R365 Hire: E-Verify Statuses

This article is part of R365 Hire's E-Verify plug in and covers E-Verify Statuses. 

E-Verify Statuses

Duplicate Cases

Before submitting a case, E-Verify will ensure that a duplicate case has not already been created. A duplicate case means that a case has been created for that Employee with the same Organization within the last 30 days. If the case being attempted to submit through R365 Hire has already been created, Users will receive this error. Users will have the option to 'Cancel creating case and complete E-Verify step' or provide a reason for submitting a duplicate case.

Unconfirmed Data

After submitting a case, Users may see the 'Unconfirmed Data' status. This means that some of the Employee data may need to be corrected or confirmed before re-submitting. Users will be prompted with a banner to view the highlighted information and resubmit the case.

Photo Match

This status requires Users to look at the photo provided by the government and confirm that the photo R365 Hire displays matches the person that is being hired. This step will only trigger for documents that include a photo. 

• Choose 'Yes, this photo matches', if the photo matches. 

• Choose 'No, this photo does not match' if it does not match, or 'No image' if no photo is shown, or this photo is not of a person.

Scan and Upload

The 'Scan and Upload' status may occur after submitting the photo matching response. In this case, Users must submit two photos of the Employee's document: one of the front and one of the back.

Tentative Non-Confirmation - Pending Referral

If the photo of the employee doesn't match, or if the employee's information has been flagged by the DHS/SSA, the Employee will enter a status of Tentative Non-Confirmation (TNC).

First, Users should notify the employee of their TNC status. R365 Hire provides Users with a standard government form. It must be printed, signed, and provided to the Employee. Then, mark in R365 Hire that the Employee has been notified.

After the Employee has been notified of their Tentative Non-Confirmation Status, they can choose whether or not to contest. If the Employee chooses not to contest, close the case and note that the reason for closing the case has been determined by the Government. Then, click 'Submit.'

If the Employee does choose to contest, click 'Confirm the Employee has elected the contest the TNC. Then, click 'Submit.'

After submitting, Users will have the option to Download the Referral Date Confirmation (RDC) Document to provide to the Employee. This document outlines the Employee's rights and responsibilities. The case will remain open while the Employee contests their case. The case will enter into a status of Tentative NonConfirmation - Referred.

Queued and Manual Review

When an Employee is in this status, there is nothing for Users to do. DHS/SSA is working on it, and an updated status will appear as soon as E-Verify has provided it. 

Close Case ad Resubmit

When a case has a status of 'Close Case and Resubmit,' this is normally due to a technical error on E-Verify's part. Closing the case will restart the whole E-Verify process for that Employee.

Open a new case through the same 'Submit to E-Verify' step as if starting the process from the beginning. There will be a record of the previous case on the Employee's history tab: 'E-Verify [case #] closed for resubmittal.'

E-Mail Notifications

Users have the option to enable an E-mail notification each time an Employee's E-Verify status changes. Email notification options can be configured by editing the 'Submit to E-Verify' form. This can be accessed by first going to 'Account' and then Settings.' Locate 'Forms,' and click the Edit link to the left of 'Submit to E-Verify'.

When notifications are enabled, the User(s) responsible for the 'Submit to E-Verify' task will receive an E-mail each time an Employee's status changes. Users may also add the ability to copy additional people on the notifications. The content of notifications cannot be changed.