll will provide you a written confirmation that you have initiated the E-Verify process and you may return to work. You should provide the confirmation to your department business manager.

After you have completed a new I-9 Form and returned to work, Payroll will enter the information from your I-9 Form into the E-Verify system. The E-Verify system will compare your information to records maintained in Social Security Administration and Department of Homeland Security databases to confirm your eligibility to work in the United States.

Human Resources will contact you if the initial query of the E-Verify system does not confirm your work authorization.

Information for New Employees

All new employees (regardless of whether assigned to an E-Verify contract) must complete an I-9 Form within three days of the first day of work. New employees who are assigned to work on an E-Verify contract must also have the information from the I-9 Form processed through E-Verify within three days of the first day of work.

If you are assigned to work on an E-Verify contract, the principal investigator or the department business manager will provide you with Instructions for Individuals Newly Assigned to an E-Verify Award [pdf] and an E-Verify I-9 Processing Request Form [pdf].  Once you have these forms, you should promptly visit Payroll offices at the UTDC to complete a new I-9 Form.

When you arrive at Payroll Services to complete a new I-9 Form, you must identify yourself as an employee working on an E-Verify award by presenting the processing request form you received from your department. Once you have completed a new I-9 Form, Payroll will provide you a written confirmation that you have initiated the E-Verify process and you may return to work. You should provide the confirmation to your department business manager.

After you have completed a new I-9 Form and returned to work, Payroll will enter the information from your I-9 Form into the E-Verify system. The E-Verify system will compare your information to records maintained in Social Security Administration and Department of Homeland Security databases to confirm your eligibility to work in the United States.

Human Resources will contact you if the initial query of the E-Verify system does not confirm your work authorization.