E-Verify

The university is required to use the federal governments E-Verify system to confirm the identify and work eligibility of faculty and staff, including temporary staff members, working on federal contracts (not grants) that contain the FAR E-Verify requirement (FAR clause 52.222-54). Compliance with the federal E-Verify requirement is imperative to maintain the ability to receive federal contract funding. The information below outlines Key Points and the Medical School process to E-Verify employees when required to do so.

When you create a Personnel Action Request (PAR) to appoint a faculty/staff/or temporary employee to a project grant that requires E-Verification the following message alert will appear:

"Warning—Employees working on this shortcode (xxxxxx) must have completed the eVerify process."

Key Points

• Shared Service Center Human Resources supports the E-Verification process for faculty and staff.

• New hires, hired directly onto a federal contract that contains the E-Verify requirement, must be E-Verified within 3 days, existing employees must be E-Verified within 30 days of transferring onto a federal contract that contains the E-Verify requirement

• For new hires the E-verification process needs to be completed in addition to the normal hiring process

• Only individuals paid from a federal contract that contains the E-Verify requirement can be E-Verified

• If salary is placed on a contract that contains the E-Verify clause, and the employee has not E-VERIFIED in the appropriate time frame listed above, the project would be considered out of compliance

• In conjunction with the Med School, it is the SAPOC’s responsibility to ensure compliance

CLICK HERE for more information about E-Verify compliance requirements.

Complying with the E-Verify Requirement

On New Contracts: All federal contract awards & amendments must be reviewed for inclusion of the E-Verify requirement. When a federal award with the E-Verify requirement is issued the PAN will contain the ‘E-Verify Required’ standard term and the following language:

"Personnel assigned to receive direct support from this project/grant, from related cost-sharing, or on sub-project/grants must be E-Verified. Please contact the Human Resources Unit Liaison in your unit to make arrangements to complete the E-Verify process. To find your HR Unit Liaison or for more information, please visit the HR E-Verify website."

• Upon receiving an Award Notice for a federal contract, confirm the contract contains the E-VERIFY / FAR clause

• Explain the E-Verify clause and its implications to the Principal Investigator and work with the PI to determine which personnel will be appointed to the project

• Once you have determined which personnel will work on the project contact Shared Services Human Resources to initiate E-Verify Services.

• E-Verified project personnel may be appointed to work on the project.

On Existing Contracts: If you need to add an individual to an existing Federal contract that contains the E-Verify clause, you should follow the same procedure as above.