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Ordering an Employment Eligibility Verification for an Employee

You can use the Confirm Start Date pop-up from the Manage Employees tab on the Manager dashboard to manually generate an Employment Eligibility Verification (EEV) order for an employee. EEV orders in Pangea involve a process by which employees provide proof of employment eligibility to supervisors, supervisors examine and verify documents or other resources employees provide as proof for employment eligibility, and managers place an EEV order through the eQuest+ system from the Manage Employees tab on the Manager dashboard. Additionally, if your business or organization automatically submits EEV orders, the EEV order is placed once the task reviewer successfully completes Section 2 of the Form I-9.

The EEV ordering process in Pangea also differs if the employee indicates that they do not have a Social Security Number when completing Section 1 of the Form I-9 or if they provide the manager or task reviewer with a document receipt in lieu of an actual employment eligibility document for Section 2 of the Form I-9. Refer to the About Form I-9 SSN Pending and Document Receipt Workflows topic for more information on this functionality.

Refer to the U.S Citizenship and Immigration Services Web site at www.uscis.gov/i-9 for more information regarding Form I-9 and EEV or refer to the Pangea EEV Overview topic for more information on the overall process of submitting and completing EEV orders in the eQuest+ and E-Verify systems.

The Order EEV permission must be active for the user role associated with your user account and your user account must be associated with an active eQuest+ integrator account in order to place an EEV order for an employee. Additionally, the EEV Status permission must be active for your user role in order to view the screening status of the EEV order from the EEV Status column and the EEV Report permission must be active for your user role in order to review details for the EEV order in the eQuest+ Employment Screening and Drug Testing system.

If your user account does not meet these conditions, the Order and screening status hyperlinks may not display in the EEV Status column of the Manage Employees tab on the Manager dashboard. Contact your system administrator for assistance with updating the user role for your user account and associating your user account with an active eQuest+ integrator account.

Additionally, employees must provide a valid Social Security Number in order for you to initiate an EEV order in the eQuest+ system. While employees can select the Applied for SSN checkbox from the Employee Certification page and managers or task reviewers can select the Receipt checkbox from the Verify I-9 Documents page during the Form I-9 completion process the Submit Order hyperlink does not display within the EEV Status column of the Manage Employees tab on the Manager dashboard under these circumstances. The reason for this is that you cannot initiate an EEV order for an employee if the employee does not provide a SSN during the Form I-9 Section 1 completion phase or if they provide a receipt for their SSN during the Form I-9 Section 2 completion phase. As a result, managers must reassign the task that includes the Form I-9 attachment to the employee once the employee receives their Social Security Card from the SSA to ensure that the required Social Security Number value is available for the employee to provide during the Form I-9 Section 1 completion phase.

Confirm Start Date Fields

Field	Definition
Employee Name	Displays the name of the employee.
Confirm Start Date*	Text field used to type the start date, in MM/DD/YYYY format, for the employee. If the start date for the employee occurs in the future, the date you select cannot exceed 365 days from the current system date.
Overdue Reason	Drop-down field used to select a reason for exceeding the deadline for submitting the EEV order. Typically, employers must complete the Form I-9 and submit an EEV order within three business days of the start date for an employee. If the employer exceeds this deadline, the Overdue Reason drop-down field displays as a required field, and you must select an option from the Overdue Reason drop-down field when you place the EEV order. If you select the Other option from the drop-down field, the Other Reason field displays. Refer to the U.S Citizenship and Immigration Services Web site at www.uscis.gov/i-9 for details on deadlines for completing Form I-9 and submitting EEV orders.
Other Reason	Text field used to type details regarding the reason for exceeding the deadline for submitting the EEV order. This field is limited to 200 alphanumeric characters.
Order EEV	Button used to place the EEV order in the eQuest+ system.

* -indicates a required field.

Adding Employees Fields

Field	Definition
Department	Drop-down field used to select the department of the employees you want to locate.
Reports to Me	Checkbox used to indicate that the employees you want to locate report to you.
Location	Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you type once you click Get, and you can select the location for the employees you want to locate from the drop-down field.
Get	Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria.
Last Name	Text field used to type the last name of the manager associated with the employees you want to locate.
Update Results	Button used to update the Employees list based on your selected filter criteria. You must use the Department, Reports to Me, Location, or Last Name fields to select at least one type of filter criteria to apply before you click the Update Results button.
Employees	List used to select the employees to which you want to assign the task. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees.
Select All	Checkbox used to select all employees in the Employees list.
Done	Button used to add the selected employees from the Employees list to the Employees field on the preceding pop-up.

Getting Documents Fields

Field	Definition
Document Type	Drop-down field used to select the document type of the documents you want to filter by.
Category	Drop-down field used to select the document category of the documents you want to filter by.
Language	Drop-down field used to select the language of the documents you want to filter by.
Corporate	Checkbox used to indicate whether you want to filter documents according to whether the document is a corporate document.
Name	Displays the name of the document. You can click the Name column hyperlink to attach the corresponding document to the task.
Form Category	Displays the category for the document.
Language	Displays the language setting for the document.

The process of ordering an EEV for an employee involves the following procedures:

The Placing the EEV Order and Reviewing EEV Order Results procedure is necessary if your business or organization manually submits EEV orders. If your business or organization automatically submits EEV orders, you should refer to Steps 4-5 of the Reviewing Employee Documents and Completing the Task with the Form I-9 Attachment procedure below to confirm the start date for the employee and choose an overdue reason for the EEV order as necessary before accepting the Form I-9 task.

Additionally, in the event that you do not want to utilize the Pangea system to verify employment eligibility via the E-Verify system, you can deactivate the EnableEEV Metadata setting but still complete the Form I-9 to meet USCIS requirements. Under these circumstances, the Placing the EEV Order and Reviewing EEV Order Results and Accessing the E-Verify Case from Pangea procedures are not applicable. Contact your system administrator for assistance with deactivating the EnableEEV Metadata setting.

If the employee has already completed the Form I-9 and you only need to reverify Form I-9 information for the employee, you should complete the Assigning a Task with a Form I-9 Attachment to an Employee procedure below and then refer to the Completing Section 3 of the Form I-9 topic for more information on reverifications. You can also send automated document expiration reminders and automatically assign the Form I-9 Section 3 completion task as the employment authorization or employment authorization document expiration date for employees that are eligible for reverification approaches. Contact your system administrator for assistance with configuring document expiration reminders and automated task profiles.

Assigning a Task with a Form I-9 Attachment to an Employee

From the Home dashboard, do one of the following:

If the task that includes the Form I-9 document as an attachment consists of a standard task from a task template, click the Assign task icon from the Tasks for My Review section on the Tasks tab and then continue to the next step.
If a standard task that includes the Form I-9 document as an attachment is not available, click the Create ad-hoc task icon from the Tasks for My Review section on the Tasks tab to create a new ad hoc task and then continue to Step 3.

Standard task templates allow you to group related tasks under a common process, such as benefits enrollment, for reuse to save valuable time as you assign tasks to employees. Ad Hoc tasks are available for one-time use only. Contact your system administrator for assistance if you are not sure whether a standard task that includes the Form I-9 document as an attachment currently exists.

From the Assign Tasks pop-up, select the task template you want to assign from the Task Template drop-down field. The Individual Task Scheduling list refreshes to display the individual standard tasks associated with the task template. Continue to Step 4.
From the Create Task page, type a unique name for the task in the Task Name field.
Click the Add button next to the Employees field. The Adding Employees pop-up displays.
Do one or more of the following to select criteria to locate the employees to which you want to assign tasks:

Select the department of the employees you want to locate from the Department drop-down field.
Click the Reports to Me checkbox to indicate that the employees you want to locate report to you.
Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed. Select the location for the employees you want to locate from the Location drop-down field.
Type the last name, or a portion of the last name, of the employees you want to locate in the Last Name field.

Click Update Results. The Employees list refreshes to display the employees that match the criteria you selected.
Select the employees to which you want to assign the task template from the Employees list. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. You can also click the Select All checkbox to select all employees in the list.
Click Done. The Assign Tasks or Create Task page refreshes to display the names of the employees you selected in the Employees field. If you are creating an ad hoc task, continue to the next step. If you are assigning a standard task, continue to Step 13.
Type a description for the ad hoc task in the Description field.
Click the Browse button next to the Select Document field to attach the Form I-9 document to the task. The Getting Documents pop-up displays.
Do one or more of the following as necessary to locate the Form I-9 document you want to attach to the ad hoc task:

Select the document type of the document from the Document Type drop-down field.
Select the document category of the document from the Document Type drop-down field.
Select the language setting of the document from the Language drop-down field.
Click the Corporate checkbox to filter the Getting Documents list by corporate documents.

The EEV ordering process is dependent upon utilizing a properly configured Form I-9 PDF form during the task assignment and completion processes. Contact your system administrator if you are not sure which document corresponds to the properly configured Form I-9 PDF form for your environment.

Click the Name column hyperlink for the corresponding document you want to attach to the task. The Create Task page refreshes and the Select Document field displays the name of the document you selected.
Type the due date, in MM/DD/YYYY format, for the task in the Due Date field. You can also click the Calendar icon to select the date you want. If you are assigning a standard task, repeat this step as necessary for each subsequent task in the list. If you are creating an ad hoc task, continue to Step 15, otherwise continue to the next step.
Select the employee type for which you want to assign the Form I-9 completion task from the Assignment Type drop-down field. If you select the Specific Employee option, select a lookup option from the Assign To drop-down field, type criteria for the employee in the Assign To text field, click Get, and then select the specific employee to which you want to assign tasks from the refreshed Assign To drop-down field as necessary.
Select the employee type of the employee you want to assign as the reviewer for the Form I-9 completion task from the Routing Type drop-down field. If you select the Specific Employee option, select a lookup option from the Route To drop-down field, type criteria for the employee in the Route To text field, click Get, and then select the specific employee that you want to assign to review and then accept tasks from the refreshed Route To drop-down field as necessary.
Click the Upon Completion Notify Manager checkbox to indicate whether you want to notify the manager associated with the employees you selected once the tasks are complete.
Click Submit.

Reviewing Employee Documents and Completing the Task with the Form I-9 Attachment

Once the employee receives the task that includes the Form I-9 document as an attachment, completes Section 1 of the Form I-9, and marks the task as complete, you can use the following procedure to review and confirm the employment eligibility documents that the employee provides and then accept the corresponding task:

Once the employee receives the task that includes the Form I-9 document as an attachment and marks the task as complete, based on the options the employee selects for Section 1 of the Form I-9, you should contact the employee and request for them to supply you with copies of documents or resources which prove employment eligibility before you begin the following procedure.

From the Tasks for My Review section on the Tasks tab of the Home dashboard, click the hyperlink for the task name. The Review Task Details pop-up displays.
Click the Document hyperlink for the Form I-9 document.
Based on the options the employee selects for Section 1 of the Form I-9 document and the documents or resources the employee provides as proof of employment eligibility, complete Section 2 of the Form I-9 document. If your business or organization automatically submits EEV orders, the Review Task Details pop-up refreshes to display the Confirm Start Date section, and you can proceed to the next step. If your business or organization manually submits EEV orders, continue to Step 6.

Refer to the U.S Citizenship and Immigration Services Web site at www.uscis.gov/i-9 for more information and guidelines regarding Section 2 of the Form I-9 document for Employment Eligibility Verification.

Additionally, when supplying information for Section 2 of the Form I-9 document, if one of the documents that employees provide as proof for employment eligibility is a U.S. state-issued driver's license or ID card, you must type the official two-character abbreviation for the state in the Issuing authority form field from List B. For example, if the employee provides a driver's license from the South Carolina Department of Motor Vehicles, you should type "SC" as the value for the Issuing authority form field in List B of Section 2. Refer to the Official State Abbreviations page of the United States Postal Service Web site for more information regarding official two-character abbreviations for U.S. states.

Review the date that displays in the Confirm Start Date field. If the field does not display the correct start date for the employee, type the correct date, in MM/DD/YYYY format, for the employee. You can also click the Calendar icon to select the date. In the event that you exceed the deadline for submitting the EEV order, the Confirm Start Date section displays the Overdue Reason drop-down field, and you can proceed to the next step. If you have not exceeded the deadline for submitting the EEV order, continue to Step 6.
Select a reason for exceeding the deadline for submitting the EEV order from the Overdue Reason drop-down field as necessary. If you select the Other option from the Overdue Reason drop-down field, type details regarding the reason for exceeding the deadline in the Other Reason field. You can type a maximum of 200 alphanumeric characters in the Other Reason field.

Typically, employers must complete the Form I-9 and submit an EEV order within three business days of the start date for an employee. If the employer exceeds this deadline, the Overdue Reason drop-down field displays as a required field, and you must select an option from the Overdue Reason drop-down field when you place the EEV order.

Review the information for the task. If you want to accept the task and the task requires you to provide an electronic signature and signature date, continue to the following step, otherwise continue to Step 8.
Type your name in the Enter First and Last Name field as necessary and then type the current date, in MM/DD/YYYY format, in the Select PDF Signing Date field. You can also click the Calendar icon to select the date.
Type any review notes related to the task that you want to make available to the employee in the Notes to Employee field.
Type any notes, available only to the manager for the employee, that you want to include for the completed task in the My Notes (Private) field.
Click Accept Task to mark the task as accepted. The Form I-9 completion task is approved and routed accordingly.

If your business or organization automatically submits EEV orders, once you accept the task, the EEV order is automatically placed for the employee. In the event that you exceed the deadline for submitting the EEV order, the Review Task Details pop-up refreshes to display the Confirm Start Date section, and you must provide a reason for the overdue order. The ability to automatically submit EEV orders is based on whether the EnableAutoOrderEEV Metadata setting is active. Contact your system administrator for assistance with activating the EnableAutoOrderEEV Metadata setting.

The Reject Task button displays as inactive if the task consists of a Form I-9 completion task for which you are completing Section 2. Under these circumstances, if you need to avoid accepting the task, you must cancel the task and then reassign it to the employee. Contact your manager or system administrator for assistance with canceling Form I-9 tasks.

Additionally, if you receive an error message indicating that the EEV order failed after clicking Accept Task, there may be an issue with the information in Section 1 or Section 2. Under these circumstances, you must use the Verify I-9 Documents page to update Section 2 in order to resolve the issue before you can accept the task and automatically submit the EEV order. If you receive an error message indicating that you must provide an account after clicking Accept Task, you should contact your system administrator for assistance.

Placing the EEV Order and Reviewing EEV Order Results

Once the reviewer marks the task as complete, you can use the following procedure to initiate the EEV order from the Manage Employees tab of the Manager dashboard:

The following procedure may not be applicable if your business or organization automatically submits EEV orders. Under these circumstances, once task reviewers successfully complete Section 2 of the Form I-9 and accept the task, the EEV order is automatically placed for the employee. In the event that you exceed the deadline for submitting the EEV order, the Review Task Details pop-up refreshes to display the Confirm Start Date section, and you must provide a reason for the overdue order by following Steps 4-5 of the previous procedure before you can click Accept Task on the Review Task Details pop-up. The ability to automatically submit EEV orders is based on whether the EnableAutoOrderEEV Metadata setting is active. Contact your system administrator for assistance with activating the EnableAutoOrderEEV Metadata setting.

The EEV Status column displays with static "I-9 SSN Applied for" text if the employee selects the Applied for SSN checkbox when completing Section 1 of the Form I-9, or static "Pending Receipt" text if the manager selects the Receipt option when completing Section 2 of the Form I-9 to effectively indicate that the employee is awaiting their official SSN from the Social Security Administration or is awaiting their actual employment eligibility document information. Under these circumstances, you should refer to the About Form I-9 SSN Pending and Document Receipt Workflows topic for more information on how to proceed.

From the Manage Employees tab of the Manager dashboard, click the Submit Order hyperlink under the EEV Status column for the corresponding employee from the My Employees list. The Confirm Start Date pop-up displays.
Review the date that displays in the Confirm Start Date field. If the field does not display the correct start date for the employee, type the correct start date, in MM/DD/YYYY format, for the employee. You can also click the Calendar icon to select the date.
Select a reason for exceeding the deadline for submitting the EEV order from the Overdue Reason drop-down field as necessary. If you select the Other option from the Overdue Reason drop-down field, type details regarding the reason for exceeding the deadline in the Other Reason field. You can type a maximum of 200 alphanumeric characters in the Other Reason field.

Click Order EEV. A message displays to indicate that the EEV order request was successful.

If the Confirm Start Date pop-up does not display a message to indicate that the EEV order request was successful after you click Order EEV, this is likely due to an issue with invalid or incomplete information in the Form I-9 document. Under these circumstances, the Confirm Start Date pop-up refreshes to display error messages that provide details on why the order failed.

Once you successfully place the EEV order, a View Status hyperlink displays in place of the Submit Order hyperlink from the EEV Status column for the corresponding employee from the My Employees list. You can click the View Status hyperlink to review details for the EEV order in the eQuest+ Employment Screening and Drug Testing system. The pop-up that displays includes the Background Report for the EEV order from the eQuest+ system. Refer to the Accessing the E-Verify Case from Pangea topic for more information on how to access and proceed with the EEV case within the GIS eQuest+ and E-Verify systems.