[NCASG] E-Verify

[Hall, Kristi L]

William,

Indiana's response is below.  Sorry for the long response on question #2 but I asked our HR Data supervisor her thoughts:)

Kristi

From: Ernst, William <William.Ernst at state.sd.us>
Sent: Thursday, September 03, 2020 11:42 AM
To: dhr_ncasg_survey_list at admws.idaho.gov
Subject: [NCASG] E-Verify

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I have two questions for you folks, and all I would like to know can be summed up in a yes/no response:


  *   Does your state use E-verify for I-9 employment eligibility verification?  Yes

Does the process work well for you?  The E-Verify system is user friendly and works well for the State of Indiana. The only downfall we experience as an organization is timely submissions to the database to receive employment authorizations. We currently have over 70 users in 32 locations in the system, and at times it can be challenging to obtain documents from the employees, or the HR team doesn't follow up consistently with the affected employees. E-Verify has an account manager program where you are given an account compliance analyst who can be your point of contact at E-Verify to avoid having to call their customer service number. Our analyst has been a wealth of knowledge and also provides updates, reports that we have requested, and much more. I highly recommend utilizing this service if they offer it to another State government. The key to success is ensuring the internal processes set in place include consistent follow-up and taking action on those who are not compliant.

The following is my input concerning the SPD processes for our new hires/rehires. Most recently, we have seen spikes in overdue cases with COVID-19 for various reasons. While DHS has been flexible with requirements related to Form I-9 compliance, the State of Indiana is still seeing delayed cases in the system. Most notably are with agencies who are hiring for COVID-19 related positions. Agency HR is requesting that the hiring manager obtains the Form I-9 with supporting documentation to provide to agency HR. This is typically done in Centralized Onboarding on their first day (unless they are at a facility or state hospital).

While a weekly compliance report is run to notify HR professionals of cases not completed or overdue, I am finding that the lack of accountability is astounding. I ran the compliance report this morning, and I found that there are cases still overdue from February 2020 to August 2020. This report is sent to the respective agencies each week, and I ask for updates concerning their new employees as well as the overdue cases. More often than not, I do not hear back concerning there overdue cases. I feel as there should be tighter SPD internal processes around this compliance as this is a Federal guideline, and we are inconsistently meeting it. I have made Aiesha and Andrew aware, and it is getting slightly better. Based on the data for the cases this year, we are allowing employees to turn in their supporting documentation whenever they get around to it. Per DHS, if the employee fails to provide documentation within 3-business days, they should be terminated. If we were to get audited, there would most likely be an alarming amount of penalties.




>From their website: E-Verify is a web-based system that allows enrolled employers to confirm the eligibility of their employees to work in the United States. E-Verify employers verify the identity and employment eligibility of newly hired employees by electronically matching information provided by employees on the Form I-9, Employment Eligibility Verification, against records available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS).
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