What to Know Before Enrolling in E‑Verify: A Guide for First‑Time Users

E‑Verify is a critical piece of the hiring and compliance process for many U.S. employers. But if you’re new to E‑Verify, it’s not always clear where to start. Much of the information available today assumes you're already enrolled or deeply familiar with integration workflows.

This guide is designed for first-time users - businesses and HR teams exploring E‑Verify for the first time. We’ll walk through what it is, what it means to enroll, and how to prepare your team to implement it the right way.

What Is E‑Verify - and How Is It Different from Form I‑9?

Form I‑9 is required by federal law and documents an employee’s identity and work authorization based on physical documents provided by the employee. E‑Verify goes a step further. It is an online system operated by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) that electronically confirms the information provided on the I‑9 against government records.

Unlike Form I‑9, E‑Verify is not required for all employers at the federal level. However, it does become mandatory in certain cases - especially when state laws or federal contracts apply.

For a deeper look at how E‑Verify works, visit our overview page.

Is E‑Verify Required for Your Business?

E‑Verify is not federally required for all employers, but several states and federal contracts do make it mandatory. For example, if your business holds a federal contract with the FAR E‑Verify clause, you're required to use the system for all new hires and some existing employees. Additionally, states like Alabama, Arizona, and South Carolina mandate E‑Verify for public employers and contractors.

Understanding whether your business is subject to these requirements is essential before enrolling. Check your state’s E‑Verify requirements to ensure you're in compliance with any applicable laws.

Even if it’s not required for your organization, many employers adopt E‑Verify voluntarily to reduce risk and demonstrate a proactive approach to workforce compliance.

What to Know Before You Enroll

Enrolling in E‑Verify is a commitment, and it’s important to understand the responsibilities that come with it. Once you’re in, you must follow specific timelines, usage rules, and employee rights procedures.

Key considerations before enrolling include:

• Mandatory use for all new hires
  • Once enrolled, you cannot pick and choose which hires go through E‑Verify. It must be used consistently at each covered hiring site.
• Strict verification timelines
  • You must initiate an E‑Verify case no later than the third business day after a new hire’s start date.
• Non-discrimination obligations
  • E‑Verify cannot be used to pre-screen candidates or selectively verify based on perceived nationality or immigration status.
• Policy and process updates
  • HR teams will need training, and your hiring procedures must be updated to reflect E‑Verify usage.

What “E‑Verify Integration” Really Means

E‑Verify integration refers to connecting the E‑Verify process directly into your Form I‑9 workflow - typically through a digital I‑9 platform. This eliminates the need to log into the federal E‑Verify portal separately and manually re-enter employee data.

An integrated solution offers:

• Real-time verification directly from your I‑9 system
• Automated data transfer to reduce errors
• Status tracking and alerts
• Built-in documentation and audit trails

In contrast, manual E‑Verify usage requires a separate login, redundant data entry, and extra tracking effort - especially risky when handling large hiring volumes.

How to Enroll in E‑Verify

If you’re ready to get started, here’s what the enrollment process looks like:

1. Assess your eligibility and legal obligations. Determine whether you’re required to enroll based on federal or state mandates - or if it’s a proactive decision for compliance.
2. Register with DHS. Begin the enrollment process on the official E‑Verify site. You’ll be required to sign a Memorandum of Understanding (MOU) that outlines your responsibilities.
3. Complete training. Designated administrators must complete DHS-provided tutorials to ensure proper usage of the system.
4. Prepare internally. Before going live, update your hiring policies, train relevant staff, and ensure systems are ready to support E‑Verify compliance.
5. Explore integration options. If you're using a digital I‑9 platform like i9 Intelligence, you can use E‑Verify integration to streamline your process.

Common Pitfalls to Avoid

For first-time users, there are several common mistakes that can lead to compliance gaps or legal exposure:

• Failing to initiate E‑Verify cases within the required time window
  • Employers must begin the E‑Verify process no later than the third business day after a new hire’s start date. Missing that deadline—even unintentionally—can result in a compliance violation.
• Using E‑Verify inconsistently across locations or roles
  • Once enrolled, E‑Verify must be used consistently for all new hires at applicable worksites. Selective use can lead to legal and regulatory issues, especially around discrimination.
• Acting prematurely on Tentative Nonconfirmations (TNCs)
  • A TNC doesn’t mean an employee is unauthorized to work. Employees must be given proper notice and an opportunity to resolve the mismatch. Acting too quickly can violate their rights.
• ‍Assuming enrollment alone guarantees compliance—without process oversight‍
  
  • Simply enrolling in E‑Verify isn’t enough. Employers must have clear internal procedures, trained staff, and consistent documentation to ensure full compliance.

Awareness of these issues early can prevent costly errors down the line—and help you implement E‑Verify with confidence.

How i9 Intelligence Helps First-Time Users

i9 Intelligence is designed to support new E‑Verify users with seamless integration and automated compliance checks. Our platform connects directly to E‑Verify, launching cases automatically from the completed Form I‑9 and tracking each case in real time.

With i9 Intelligence, you benefit from:

• Smart workflows that reduce manual entry and errors
• Built-in guidance for handling TNCs and compliance steps
• A centralized dashboard for monitoring status across locations
• Complete audit trails and automated reporting

Whether you're preparing to enroll or need support after registration, we can help simplify the entire process.

Next Steps

If you're considering E‑Verify for the first time, it pays to start with a clear understanding of your risk and readiness. Use our free I‑9 Audit Tool to quickly assess your current compliance posture.

When you’re ready to move forward, reach out for a personalized demo to see how our platform can make your E‑Verify enrollment and integration seamless.