E-Verify 101: Your guide to getting started

This article was last updated May 2025.

The 2025 E-Verify landscape is shaped by more legislation, greater scrutiny, and growing pressure on employers to take on more responsibility in verifying employees’ right to work. More states are now considering adding or expanding their laws on who needs to enroll—and the line between voluntary and mandatory is getting thinner.

Whether your state has E-Verify measures in place yet or not, getting ahead of any potential changes—and understanding how the process works — gives you more control, less risk, and a smoother path to compliance.

Think of this article like your handy E-Verify starter pack. We’ll outline the what, why, and how of rolling out E-Verify to your workforce, including:

• What is E-Verify?
• Are you required to use E-Verify?
• How do you enroll in E-Verify?

What is E-Verify, and how does it work?

E-Verify is a free online system run by the Department of Homeland Security (DHS) that helps organizations verify whether or not new employees are eligible to work in the United States.

The system works by cross-checking the information entered on a new hire’s I-9 form alongside millions of records from the DHS and Social Security Administration (SSA) to confirm their identity and work authorization.

E-Verify is designed to work hand-in-hand with the I-9 process, rather than replace it. In an age where organizations suffer a triple threat from AI-generated identity fraud, stricter compliance measures, and steeper fines for violations, E-Verify protects your organization and your employees.

Who should use E-Verify?

Currently, E-Verify is a voluntary service for many states across the US. But the guidance on whether you’re required to use it or not depends on your location, and how your organization is set up.

While requirements can vary by state (we’ll get to this part in a minute), there are some situations where E-Verify use is required: 

• You employ federal workers or contractors: If your organization holds federal contracts, you may be legally required to use E-Verify.
• You receive state or local government funding: Some states require E-Verify for businesses that receive public grants or subsidies.
• You bid on public works or infrastructure projects: If your company works on publicly funded construction or development projects, E-Verify may be required.
• You already use E-Verify: If you’re already using E-Verify—for example, for one work site or due to using I-9 Alternative Procedure—you’ll be expected to use it consistently for all new hires going forward.

Thinking of opting into E-Verify? Read this first

With E-Verify, once you’re in, you’re in. That means that you can’t just test the waters — enrolling in the system means you agree to use it for all new hires going forward.

E-Verify provides organizations with an additional guardrail against identity fraud and I-9 errors, giving you peace of mind that every new hire is authorized to work in the US.

But one of the biggest trade-offs is that it can be time-consuming and labor intensive. After completing the I-9 (which in itself can be a very hands-on process), you’ll still need to manually enter employee information into the E-Verify system and follow up on any flags or errors. 

If you’re working with a lean HR and compliance team or you’re hiring at scale, this additional admin burden can add up fast.

If E-Verify isn’t mandated in your state, ask yourself the following questions to judge whether or not it’s the right fit for your organization:

• Do we hire in industries with a higher risk of identity fraud or work authorization issues?
• Are we currently hiring at a volume that would make manual processing unsustainable?
• Do we operate in states where there are existing laws on E-Verify — or likely to be soon?
• Do we have the internal capacity to manage the additional workload — or can we outsource this service to a technology partner?

2025 E-Verify requirements by state

While E-Verify was designed to be an opt-in service, the new hire compliance landscape continues to evolve in response to shifting laws around immigration and work authorization. 

Some states, including Idaho, Texas, Kansas, and Florida, are exploring new or expanded mandates that will build on existing legislation.

While others, including Louisiana and Mississippi, require all employers, regardless of size, to be enrolled in the system. But the specific requirements for each vary from state to state—so if you operate in an E-Verify state, make sure you stay up to date with the latest changes in state laws.

States with mandated E-Verify for all or most employers:

• Alabama
• Arizona
• Florida
• Georgia
• Louisiana
• Mississippi
• North Carolina
• South Carolina
• Tennessee
• Utah

States that mandate E-Verify for public employers or contractors:

• Idaho
• Indiana
• Michigan
• Minnesota
• Missouri
• Nebraska
• Oklahoma
• Pennsylvania
• Texas
• Virginia
• Washington
• West Virginia

How do you enroll in E-Verify?

Enrolling in the E-Verify process is free, but there are a few critical steps to getting your organization set up correctly. As part of the process, you need to provide some key details about your organization, including:

• Your company’s legal name
• Employer identification number (also known as the Federal Tax ID number)
• Primary physical address
• Hiring sites that will participate in E-Verify
• Total number of current employees
• Contact information

You’ll also need to designate at least one E-Verify administrator agree to the terms of use, and sign a Memorandum of Understanding.

Beyond the practical process, there are a few key practical details to consider—including who, how, and where you plan to use E-Verify.

1. Define your program admins.

When you sign up for E-Verify, you’ll be asked to choose one program administrator to manage the whole system, including registering new users, creating and managing cases, and closing accounts. This program administrator can add more members of your team as admins.

The program administrator is responsible for making sure your organization adheres to all of the E-Verify requirements, as well as staying up to date on policies and law changes. 

2. Choose the right access methods.

E-Verify offers four access methods to choose from:

• Employer: Employers planning to E-Verify to verify their own employees and manage their cases directly.
• E-Verify employer agent: Employers using an agent who submits and manages cases on their behalf.
• Corporate administrator: Employers using E-Verify for all locations and need centralized case management.
• Web services: Employers developing their own software to use E-Verify, or managing E-Verify using a tool like WorkBright.

While you’re working through the E-Verify enrollment process, selecting the right option for access methods will reduce delays and ensure your application is processed successfully.

3. Decide which verification locations to include.

Some organizations only use E-Verify in a specific location or set of circumstances. So when you’re signing up, you need to define which verification locations you’d like to use. A verification location is where your company handles employee I-9s and creates E-Verify cases. 

It’s different from a hiring site—which is where you hire your employees. 

If you’re using more than one verification location, each needs its own employer account within E-Verify. That means it’s important to know upfront whether E-Verify will be handled at every hiring site or centralized through one or two core locations.

How does the E-Verify verification process work?

Once you’re enrolled in E-Verify, it’s time to verify your first hire. This process happens after the I-9 is complete, but within three days of your employee’s tenure at your company. 

Here’s what the process looks like:

1. Employee and employer complete I-9: Your employee fills out their personal details in section 1 of the I-9, while your organization fills out section 2. 
2. Admin enters data: Your E-Verify admin manually inputs the data from your employee’s I-9 form into E-Verify.
3. E-Verify compares data: E-Verify’s system electronically compares those records to the DHS and SSA.
4. Employment status returned: Employers will usually receive an instant response either confirming employment eligibility or indicating their case needs further action (for example: compare photos.)
5. Case closed: Employer receives a case number to file alongside I-9.

From paperwork to peace of mind with WorkBright

E-Verify isn’t always the simplest of processes. But for many companies, it offers compliance confidence that your I-9 processes are running efficiently and accurately.

While E-Verify isn’t currently mandatory for everyone, the compliance landscape is changing rapidly. Knowing the basics of how this essential process works, whether or not it’s right for you, and having a plan ahead of time means you’re ready to go if the law changes. 

But the E-Verify process shouldn’t be a heavy lift. WorkBright’s automated integration creates a new E-Verify case every time an employee submits their I-9. All that’s left for you to do is review and submit, meaning no duplication, reduced errors, and minimal penalties.

Find out more by booking a demo.