E-Verify Procedures

E-Verify Background and Implementation

As a federal contractor, UCSF is required to perform E-Verification within three business days only for employees who perform substantial work on Federal contracts and subcontracts that mandate the use of E-Verify. While the USCIS Form I-9 is required for all hires, citizens and non-citizens, E-Verify is required only for employees assigned to a qualified federal contact/subcontract that contains the E-Verify Federal Acquisition Regulation (FAR) clause.

E-Verify is an internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. E-Verify electronically compares information contained on the Form I-9 with records contained in the Social Security Administration (SSA)and Department of Homeland Security (DHS) databases to verify the identity and employment eligibility of employees working on federal government contracts and subcontracts.

UCSF’s Office of Research Administration actively reviews all Federal contracts and subcontracts for the inclusion of the FAR terms and conditions. If FAR terms and conditions pertain to an award, a flag will be set for the Project in PeopleSoft and as an award attribute in RAS. As soon as a new hire or funding distribution change occurs in the Online Payroll/Personnel System (OLPPS) that affects a Project that is flagged as containing FAR terms and conditions, the payroll EDB preparer will get an immediate warning message that E-Verify is required.

The EDB preparer should continue with the new hire or fund change process. Payroll Services will contact Human Resources, the department, or the employee if any additional documentation is needed to complete the online verification process.

Responsibilities of the Federal Contractor

Newly Hired Employees

For all newly hired employees, UCSF Payroll Services will initiate the E-Verification ONLY after:

  1. The job has been offered, and
  2. The applicant has accepted the position, and
  3. Form I-9 has been completed, and
  4. The new hire action in OLPPS, and
  5. Payroll has received all documentation. Note: While it is not necessary for nonresident alien employees to provide an SSN when completing the Form I-9, E-Verification cannot be initiated until the employee has been issued (and received notification) of their assigned SSN from the Social Security Administration.

Existing Employees

For existing employees who have been assigned to an E-Verify Required Federal contract or subcontract, UCSF Payroll Services will initiate the E-Verification ONLY after:

  1. The department or HR has updated the employee’s record in OLPPS, and
  2. The employee’s Form I-9 (and supporting documentation, when required) has been located and reviewed for proper completion.

Note: In cases where the employee’s original or recertified I-9 documentation is unable to be located, or if it contains certain outdated or missing information, existing employees may be required to complete a new Form I-9 before an E-Verification can be initiated.

Guidelines for Equitable Treatment

  1. Ensure that notice is given to employees regarding your use of E-Verify, the Photo Screening Tool, and employee rights under the program.
  2. Use E-Verify for a newly hired employee only after you have completed the Form I-9.
  3. Use E-Verify for an existing employee only when he or she is assigned to a specified Federal contract
  4. You may not use E-Verify to screen job applicants or to re-verify employment eligibility.
  5. E-Verify may never be used selectively. Only new and existing employees assigned to a Federal contract will be E-Verified, regardless of national origin, citizenship, or immigration status.
  6. Never take any adverse action against an employee, including suspension or termination, while he or she contests a Tentative Nonconfirmation, even if the matter is not resolved within ten federal government work days.
  7. Ensure employees who contest a Tentative Nonconfirmation are provided with the printed referral letter from E-Verify.
  8. Permit employees to present any document or combination of documents acceptable by law.
  9. Take steps to secure the privacy of employees' personal information and discuss any work eligibility issues only with people directly concerned with the information and limit these conversations to the relevant case details.

Notify Employees of Participation

UCSF is required to notify all job applicants, new employees, and existing employees assigned to a Federal contract that we participate in E-Verify.

  • Notice of E-Verify Participation - issued by DHS, and
  • Right to Work Poster - issued by the Department of Justice, Office of Special Counsel For additional information pertaining to notifying existing employees, please consult the Frequently Asked Questions for Federal Contractors found by visiting: https://www.e-verify.gov

Where to learn more

This information serves to provide an overview of the E-Verify process. For general inquiries and FAQs, you may also visit the U.S. Government’s official E-Verify website.

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