What is E-Verify Software & How Does it Work?

What is E-Verify Software?

An online tool called E-Verify software assists firms in confirming the employment eligibility of recently hired US workers.

Details from an employee's Form I-9 are compared to information from:

• Social Security Administration (SSA).

• Homeland Security Department (DHS)

  
  

The employee is permitted to work if all the requirements are met. Otherwise, the employer is notified to take appropriate action.

“E-Verify helps maintain a legal workforce and protects jobs for authorized workers.” - U.S. Citizenship and Immigration Services (USCIS)

Why is E-Verify Important?

With increasing compliance regulations and risks of penalties, hiring someone unauthorized to work can cost businesses heavily- in fines, lawsuits, or reputational damage.

In fact:

• Employers can face penalties up to $25,000 per unauthorized worker - By USCIS

• Nearly 1 in 4 employers in the U.S. use E-Verify software to avoid these risks.

How Does E-Verify Software Work?

Many businesses wonder - “How does E-Verify work exactly?”

Here’s a simple step-by-step breakdown:

1. Employee Completes Form I-9

Every new hire provides:

• Name

• Date of Birth

• Social Security Number

• Employment eligibility documents (passport, green card, driver’s license)

  
  

2. Employer Enters Data into E-Verify

This can happen directly through the E-Verify website or integrated E-Verify software tools (like Japfu).

3. E-Verify Matches the Information

The system checks the data against government records:

• Social Security records

• DHS immigration records

  
  

4. Instant Result Notification

Employers receive one of two responses:

• Employment Authorized

• Tentative Non confirmation (TNC) - if records don’t match

  
  

5. Resolve Mismatches (If Any)

Employees can correct errors or provide additional documents to verify their identity.

Benefits of Using E-Verify Software

E-Verify isn’t just about compliance - it makes hiring easier and smarter.

Here’s how:

• Fast & Automated Verification

• Reduced Hiring Risks

• Accurate Employee Records

• Streamlined I-9 Compliance

• Peace of Mind for Employers

  
  

“With modern tools like Japfu’s workforce management solutions, staffing firms can automate E-Verify checks alongside onboarding and documentation- saving time and reducing errors.”

Where Does E-Verify Data Come From?

E-Verify doesn’t just guess or assume a worker’s eligibility- it pulls real information directly from trusted government databases.

Here’s where the data comes from when employers use E-Verify software:

1. Employee’s Form I-9

Everything starts with the Form I-9, a document every new hire must complete. It includes personal details like:

• Full name

• Date of birth

• Social Security Number (SSN)

• Employment authorization documents (like a passport or permanent resident card)

2. Social Security Administration (SSA)

E-Verify uses the employee’s SSN to match against SSA records. This helps confirm whether the Social Security Number provided is valid and belongs to the individual.

3. Department of Homeland Security (DHS)

For non-citizens or foreign nationals, E-Verify software checks additional data with DHS- including visa status, work permits, and other employment authorization records.

This multi-layer verification ensures that employers hire only those legally eligible to work.

What is E-Verify Self Check?

An additional feature of the E-Verify system is E-Verify Self Check- a free service allowing individuals to check their own employment eligibility.

Benefits of E-Verify Self Check:

• Identify and correct errors early

• Reduce hiring delays

• Empower candidates to manage their records

Employers can encourage candidates to use it before hiring to avoid unexpected verification issues.

What Happens if E-Verify Detects an Issue?

If there’s a mismatch - known as a Tentative Non confirmation (TNC) - the employee has the right to:

1. Be informed in writing

2. Contest the mismatch

3. Submit supporting documents

4. Resolve errors through SSA or DHS

Employers must follow strict non-discrimination guidelines during this process.

E-Verify Social Security Number Checks

Verifying the Social Security Number (SSN) is one of the most critical parts of the process.

Mismatch Reasons Could Include:

• Typing errors

• Name change not updated

• Fake or invalid SSN

Correct use of E-Verify software ensures SSN checks are accurate, reducing the risk of hiring mistakes.

Does My Business Need E-Verify?

E-Verify is mandatory for:

• Federal contractors

• Businesses in certain states (like Arizona, Mississippi, North Carolina)

But even when it’s optional, many businesses use it to build trust, avoid risks, and maintain hiring transparency.

Advantages of Using Modern E-Verify Software

While E-Verify is a government system, businesses can simplify the process using integrated software solutions.

Features to Look For:

• Automated I-9 & E-Verify Integration

• Document Upload & Storage

• Alerts for Expiring Work Authorization

• Audit Trails & Reporting

• Mobile-Friendly Onboarding

Final Thoughts

Employment eligibility verification is more than a compliance requirement- it’s a smart business practice.

E-Verify software helps businesses:

• Hire faster

• Stay compliant

• Avoid penalties

• Protect their brand reputation

  
  

As workforce laws evolve, leveraging modern tools like Japfu’s workforce management software ensures you stay ahead of compliance requirements while creating a seamless hiring experience.