Transcript E-Verify - University of Washington

E-Verify
Monthly Research Administrators
Meeting
September 17, 2009
Why E-Verify?
• President Bush Executive Order – June 2006
– Federal contracts, including higher education
• Implementation delayed by court challenges
• Effective September 8, 2009
What is E-Verify?
• Federal, web-based employment eligibility
verification system
• Joint Department of Homeland Security &
Social Security Administration database
• Uses information from the Form I-9
• Verifies employee eligibility to work in the
United States
What and Who is Affected at UW?
• Federal contracts only – not grants
• New or amended “covered contracts”
– Contain E-Verify clause as term of contract
• Newly hired or current employees
– working directly (paid) on covered contract, or
– working on a covered sub-contract or cost sharing
agreement
• Less than 1500 employees at UW
• Most are in 4-6 academic/research organizations
• E-Verify team has been in contact with units impacted
for input and guidance
Roles of UW Departments
• Office of Sponsored Programs - Notify departments and authorize
users
• Grant and Contract Accounting - Enter budget flag in FIN
• Payroll - Provide user training and enter confirmation number in
HEPPS
• Employing Department
– Designate E-Verify user – access should be limited
– Include information in UWHIRES and academic recruitments if position
to be paid from covered contract
– Complete new hire I-9; enter information in E-Verify
– Forward I-9 and E-Verify results to Payroll
• Human Resources – consult regarding E-Verify results and follow up
When to Use E-Verify
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Employees working on covered contracts only
Newly hired employees: E-Verify within 3 days
Current employees: E-Verify within 90 days
Identifying current employees
– Use budget report to identify employees paid
from the contract
– Grant and Contract Accounting will also assist in
identifying employees
Exceptions
• Employed continuously at UW since November 6,
1986
– E-Verify team researching
• Has active US Government security clearance of
confidential, secret or top secret
– Payroll/UW Facility Security Officer to identify
• Homeland Security Presidential Directive (HSPD)-12
background investigation and credentials
– Payroll/UW Facility Security Officer to identify
E-Verify Results
• Confirmation - >95% will be confirmed within 3-5 seconds
– Send I-9 and E-Verify results to Payroll
– No further action needed
• Tentative non-confirmation
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Check for data entry error
Employee follows up with SSA or DHS to resolve
Employer takes no adverse action
Employee continues to work while resolving issue
• Final non-confirmation
– Employee may not continue to work
– Coordinate separation or resignation action with HR/AHR
Resources and Support
• OSP
– Registers UW to use E-Verify
– Notifies departments; authorizes users
• Payroll
– E-Verify user training
• Human Resources
– Departments questions re: E-Verify results/follow up
• Grant and Contract Accounting
– Reviews for compliance
• International Student Services/International Scholars Office
– Questions re: foreign national employees
Communications/Training
• User training/orientation scheduled
– Thursday, September 17 - 1:00-3:00pm - Hitchcock room 132
– Wednesday, September 23 - 1:00-3:00pm - Gowen room 301
– Monday, September 28 - 10:00am-Noon – Fisheries room 102
• E-Verify system training
– Computer lab sessions
– Individual department training
• Web resources
– http://f2.washington.edu/fm/payroll/coordinators/hiringemployees/e-verify
– E-Verify user information
– FAQs and Glossary
Questions?