At the University of South Carolina, an internet-based system called E-Verify is used during the hiring process to verify employment eligibility.
There are two main steps to completing the employment verification process:
- Verify eligibility in the E-Verify system.
This step must be completed when an offer of employment is accepted or no later than the close of business on the third day after the employee’s actual start date.
- Complete the Employment Eligibility Verification (I-9 Form).
This form is found on the website of U.S. Citizenship and Immigration Services, and can be completed as early as the date an offer of employment is accepted, but must be completed no later than the first day an employee reports to work.
Common Questions and Errors
- Always use the current version of Form I-9. Forms should be obtained from the website on an as-needed basis; always verify you are using the most recent version of Form I-9.
- The Preparer/Translator Certification must be completed if Section 1 is prepared by a person other than the employee. A preparer/translator may be used ONLY when the employee is unable to complete Section 1 on their own. However, the employee must personally sign Section 1.
- Expired documents are unacceptable.
- Complete the start date in the Certification Section on Form I-9.
- You must submit a written explanation if Form I-9 and/or E-Verify are not completed by the required dates.
Please refer to our frequently asked questions for additional information about the E-Verify process.
E-Verify System Access and Certification
If you are the primary HR Contact for your academic or administrative unit, you must become certified to use the E-Verify system and will be known as the program administrator. You will also be required to identify additional employees in your unit to become certified general users.
In order to become certified, program administrators and general users must complete an online tutorial and user agreement form. Please email the Office of Salary Administration at USCEverify@mailbox.sc.edu to receive access to these resources.
Using the E-Verify system is a very important responsibility, so we like to keep a confirmation of each person’s certification in each program administrator's and general user's official personnel file. Once you receive your E-Verify certification, please send to the Office of Salary Administration at 1600 Hampton Street, Suite 804, Columbia, SC 29208.
E-Verify Program and Other Immigration Related Compliance Penalties
Participation in E-Verify will naturally lead to increased oversight of USC by the Department of Homeland Security’s Immigration and Custom’s Enforcement, a function of the electronic records generated.
Failure to comply with various provisions of the Immigration Reform and Control Act of 1986 and the Illegal Immigration Reform and Immigrant Responsibility Act of 1998 can result in civil fines and penalties.
Willful violations can lead to a ban on all University system applications for any employer-driven work authorization for any non-U.S. citizen or non-Permanent Resident employee.
If fraudulent documents are used to obtain employment authorization or certain types of benefits, restitution and other civil and criminal charges may be assessed.