TO: Deans, Directors and Department Heads
FROM: Jami Painter, Associate Vice President and Chief Human Resources Officer, System Human Resource Services
The purpose of this message is to let you know about a change to the use of the Federal E-Verify system that will occur in November. This email will also be of interest to hiring managers and personnel in your college or unit who utilize the Tracker electronic Form I-9 system. Please forward to the appropriate individual(s) in your unit.
What is E-Verify and why is it important?
E-Verify is an online system operated by U.S. Citizenship and Immigration Services (USCIS) that allows employers to electronically verify the employment eligibility of employees by comparing information from the Form I-9 to U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) records.
Compliance with federal E-Verify requirements is essential to the University of Illinois System research enterprise. Noncompliance can result in civil fines and/or criminal penalties up to and including debarment from government contracts.
What is changing?
As you may know, the University of Illinois System has used E-Verify in compliance with requirements for federal contractors since 2010. In order to meet requirements for students in science, technology, engineering, and mathematics (STEM) fields who are seeking a visa extension for optional practical training (OPT), universities must now utilize E-Verify for all newly hired employees. The University of Illinois System will implement this requirement across all locations in November 2019.
At the time of implementation, E-Verify transactions will be completed within the existing Tracker electronic Form I-9 system. The E-Verify process will be largely automated, and will begin after Form I-9 is complete, which is after an offer of employment has been extended and accepted by a new hire. Individuals in your college or unit who are currently authorized to use Tracker (I-9 Managers) will need to be aware of a few changes to the mandated I-9 procedures, but will not interact directly with E-Verify. E-Verify cases will be handled centrally by your university Human Resources (HR) office. Your university HR office will provide more details to your college/unit representatives.
Will there be training?
All I-9 Managers will be required to attend a training session to retain access to the Tracker Form I-9 system. In addition, to maintain system security, I-9 Managers who do not log in to Tracker in a two-year period will have their access removed as an ongoing practice.
Your support in encouraging timely completion of training, as well as timely and accurate completion of the Form I-9 and E-Verify process is greatly appreciated.
More information will be forthcoming over the next several weeks. Please contact Illinois Human Resources at 217-333-7466 or e-verify@illinois.edu with questions.