E-Verify

Japfu enables you to easily verify your employees' work eligibility directly through our portal, using the E-Verify system from USCIS. Before you can begin using this feature, you must first enroll with E-Verify.

How to use E-Verify with Japfu

To fully utilize Japfu's E-Verify feature, your organization must have an E-Verify account with web services enabled. This document outlines the necessary steps to enroll your organization in E-Verify.

Before using E-Verify, your company must complete the enrollment process. In this context, 'company' refers to any U.S. business, corporation, non-profit organization, or government agency that is required to complete Form I-9.

Access Method

When enrolling in E-Verify, there are several access methods available. To utilize Japfu's services, ensure you select 'Web Services Access for Employers' from the available access methods during the enrollment process.

User Roles

Enrolled employers have the flexibility to assign users different permissions and functions based on their roles. There are two types of users:

Program Administrators: These users offer support to general users and manage the company profile. Employers must have at least one program administrator, but they can choose to have as many as they need.
General Users: These users have the ability to create and manage cases. While having general users is optional for employers, they can choose to have as many general users as they wish.

It must be noted that general users and program administrators must successfully complete the online E-Verify tutorial before they can create or manage cases.

More details of the roles are given below:

User Role	Permissions
Program Administrator (at least one required)	Registering new users Creating user accounts for other program administrators and general users Creating and managing cases Viewing reports Updating profile information for other program administrators' general users, and themselves Unlocking user accounts Closing company and user accounts
General User (optional)	Creating and managing cases Viewing reports Updating their own profile

Enrollment Process

Step 1 - Visit Enrollment Website and Accept Terms

Go to the link to enroll in e-verify link and agree to the terms and conditions provided there.

Step 2 - Designate an Enrollment Point of Contact

You will be required to set up a temporary user account to complete the enrollment process.

Once you give a valid email address, you will receive a confirmation message asking you to check your email and follow the steps accordingly (explained in Step 3 below).

Step 3 - Confirm email and click link with one-time code

You will receive an email containing a temporary user ID and password, along with a link to complete the enrollment process. Please click the link provided in the email.

Note: If you haven't received the email, be sure to check your Spam/Junk folder, as it might have mistakenly been directed there.

Step 4 - Sign into E-verify

After clicking the link in the email, you will be presented with a User Agreement. Simply accept the agreement and proceed to sign in to E-Verify using the temporary User ID and password provided in the email mentioned in Step 3.

Step 5 - Review Enrollment Checklist

Review the enrollment checklist to ensure you have all necessary details ready before starting the enrollment process. Please note that the entire process must be completed in one session. It should ideally take no more than 15-20 minutes.

Step 6 - Choose Account Access

Choose the account access type as – Web Services - Employer

Step 7 - Choose Employer Category

Choose employer category as per your company details

Step 8 - Enter Company Information

Enter the company information using the checklist you prepared earlier. Provide details including your company's name, parent organization, physical verification location, mailing address, employer identification number, and total number of employees. If you are enrolling in E-Verify employer access and wish to link this account to an existing corporate administrator account, you have the option to do so. Input the first three digits of your company's NAICS code, if known. If you're unsure of your company's NAICS code, leave the field blank and select "Look Up a Code."

Step 9 - Provide Company Address

Provide the company address details in this step

Step 10 - Add Hiring Site Location Information and Bulk Upload

The hiring site location is the physical address for each hiring site participating in E-Verify.

Select + Add Hiring Site and enter the street address, city, state, and zip code and click Add Hiring Site to add your hiring sites one at a time.
Select the icons to add, edit, or delete a hiring site that will participate in E-Verify for each state.

OR
Select Bulk Upload to add multiple hiring sites by uploading a file. To use the bulk upload function, you must create a comma separated value (.csv) file with the hiring site addresses.
If you need to create a .csv file, click Download CSV Template to open a pre-formatted .csv file. Add the hiring site addresses to the .csv file and save the document.
You also can drag the .csv file or click ‘choose from folder’ to locate the file and click Bulk Upload Hiring Sites.

Step 11 - Add MOU Signatory and E-Verify Users

During enrollment, you have the ability to register as many program administrators as you wish; however, you must register at least one. If you previously indicated that your MOU signatory should also serve as a program administrator, they will be automatically listed, but you have the option to add more. After enrollment, your program administrators can register both general users and additional program administrators. Keep these considerations in mind when adding users:

The MOU Signatory must have the authority to sign the MOU on behalf of your company and will be listed as the Point of Contact on the E-Verify account. They can also be optionally registered as a Program Administrator.
Program Administrators have the capabilities to create and manage cases, handle user accounts, run reports, update account information, and unlock passwords for other users.
Account sharing is prohibited; all users must have their own individual user accounts.

Step 12 – Review and Submit Enrollment

Review the information provided before submitting it to ensure the information provided is accurate. Before you go, be sure to print a copy of the Memorandum of Understanding (MOU) you electronically signed. We recommend you share it with your human resources manager, legal counsel and other appropriate staff.

Step 13 – Submit the enrollment

Once you click on Submit, you will complete the enrollment process

Step 14 – After Enrollment Completion

After completing steps 1 through 12 of the enrollment process, E-Verify checks your company information against its list of already enrolled companies. If approved, E-Verify will send confirmation emails to your company’s program administrator(s). Most recipients get a confirmation email within a few minutes. Be sure to check your inbox and your spam or junk mail folders, as emails might mistakenly be marked as spam. However, if your account is identified as a duplicate, there may be a delay in the process.

If E-Verify discovers your company is already enrolled or requires additional information to approve enrollment, a notification will be sent with instructions to contact the E-Verify Customer Support team within five federal government working days to verify the information provided. Please refrain from attempting to re-enroll, as it will further delay your process.

Employers must display the E-Verify Participation and Right to Work posters prominently in both English and Spanish. Additional languages provided by DHS can also be displayed.

Participants in E-Verify are required to place the E-Verify Participation and Right to Work Notices in visible locations accessible to all employees and prospective hires, including remote workers. To ensure employees, applicants, and the public have the most current E-Verify information, employers should replace participation posters when DHS updates them. This can be done by displaying posters digitally, online, in hard copy at physical locations, or providing them with job application materials.

E-Verify performs account compliance activities to ensure correct usage of E-Verify. It is crucial to adhere to all requirements agreed upon during enrollment.

Step 15 – Enrollment Confirmation

Once your company is approved for enrollment, each program administrator will receive a confirmation email containing a user ID, temporary password, and the necessary next steps. If the Enrollment Point of Contact (POC) has chosen to add themselves as a program administrator during the enrollment process, they will receive a new user ID and password specifically for program administrator access.

Your program administrator must:

Log in to E-Verify with their user ID and temporary password (included in the E-Verify enrollment confirmation e-mail);
Change their password; and
Complete the E-Verify tutorial and pass the knowledge test.

Once a program administrator completes these three steps, they gain full program administrator access to E-Verify. Please note, only program administrators can register new E-Verify users. To add a new user, the program administrator must provide the user’s name, phone number, fax number (optional), and email address.

Additionally, remember that both general users and program administrators are required to successfully complete the online E-Verify tutorial before they can create or manage cases.