E-Verify overview and procedures

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

CSA supports the ability to verify the (Form I-9) employment eligibility of your payroll clients' newly hired employees using the U.S. government's E-Verify (Employment Eligibility Verification) application. This feature uses electronic file transmissions directly to and from the E-Verify website, via CS Connect. If your firm is a registered user of the E-Verify service as outlined below, you can use this feature for any CSA payroll client.

CSA supports E-Verify versions up to version 26. If you are using E-Verify version 27 or above, you cannot transmit files between CSA and E-Verify.

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Procedures

  1. Register and enroll as an "E-Verify service provider/designated agent" at https://e-verify.uscis.gov/enroll. As part of that registration process, you should view their E-Verify tutorial. You will also need to set up a user ID and password - for use by authorized persons within your firm - to access the E-Verify content on their website.

    Note: If you encounter problems or have questions about the E-Verify service, contact E-Verify via the website noted above or send an email message to E-Verify@dhs.gov, or phone their customer support line at 888-464-4218.

  2. Log in to the E-Verify website and register each of your payroll clients by clicking the Add Client Company link. Also, click the View Client Company link and make of note the company ID number that has been assigned by E-Verify. (You will need to record that number for the client within CSA.)
  3. Before starting to use any of the E-Verify features from CSA, we must first register your firm for web service access to E-Verify. You will need to initiate this process by sending an email to us at everifysetup@thomsonreuters.com and then wait for our email response. (Please note: This email address is for setup purposes only and not for support issues.)

    Our email response to you will include a username and password, which you will need to enter within the E-Verify Submitter Information dialog in CSA. This step enables you to use our web services to transmit E-Verify files.

  4. In CSA, you will need to set appropriate security rights for authorized staff to access the E-Verify commands and dialogs within CSA - from the Setup > System Configuration > Administration dialog.
  5. When setting up the employee record within CSA for a client's newly hired employees, from Edit mode in the Employees window, open the E-Verify Employee Setup dialog and specify the required information from the employee's Form I-9. Use the navigation buttons in the dialog to move quickly through the client's list of employees.
  6. Open the Utilities > E-Verify > Employee Selection dialog to specify the employees for whom the initial verification file is to be submitted. (The list includes only employees for whom the Employment Eligibility Verified checkbox has not already been marked on the Personal/W-2 tab of the Employees window). Click the Create File button to have CSA create the initial E-Verify file for each selected employee and queue it for transmission. (You can queue files for multiple employees at the same time; you can view the contents of those files from the Utilities > E-Verify > File Maintenance dialog; and you can manage the list of queued files from the Utilities > E-Verify > Queue Maintenance dialog.)
  7. To submit the E-Verify files queued for transmission, open CS Connect, mark the Transmit E-Verify files checkbox, and click the Call Now button.
  8. Retrieve the results via CS Connect by marking the Retrieve E-Verify status checkbox and clicking the Call Now button. (Typically, results are available immediately after your initial transmission.)
  9. Use the Utilities > E-Verify > Manage E-Verify Status dialog to view and manage files for any of the employees for whom you have already submitted verification files. From that dialog, you can open the E-Verify File Type dialog to close the case, or mark an option to request additional verification, or (if necessary) link to the E-Verify website if further action is required.
  10. To transmit closed file status information to the E-Verify website, mark the Transmit E-Verify close files checkbox in CS Connect and then click Call Now.

Notes

  • After receiving verification about a specific employee, you may on occasion need to request additional verification (for example, if you or your client believes some information may have been submitted incorrectly by the employee). You can use the E-Verify features within CSA to request that additional verification.
  • If the status for an employee is returned as anything other than "Verified" or "Photo Verification Required," you will need to log in to the E-Verify website to manage the completion of the process for that employee.

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