«Instructions for Individuals Newly Assigned to an E-Verify Award The work to which you have been assigned includes a federal requirement for the ...»
Instructions for Individuals Newly Assigned to an E-Verify Award
The work to which you have been assigned includes a federal requirement for the University to confirm your eligibility to
work in the United States using E-Verify, an internet-based system operated jointly by the Department of Homeland
Security (DHS) and the Social Security Administration (SSA).
It is critical that you take the following steps immediately:
1. Visit Payroll Services in the UTDC building (4516 Henry Street); open Monday-Friday, 8:30 am to 4:30 pm.
2. Identify yourself as employee who is required to complete E-Verify by presenting the E-Verify Processing Request Form. You should have received a copy of the processing request form with these instructions. If you did not receive a processing request form, please contact your department business manager.
3. Complete the I-9 Form by presenting the Payroll Receptionist with documents establishing your identity and your eligibility to work in the United States. See the E-Verify Processing Request Form for more details about the documents you must present to complete the I-9 Form.
4. Once you have completed the I-9 Form, the Payroll Receptionist will sign your E-Verify Process Request Form, which you should return to the department business manager.
Time Limits: Failure to initiate E-Verify by visiting Payroll Services within the prescribed timeframes (see below) may jeopardized your ability to charge to the award and could result in the termination of your employment.
Existing employees: Must initiate the E-Verify process at Payroll within 30 days of being assigned to work on the award (or within 90 days of the start date of the contract award).
New employees: Must initiate the E-Verify process at Payroll within 3 days of being hired.
Appeals: After you complete the I-9 Form and return to work, Payroll will enter the information from your I-9 into the EVerify system. If E-Verify does not initially confirm your employment eligibility, a representative from Human Resources will contact you to discuss your right to appeal to SSA or DHS. You may continue to work and receive pay while your appeal is pending. However, if you decline your right to appeal or after the appeal it is determined you are not authorized to work in the United States, your employment will be terminated. Over 93% of employees nationwide are confirmed during the initial E-Verify query.
Exemption: Employees who previously completed E-Verify while working at Carnegie Mellon do not need to complete E-Verify again. Contact your business manager if you believe you previously completed E-Verify.
Brief FAQ What is E-Verify?
E-Verify is an internet-based system operated jointly by DHS and SSA that allows employers to electronically verify an employee’s eligibility to work in the United States. The E-Verify system compares information from an employee’s I-9 Form to information contained in DHS and SSA databases.
On June 6, 2008, President George W. Bush signed Executive Order 13465 requiring certain federal contractors to use EVerify to confirm the employment eligibility of employees assigned to work on federal contracts. Federal regulations implementing this executive order took effect in September 2009. The regulations apply to certain federal contracts that contain the Federal Acquisitions Regulations (FAR) E-Verify clause.
Why is Carnegie Mellon participating in E-Verify?
As a federal contractor, Carnegie Mellon is required to use E-Verify to verify the employment eligibility of all employees assigned to work on federal contracts containing the FAR E-Verify clause. Failure to comply with E-Verify regulations may jeopardize the University’s ability to receive federal contract funds in the future.
Why am I required to complete E-Verify?
You have been identified as an employee assigned to work on contract award containing the FAR E-Verify clause. As such, federal law requires that the University use E-Verify to confirm your eligibility to work in the United States.
For more information about E-Verify, including a more detailed FAQ, please visit http://www.cmu.edu/hr/recruit_staff/e_verify/index.html Assigning Employees to Work on an E-Verify Award Instructions for Principal Investigators and Department Business Managers Award title: ____________________________________
Award Start Date: ____________________________________
Your new funding includes a federal requirement to use E-Verify to confirm the employment eligibility of every individual who is assigned to this award. E-Verify is an internet-based system, operated jointly by the Department of Homeland Security (DHS) and the Social Security Administration (SSA), that allows employers to electronically verify an employee’s eligibility to work in the United States. This requirement applies to the Principal Investigator and to any employees assigned to work on this award.
Carnegie Mellon has made an effort to minimize the impact of this requirement on your research operation. Principal
Investigators and department business managers should work together to complete the steps outlined below:
1. Identify all the employees assigned to work on the award.
2. Check HRIS to see if the employees have previously initiated E-Verify by using the DR05 Campus E-Verify screen. If this screen shows an employee’s status is “I” – initiated – then no further action is required for that particular employee.
3. Provide each employee who has not previously initiated E-Verify with a copy of Instructions for Employees Newly Assigned to an E-Verify Award and an E-Verify Processing Request Form. Please fill in the title of the award and the award number before providing these forms to an employee.
4. Each employee must go to the Payroll offices (UTDC, 4516 Henry Street), as detailed in the instructions, to complete a new I-9 Form.
5. Payroll will provide each employee with an E-Verify I-9 Confirmation Notice, which should be returned to the department business manager.
6. Repeat steps 1-5 whenever another employee is assigned to work on the award.
Time Limits Federal regulations require that employees assigned to the award initiate E-Verify within specific timeframes. Failure to satisfy these deadlines may jeopardize the ability to charge employees to the award and impair the University’s ability to receive future federal contract funds.
Newly hired employees assigned to work on this award must initiate E-Verify within 3 days of being hired.
Existing employees assigned to this award must initiate E-Verify within 90 days of the first day of the award or 30 days of being assigned to work on the award, whichever is later.
Employees who previously completed E-Verify while working at Carnegie Mellon do not need to go through EVerify again. You may check an employee’s E-Verify status in HRIS using the DR05 Campus E-Verify Screen.
If this screen shows the employee’s status is “I” – initiated – then no further action is required for that employee.
Risks There is some risk that as a result of the E-Verify process, it may be determined that an individual is not eligible to work in the United States. If the initial E-Verify query does not confirm employment eligibility, Human Resources will contact the employee to discuss the employee’s right to appeal to DHS or SSA. Employees who are contesting the results of an E-Verify query may continue to work on the award while the appeal is in progress. However, if after the appeal the individual is determined not be ineligible to work in the United States, employment with Carnegie Mellon will be terminated.
For more information about E-Verify, please visit http://www.cmu.edu/hr/recruit_staff/e_verify/index.html E-Verify I-9 Processing Request Form Award Title: ____________________________________
Award Number: ____________________________________
PRESENT THIS FORM TO PAYROLL SERVICES TO INITIATE THE E-VERIFY PROCESSYou have been identified as an employee who has been assigned to work on a federal award that contains the E-Verify clause. To comply with the requirements of federal law you must visit Payroll Services (UTDC, 4516 Henry Street – open Monday-Friday from 8:30 am to 4:30 pm) to complete a new I-9 Form for processing through the E-Verify system.
To complete the I-9 Form, you will need to present employment eligibility documents (see below). You must present either: (i) one document from List A; or (ii) one document from both List B and List C. Any List B document presented must include a photo.
For more information about E-Verify, please visit http://www.cmu.edu/hr/recruit_staff/e_verify/index.html