To close out this series on E-Verify, let’s talk about some common E-Verify mistakes and best practices. Do you want more information? Check out the other articles in this series we’ve shared recently about form I-9 and E-Verify.
We want to help you make the most of your E-Verify experience, so let’s get started with today’s blog post.
Common E-Verify Mistakes
Since E-Verify is a new platform, you are bound to make mistakes. We know that these mistakes can be costly, though, so it’s crucial to avoid them wherever possible.
Failing To Include E-Verify Case Number With The I-9
Your E-Verify case number must be included or attached to the I-9 when you file it for safekeeping. However you file your form I-9 documents, keep up with your E-Verify case number in the same way. You are given an E-Verify case number as soon as you close that employee’s E-Verify case.
Failing To Use E-Verify For All New Hires
When you switch to using E-Verify as a business, whether you volunteer or are required to do so, you must use it for all new hires going forward. Like we talked about in last week’s post, you cannot try E-Verify for a while and go back to using Form I-9 alone. You have to commit and use this system going forward.
Accidentally Submitting An Existing Employee
You don’t need to submit any existing employee prior to when you started using E-Verify. Make sure you sort your employee files accordingly so that you aren’t submitting older employees. Submitting older employees can cause issues with E-Verify because their hire dates would conflict with when you should open E-Verify cases. Make sure you keep your E-Verify adoption date available to program administrators, so they don’t enter existing employees.
Data Entry Error From Form I-9
You are entering a lot of data from Form I-9 to E-Verify. Some processes can automate some of this, but you should always double and triple-check information before you submit E-Verify information. WorkBright Employee Onboarding software has an add-on feature for Remote I-9 verification and an e-verify software integration module that streamlines verification when onboarding, you should check it out.
Incorrect Hire Date Entered In E-Verify
The hire date is essential. You have three business days after the employee starts working for pay to create the case. Don’t give yourself too little time or too much time based on the hire date. Make sure you have the correct date recorded.
Failing To Create A Case By The Third Business Day After The Employee Started To Work For Pay
Just like with Form I-9, the 3rd business day is essential. You have even more to do if you decide to utilize E-Verify to verify employment eligibility. Stay on top of this process and help your employees fill out documents as quickly as possible so you can create cases ASAP.
Not Reviewing A Document Containing A Photo If The Employee Provided A List B Identity Document
When working with List B documents, you need to verify that the picture matches the person, just like you would with Form I-9. Reviewing this photo is an essential part of the E-Verify process.
Failing To Close Cases
Closing the E-Verify case after verification is essential. By closing the case, you can get your E-Verify case information and file away the necessary paperwork. Don’t leave cases lingering around, finish the entire process. Not only will this help you be more organized, but it’s also a part of the E-Verify process.
E-Verify Best Practices
Now, let’s talk about some E-Verify best practices to use for your business. As the use of E-Verify rolls out for more companies over the years, we must keep these best practices in mind for a smoother transition.
Build A System
Utilizing E-Verify is another hurdle in an already tense time during the first three days of your employee’s tenure at your company. You are required to get things done by the third business day. Create a system that helps you meet that deadline every time. Start by setting aside some time during the first day to make sure the form gets done. The bit of time you spend on the first day of work getting the first part of the I-9 form complete can save you a ton of time and energy during the 2nd and 3rd business days you have to create an E-Verify case.
Maximize Automation
E-Verify is tricky, as we’ve already discussed in the common E-Verify mistakes section of this article. It’s vital that you reduce clerical errors and save time for your team whenever possible. By using tools like Workbright’s E-Verify module, you can quickly work on the E-Verify process within the WorkBright app. Since it’s automated, you cut down on errors and speed up the E-Verify process.
Check & Correct
Mistakes happen, and they can be costly. Make sure you are keeping up to date with any mistakes E-Verify finds in your cases. Correct things immediately and resubmit when necessary. Doing this regularly will help you make the most of E-Verify.
Review Annually
Your E-Verify process can always be more streamlined. Make sure you take the time annually to review your process and provide training on current E-Verify best practices. Everyone is learning this process as it rolls out to more employers. Make sure you keep your employees up to date on the E-Verify process.
Conclusion
E-Verify is a new challenge for all employers who are required to or choose to use it. While this is a challenge, you have to be excited and ready to tackle it. By taking your time to submit information, finding ways to automate, and reviewing your progress, you can avoid common E-Verify mistakes.
What are you going to do to update your E-Verify best practices?