E-Verify: E-Verify Employer Agents

Employer agents who have executed and maintain an active MOU with the client may act as the client’s authorized representative and request termination of accounts on behalf of their client. A client may also terminate or maintain its own E-Verify account, even when it retains an Employer Agent.

Last Reviewed/Updated: 
09/08/2016

If the case is still open, and the employee still works for the employer, the employer should close the case as ‘The case is invalid because data entered is incorrect.’ The employer should then create a new case for the employee under the correct E-Verify account.

If the case is still open, but the employee no longer works for the employer, the employer should close the case and select the appropriate closure code:

  • The employee voluntarily quit working for the employer.

The employee chose to stop working for the employer.

  • The employee was terminated by the employer for reasons other than E-Verify.

The employer terminated the employee for reasons unrelated to E-Verify.

The employer should not create a new case for the employee under the correct employer account, but may attach a note to the employee’s Form I-9 explaining the situation and sign and date the note.

If the case is already closed, the employer should not create a new case for the employee under the correct employer account. The employer could attach a note to the employee’s Form I-9 explaining the situation and sign and date the note.

E-Verify should be notified of this circumstance by calling E-Verify Customer Support at 888-464-4218 or emailing us at E-Verify@dhs.gov.

Last Reviewed/Updated: 
03/14/2016

Anyone accessing E-Verify must be trained on how to use the program and in accordance with the MOU. Web Services Employer Agents are responsible for providing training to any user who accesses E-Verify on their behalf as well as their clients. 

 

Last Reviewed/Updated: 
08/10/2015

No, once an account is closed, all access to the account and its associated records is terminated. To preserve the records from an E-Verify account, a complete user audit report should be created and retained. E-Verify case information and documentation must be retained for your employees for the same length of time as their Forms I-9.

Last Reviewed/Updated: 
04/07/2014

Under certain circumstances, an E-Verify account may be closed prior to the end of the 30-day period required by the E-Verify MOU. Those circumstances include:

  • The company no longer exists
  • Closing the account is necessary to protect the account from unauthorized access
  • A company has duplicate or unnecessary accounts
  • A company needs to reregister in order to change its E-Verify access method or
  • E-Verify determines that closing an account before 30 days is necessary based on the requirements of law or policy.

To request that your E-Verify account be closed prior to 30 days from your notice of termination based on one of these circumstances, you must make a written request for termination by fax or e-mail which includes the following:

  • Request that your E-Verify account be closed prior to 30 days from your notice of termination, as required by the E-Verify MOU
  • Explain why your account should be closed prior to 30 days from your notice of termination, referencing and explaining in detail one or more of the circumstances above and
  • Specify the date you would like your E-Verify account closed.

Closing E-Verify accounts prior to the end of the 30-day period that is required by the E-Verify MOU is at the discretion of E-Verify.

Last Reviewed/Updated: 
04/07/2014

Any E-Verify account may be closed voluntarily. To close an account, a program administrator, signatory of the E-Verify memorandum of understanding (MOU), or an authorized company representative must submit written notice to E-Verify 30 days in advance of the date that the employer would like to close the account. Employers must request termination electronically through E-Verify or submit a written termination notice  to E-Verify@dhs.gov or fax to 202-443-0215.

A program administrator may request termination electronically through E-Verify.

  1. Log into E-Verify with your assigned user name and password.
  2. From 'My Company,' select 'Close Company Account.'
  3. Enter the reason for requesting to close the account.
  4. Click 'Request Termination.'

E-Verify employer agents who choose to close their accounts should ensure that they notify their E-Verify employer agent client(s), and vice versa.

You must continue to use E-Verify in accordance with the MOU during this 30-day period or until you have received an e-mail confirming that the account is closed, whichever is sooner. All open E-Verify cases still need to be closed, even if you request to close your E-Verify account.

Last Reviewed/Updated: 
04/07/2014

Any E-Verify account may be closed voluntarily. To close an account for a client, a program administrator, signatory of the E-Verify memorandum of understanding (MOU), or an authorized company representative must submit written notice to E-Verify 30 days in advance of the date that the employer would like to close the account. The E-Verify employer agent must request termination electronically through E-Verify or submit a written termination notice to E-Verify@dhs.gov or fax to 202-443-0215.

A program administrator may request termination electronically through E-Verify as follows:

  1. Log into E-Verify with your assigned user name and password.
  2. From 'My Clients,' select 'View Existing Clients.'
  3. Enter the client search criteria and click 'Display Client Company Summary List.'
  4. Click 'Terminate' for the appropriate client.
  5. Enter the reason for requesting to close the account.
  6. Click 'Request Client Termination.'

You must continue to use E-Verify in accordance with the MOU during this 30-day period or until you have received an e-mail confirming that the account is closed, whichever is sooner. All open E-Verify cases must be closed, even if you request to close your client’s E-Verify account.

Last Reviewed/Updated: 
04/07/2014

Yes, a client company may be a client of an E-Verify employer agent, as well as have an employer account provided that the client company creates defined business processes that identify which groups of employees are verified through each account. 

Employers may not have two E-Verify accounts that they use to verify the employment eligibility of one group of employees. While transitioning from one E-Verify account to another, you may have two active E-Verify accounts (i.e. an E-Verify employer agent account and an E-Verify employer account).

Last Reviewed/Updated: 
04/07/2014

A TNC case result means that the information an E-Verify employer agent entered into E-Verify from an employee’s Form I-9 does not match Social Security Administration (SSA) and/or Department of Homeland Security (DHS) records, and needs to be resolved.

E-Verify identifies which agency is associated with the mismatch when the system provides the TNC results. An SSA TNC means that the information entered into E-Verify does not match SSA records. A DHS TNC means that the information entered into E-Verify does not match DHS records.

The employer must inform the employee of this result, in private, and allow them the option to contest the TNC, and if they choose to contest, provide the employee with a referral letter from the agency associated with the mismatch. The employee then has eight federal government workdays to contact that agency to resolve the mismatch. The employee continues to work while resolving the mismatch. For more information, review  the Supplemental Guide for E-Verify Employer Agents (PDF, 711 KB).

Last Reviewed/Updated: 
11/17/2016

The photo matching step occurs automatically when you create a case for an employee that has presented a Permanent Resident Card (Form I-551), an Employment Authorization Document (Form I-766), or a U.S. Passport or Passport Card for his/her Form I-9 documentation. When the employee presents one of these four documents and the Form I-9 information you enter matches DHS records, the employee’s photo automatically displays on the E-Verify screen. You must compare the photo that appears in E-Verify with the photo on the document the employee presented. The photos should be an exact match. Photo matching helps to ensure that the photo on the document has not been substituted with a fraudulent photo.

E-Verify employer agents must work with their clients to determine the best method of obtaining a copy of the employee’s photo document.

IMPORTANT:  Do not compare the photo displayed by E-Verify to the employee directly. The direct comparison between the document and the individual happens during Form I-9 completion, prior to using E-Verify.

Last Reviewed/Updated: 
04/07/2014

Program administrators can add new users or delete existing users after they have completed the tutorial.

For more information on adding and deleting users, review the E-Verify user manuals.

Last Reviewed/Updated: 
04/07/2014

To change your security questions in E-Verify:

  1. Log in to E-Verify with your assigned user ID and password.
  2. From 'My Profile,' select 'Change Security Questions.'
  3. Select three questions and record an answer for each.
  4. Click 'Submit' to save your changes.
Last Reviewed/Updated: 
04/07/2014

To reset your password in E-Verify:

  1. From the E-Verify login page, click 'Forgot Your Password.'
  2. Enter your User ID and click 'Submit.'
  3. Answer your password challenge questions and click 'Submit.'
  4. After successfully answering the challenge questions, create a new password.

If you did not create your password challenge questions, contact your program administrator to reset your password. If your program administrator is not available contact E-Verify Customer Support at 888-464-4218.

E-Verify Customer Support does not accept password reset requests through e-mail.

Last Reviewed/Updated: 
04/07/2014

To retrieve your user ID in E-Verify:

  1. From the E-Verify login page, click 'Forgot Your User ID.'
  2. Enter the e-mail address associated with your E-Verify user ID and click 'Submit.' If the e-mail address that you entered is on file, your User ID will be e-mailed to you.
  3. Check your e-mail. Your user ID reminder should be in your inbox. Check your spam folder if the e-mail is not in your inbox.
Last Reviewed/Updated: 
04/08/2014

A program administrator can manage important information about your clients from the left navigation menu 'My Clients.'

For more information on adding or deleting a hiring site or making changes to a hiring site for a client, refer to the Supplemental Guide for E-Verify Employer Agents (PDF, 711 KB).

Last Reviewed/Updated: 
11/17/2016

A program administrator that has completed their tutorial can manage important information about your clients from the left navigation menu 'My Clients.'

  1. From 'My Clients,' select 'View Existing Clients.'
  2. Enter the client search criteria. Select 'Display Client Company Summary List.'
  3. Click 'Edit' for the appropriate client.
  4. To modify any section of the Company Information page, click 'View/Edit' in the section you want to modify, such as Company Name and Physical Location, Points of Contact, NAICS Code, Total Hiring Sites or Total Points of Contact.

For more information on updating your client’s company profile, review the Supplemental Guide for E-Verify Employer Agents. (PDF, 711 KB)

Last Reviewed/Updated: 
11/17/2016

A program administrator can manage important information about your company from the left navigation menu 'My Company.'

For more information on adding or deleting a hiring site or making changes to a hiring site, refer to the E-Verify User Manual (PDF).

Last Reviewed/Updated: 
11/17/2016

A program administrator that has completed their tutorial can manage important information about your company from the left navigation menu “My Company.”

  1. From 'My Company,' select 'Edit Company Profile.'
  2. To modify any section of the Company Information page, click 'View/Edit' in the section you want to modify, such as Company Name and Physical Location, Points of Contact, NAICS Code, Total Hiring Sites or Total Points of Contact.

For more information on updating your company’s profile, review the E-Verify User Manual (PDF). Program Administrators that have not completed their tutorial should contact E-Verify Customer Support for assistance.

Last Reviewed/Updated: 
11/17/2016

Once you have completed all lessons in the E-Verify tutorial, the 'Knowledge Test' link will be available from the main tutorial screen. If you have completed all lessons and are still unable to access the knowledge test, make sure you have green check marks next to each lesson on the Tutorial Home page and that you disable the pop-up blocker on your computer. If the problem persists, contact the technical support helpdesk at 800-741-5023.

Last Reviewed/Updated: 
04/08/2014

The E-Verify client ID number for your clients is located on the first page of the client’s memorandum of understanding directly below the E-Verify logo. Program administrators who have completed the tutorial may also obtain the client ID number.

  1. Log in to E-Verify with your assigned user ID and password.
  2. From 'My Clients,' select 'View Existing Clients.'
  3. Enter the client search criteria. Select 'Display Client Company Summary List.'
  4. Click 'Edit' for the appropriate client.
  5. The Company Information page will display the client ID number.
Last Reviewed/Updated: 
04/08/2014

The E-Verify company ID number is located on the first page of the memorandum of understanding directly below the E-Verify logo. Program administrators who have completed the tutorial may also obtain the company ID number as follows:

  1. Log in to E-Verify with your assigned user ID and password.
  2. From 'My Company,' select 'Edit Company Profile.'
  3. The Company Information page will display the company ID number.
Last Reviewed/Updated: 
04/08/2014

Program administrators who have completed their tutorial can obtain a copy of the E-Verify employer agent’s MOU.

  1. Log in to E-Verify using your assigned user ID and password.
  2. From 'My Company,' select 'Edit Company Profile.'
  3. Click 'View MOU' at the bottom of the page.

NOTE: You will need to turn off your computer’s pop-up blocker.

The document will open so that you may view, print or save your company’s MOU. If you are unable to view the MOU, please contact E-Verify Customer Support at:

Phone:  888-464-4218

E-mail:  E-Verify@dhs.gov (Employers) 

               E-VerifyEmployerAgent@dhs.gov  (Employer Agents)

Program administrators  that have not completed their tutorial should contact E-Verify Customer Support at 888-464-4218 for assistance.

Last Reviewed/Updated: 
04/08/2014

The memorandum of understanding (MOU) is the legal document describing the agreement between the Department of Homeland Security and the entity requesting participation in E-Verify. It is a simple statement of shared and agreed upon responsibilities for participation in this government program. Before successfully enrolling in E-Verify, employers and employer agents must agree to the terms of the MOU and electronically sign the document. The document will then be electronically signed by the Department of Homeland Security. Employers and employer agents should print a copy of the MOU for their records. In addition, the client of an employer agent will need to sign an MOU.

Last Reviewed/Updated: 
04/08/2014