R365 Hire: Using E-Verify

E-Verify allows participating Employers to electronically verify the employment eligibility of their newly hired Employees. You must have an E-Verify Web Services account in order to integrate E-Verify with an R365 Hire account. Once an E-Verify account is set up, contact R365 Support with the details about the account and, upon integration, begin verifying each New Hire's employment.

To use E-Verify, Employers must:

• Follow E-Verify procedures for each newly hired Employee while enrolled/participating in E-Verify

• Notify each Job Applicant of E-Verify participation

• Clearly display the 'Notice of E-Verify Participation' and 'Right to Work' posters in all languages supplied by DHS

• Complete Form I-9, or Employment Eligibility Verification, for each newly hired Employee before creating a case in E-Verify

• Ensure that all Form I-9 List B identity documents have a photo 

Setting Up E-Verify

To set up E-Verify after enrolling in E-Verify, follow the steps below.

1.  Enroll in E-Verify by following the instructions provided

2.  Log into E-Verify. If you see a 'Web Services' tab, click it and skip to Step 5

3.  Re-enroll with E-Verify and answer 'yes' to the question: 'Does your Company plan to develop its own software to use E-Verify?'

4.  Click on the 'Web Services' tab in the navigation menu
   
    

5.  Notify R365 Support that your Organization is enrolled so that we can integrate E-Verify with the account. Ensure that the following information is included:

   • Subject - Enter 'Setting up E-Verify for R365 Hire'

   • Database - The R365 Hire link assigned to your Organization

   • Category - Operations

   • Description- Include the following items:

     • The E-Verify Company Name - Navigate to 'Company' in the navigation menu and then 'Company Profile' to view the name as it appears in E-Verify

     • Employer Account Company ID - Located in the upper, right corner next to the Username/Admin User Id

     • EIN - The Employer Identification Number or Federal Tax Identification Number found on tax forms

     • The E-Verify Program Admin User ID - Located in the upper, right corner of the E-Verify Web Services screen

     • The Program Administrator Contact Informationincluding the following:

       • Name

       • E-mail Address

       • Phone number

   • Requester - A reliable Email Address for the User placing the request

6.  R365 Support will contact the User requesting a username and password from E-Verify on the Organization's behalf (this will not replace the username and password on the main account). R365 will email instructions from E-Verify to set up a password in the account under that 'Web Services' tab.

7.  Once a password is set up, go to the E-Verify form in the Onboarding module and click 'Enable'. Input the username and password and hit save

8.  Create a Manager Checklist and add the E-Verify form to it and add it to the Onboarding process. This will redirect the Manager to the E-Verify Manager Checklist after completing the I-9 to start verifying the Employee

9.  Employees can now hire new Employees!

E-Verify Process within R365 Hire

Once an Applicant is hired, they will be prompted to complete their New Hire paperwork as usual. These are the steps for the E-Verify process:

1. The New Hire completes their Form I-9 in Onboarding
   
   
   

2. The 'Submit to E-Verify' form is automatically generated on the Manager Checklist after both the Employee and Manager side of the Form I-9 is complete
   

3. The form will be pre-populated with the New Hire's information. The Manager needs to review the details and then submit the task. In most cases, the Employee will be marked as 'Employment Authorized' within a few seconds
    
   

4. If an error occurs, continue to the next section below

Error in Employment Verification

If there is a problem verifying the Employee's information when submitting the E-Verify form, presented immediately will be a follow-up step to complete. These statuses include:

Any case with a status of pending is not a final status. 

Read more about E-Verify Statuses here.