Note: This article is about a product that is specific to employers hiring in the United States.

In this Cisive Product Highlight series, we’ll review key tools to consider when screening your workforce, as well as top benefits and features when ordering them through Cisive and our family of brands.

This month’s highlight is I-9/E-Verify, which is how employers can determine whether job candidates are eligible to work in the United States.

What is I-9/E-Verify? Why is it important?

Form I-9

This form was originally created in 1986 by the Immigration and Naturalization Service. The Form I-9 serves to bolster efforts to enforce immigration laws in the workplace and to ensure the employ of a legal workforce in the United States.

Federal law requires all employers who hire job candidates in the United States to complete a Form I-9, whether the candidate is a citizen or not. It contains three sections, one completed by the employee and two completed by the employer:

1. Employee Information and Attestation: Section 1 is completed by the employee. The employee fills out their personal information and indicates their U.S. citizenship status.
2. Employer or Authorized Representative Review and Verification: Section 2 is completed by the employer. The employer fills out the information pertaining to the supporting documents provided by the employee proving their identity and their eligibility to work in the United States. They also enter in their own contact information as the authorized representative.
3. Reverification and Rehires: Section 3 is reserved strictly for re-hire, re-verification, or an employee name change and is completed by the employer.

E-Verify

E-Verify is an electronic system used to determine employment eligibility in the United States. It is operated by the Department of Homeland Security (DHS), specifically U.S. Citizenship and Immigration Services. It is not federally required; however, as of February 2023, half of the states in the U.S. mandate that employers run an E-Verify check in at least some circumstances, along with employers with federal contracts/subcontracts that include the Federal Acquisition Regulation E-Verify Clause.

What is the E-Verify process like on Cisive’s platform?

Ordering on Cisive’s Platform

Cisive’s Electronic I-9/E-Verify Solution allows you to control the timing of I-9 completion. The form can be initiated at several key stages of your onboarding process, including:

• In conjunction with initial onboarding tasks for your new hire;
• After a favorable background check and/or drug test;
• And as a standalone action.

The new employee will receive an email notification inviting them to log onto the Cisive Onboarding Portal and complete & electronically sign Section 1 of the I-9 form. The employer will then be directed to complete Section 2, and Section 3 (if needed).

Cisive transmits the Form I-9 to the E-Verify website on your behalf.

What Returns?

Within 3-5 minutes, results return as either “Employment Authorized” or “Employment Not Authorized.”

Best Practices

• Appoint an I-9 Manager or Management Team. Designating an HR professional or professional to oversee the I-9 /E-Verify process. Appointed professionals should receive annual training on I-9/E-Verify requirements and rules.
• Asking employees to complete Section 1 of the Form I-9 once a verbal offer is made and accepted, and inform them to bring actual copies of their acceptable documents on their first day of work for pay, will help you meet your timeline to complete the I-9 within three days from the employee’s date of hire as required.
• Avoid “document discrimination,” which is requesting different specific documents from some employees that you might not ask from other employees.
  • Example: Requesting a permanent resident card from an employee without them offering it first, when you wouldn’t request that card from another employee who happens to be a U.S. citizen.
• Avoid “Over Documentation,” which is collecting, copying and storing too many documents from the employee. This can lead to financial penalties. If an employee provides more documents that are needed for completion of Section 2, please challenge the employee by showing them a list of the Acceptable Documents and allow them to select which ones they would like to present and withdraw any additional documents.

Stay tuned for some exciting updates to Cisive’s E-Verify platform this fall, including a modernized Form I-9 experience.

We’re here to help you

Cisive is your partner to ensure your employees are eligible to work in the United States via the DHS E-Verify system. Contact us to add I-9/E-Verify to your onboarding workflow.