E Verify Third Party Agent: Simplify 3 Steps

Why E-Verify Compliance Doesn’t Have to Overwhelm Your HR Team

An e verify third party agent is any person or company that provides E-Verify services to employers, handling the employment verification process on behalf of its clients.

Quick Answer: What E-Verify Third Party Agents Do

• Enroll your company in the E-Verify system under their agent account
• Create E-Verify cases for your new hires within required deadlines
• Manage case results including Tentative Nonconfirmations (TNCs)
• Provide required posters and compliance documentation
• Handle all communication with the E-Verify system

For HR managers, E-Verify compliance can be overwhelming. You must complete Form I-9 for every new hire and create a case in the government’s system within three business days. A single error or missed deadline can lead to penalties.

The good news is you don’t have to manage this alone. An e verify third party agent handles the entire verification workflow, acting as a compliance partner who understands the intricate rules. This frees you to focus on what matters most: building your team.

What Is an E-Verify Employer Agent and Why Use One?

Feeling overwhelmed by employment verification requirements? You’re not alone. E-Verify, the government’s internet-based system for confirming work authorization, is a critical compliance step. Run by the Department of Homeland Security and the Social Security Administration, the system is free, but using it correctly is a major task.

This is where an E-Verify Employer Agent becomes your best friend. These are authorized third-party companies that handle the entire E-Verify process for you. Think of them as your outsourced compliance team, managing the details so you can focus on your business.

When you partner with a trusted agent, you’re handing your compliance headaches to experts. Our E-Verify Outsourcing approach takes the guesswork out of staying compliant.

The Services They Offer

An e verify third party agent offers a complete package of services to make your life easier.

• Form I-9 Management: Agents assist with or handle the completion of Form I-9, catching common mistakes and often providing electronic systems for easy storage.
• E-Verify Case Processing: This is their core function. Agents create cases, submit required information, and manage the entire process, including photo matching, within the three-day deadline.
• Compliance Support: Agents provide required workplace posters, offer training on E-Verify rules, and keep you updated on regulatory changes.
• Onboarding Assistance: They integrate E-Verify smoothly into your hiring process, turning a compliance hurdle into a simple step. For more details, check out our E-Verify and I-9 resource.

Key Benefits for Your Business

Why choose an e verify third party agent? The advantages are game-changing.

• Time Savings: Your HR team gets back hours previously spent on E-Verify paperwork.
• Reduced Administrative Burden: Fewer forms to track, deadlines to remember, and opportunities for costly mistakes.
• Expertise and Accuracy: Agents are specialists who stay current on all regulations and catch errors before they happen.
• Compliance Assurance: Gain peace of mind knowing you’re meeting federal requirements and avoiding potential penalties.
• Support for Businesses without Dedicated HR Staff: You don’t need a full-time HR department to stay compliant when you have an expert agent.
• Streamlined Hiring Compliance: The process becomes a smooth, seamless operation from I-9 completion to final verification.

Using an e verify third party agent is about reclaiming your time and reducing stress while ensuring everything gets done right.

The E-Verify Process with a Third-Party Agent: A Step-by-Step Guide

Working with an e verify third party agent transforms a compliance headache into a smooth workflow. You handle what happens in your office, and your agent handles the government systems. To see how this fits into your hiring journey, check out our E-Verify Onboarding Process guide.

Step 1: Choosing and Enrolling with Your Agent

Choosing the right e verify third party agent requires due diligence, as the DHS does not certify providers. Look for agents with a strong track record and robust security. The enrollment process is simple: your agent sets up your company under their E-Verify account. You will provide your Employer Identification Number (EIN), business addresses, and the first three digits of your North American Industry Classification System (NAICS) code. The final step is signing the Memorandum of Understanding (MOU), which outlines the responsibilities of both parties. Many agents offer simple online portals where you can register your company with an agent in minutes.

Step 2: The Employer’s Role: Form I-9 and Information Sharing

Even with an agent, you have key responsibilities. You must properly complete Form I-9 for every new hire. This includes physically examining the employee’s original identity and work authorization documents; this cannot be delegated. Your agent can’t do this remotely. Once the I-9 is complete, you must send it to your agent promptly. Many agents will review your I-9 for common mistakes, leveraging their expertise in Third Party I-9 Verification. Since E-Verify cases must be created within three business days of the employee’s start date, timely submission is essential for compliance.

Step 3: The Agent’s Role: Creating and Managing E-Verify Cases

Once your e verify third party agent receives the Form I-9, they take over. They create the E-Verify case within the three-business-day deadline, carefully entering the employee’s information. If a photo matching step is required for documents like a Permanent Resident Card, your agent will guide you through it. They also manage recordkeeping, ensuring the E-Verify case number is recorded on the Form I-9 or that case details are attached, keeping you audit-ready. Many agents offer portals where you can Submit E-Verify I-9 forms directly.

Step 4: Understanding and Handling E-Verify Case Results

Your agent interprets the case results and guides you on the next steps.

• Employment Authorized: The employee is cleared to work. No further action is needed.
• Tentative Nonconfirmation (TNC): This indicates a data mismatch, not ineligibility. Your agent provides a Further Action Notice for you to give the employee, who then has 10 federal government working days to contest it. You cannot take adverse action against an employee for a TNC.
• Case in Continuance: The status while a contested TNC is under review.
• Final Nonconfirmation: E-Verify has determined the employee is not authorized to work. Your agent will guide you on the proper steps, which usually involves ending employment.
• Needs More Time: A rare result meaning the system needs more time to process.

Throughout this process, your e verify third party agent serves as your guide, ensuring you handle each result correctly. For more on tracking cases, visit our E-Verify Status Check page.

Key Responsibilities for Employers and Your e verify third party agent

Partnering with an e verify third party agent is a collaborative relationship. This shared responsibility model ensures nothing falls through the cracks while maximizing efficiency. Your agent takes on the heavy lifting, but you retain important duties that only an employer can fulfill. For guidance on this balance, explore our E-Verify Best Practices resource.

Here’s how the key responsibilities break down:

Your Responsibilities as the Employer

As the employer, your core duties are non-delegable. You are responsible for the accurate and timely completion of Form I-9, including the physical examination of original documents. You must then provide the completed I-9 to your agent promptly to meet the three-day deadline. It is also your job to display the required E-Verify posters in the workplace. If a Tentative Nonconfirmation (TNC) occurs, you must notify the employee privately and provide the Further Action Notice. Crucially, you must never take adverse action against an employee based solely on a TNC result. For a full breakdown, see our guide on E-Verify Employer Requirements.

Responsibilities of Your e verify third party agent

Your e verify third party agent handles the administrative and technical workload. Their duties begin with client enrollment, where they register your company and guide you through the MOU. They provide essential materials like the user manual and workplace posters. Their primary operational duty is timely case creation within the three-day window. They manage TNC results by notifying you and providing the correct forms. A critical responsibility is safeguarding Personally Identifiable Information (PII) with secure systems. Finally, good agents provide ongoing training and support, keeping you informed of policy changes. Learn more about these benefits at our E-Verify Employer Agent Service page.

Navigating Costs, Security, and Future Changes

When considering an e verify third party agent, you’re making a decision that affects your budget, data security, and future-readiness. It’s important to look at the financial planning, data protection, and upcoming regulatory changes.

What Are the Costs of Using an e verify third party agent?

While the government’s E-Verify system is free, e verify third party agent services charge for their administrative work and expertise. Fees are not regulated by the government. Common pricing models include a per-employee fee (often around $10 per case) and a one-time setup fee (around $40). Many agents avoid monthly subscriptions, offering predictable costs. When evaluating cost, consider the value of time saved, errors avoided, and compliance peace of mind. For a detailed breakdown, see our E-Verify Compliance Cost guide.

Privacy, Security, and Virtual Verification

Your employees’ personal information must be protected. The best agents treat Personally Identifiable Information (PII) with care, using encrypted data transmission, secure online portals, and strict access controls. They should also have clear protocols for securely destroying old records.

For businesses hiring remote employees, virtual I-9 inspections via live video call are an option, but there’s a catch: you must be enrolled in E-Verify for all hiring sites using this method. An experienced agent is invaluable for navigating these specific rules. Our E-Verify Remote Hiring Complete Guide covers everything you need to know. The government uses Experian for identity validation in its E-Verify Self Check service, as detailed in the DHS information on identity validation.

The Future: E-Verify+ and Its Impact

Change is coming with E-Verify+, a potential game-changer for hiring compliance. The concept is to combine the I-9 and E-Verify processes into one streamlined system. Employees might enter their own information, reducing errors and improving privacy. This could lead to a portable verification status that workers carry from job to job.

For an e verify third party agent, this means adapting systems to integrate with the new platform. Smart agents are already preparing for these system integration challenges to ensure their software communicates seamlessly with updated government portals. Choosing a forward-thinking agent ensures you’re prepared for tomorrow’s compliance landscape.

Frequently Asked Questions about E-Verify Agents

It’s natural to have questions when considering an e verify third party agent. Here are answers to some of the most common concerns.

How do I change or terminate my relationship with an E-Verify agent?

Switching your e verify third party agent requires careful planning to avoid compliance gaps. First, enroll with your new agent before terminating the old relationship. Your former agent is required to resolve and close all open E-Verify cases, even after you give notice. Most agents require a 30-day termination notice, during which they will finalize pending cases but not create new ones. Before the account is closed, be sure to get an audit report of your E-Verify history for your records.

Does using an agent remove my company’s liability for compliance?

No. Using an e verify third party agent does not remove your company’s liability. It creates a shared responsibility model. While the agent handles the technical processing, you, the employer, retain ultimate legal responsibility for compliance. You are still required to complete Form I-9 accurately, physically inspect documents, and respect employee rights, such as not taking adverse action based on a Tentative Nonconfirmation. A reputable agent is a partner who helps you meet these obligations, but they do not absolve you of them.

Are federal contractors required to use E-Verify?

Yes, many federal contractors are required to use E-Verify. If your federal contract includes the Federal Acquisition Regulation (FAR) E-Verify clause, you must use E-Verify for all new hires, regardless of whether they work on the contract. You also generally need to verify existing employees assigned to the contract. This mandate is a common reason many businesses first encounter E-Verify. The complexity of these rules makes an experienced e verify third party agent especially valuable for contractors. For more, see our dedicated E-Verify for Contractors page.

Partner with an Expert to Ensure Compliance

Navigating E-Verify compliance, with its strict deadlines and complex Form I-9 rules, can be a significant burden. A single error can lead to costly penalties. But you don’t have to manage this complex process alone.

Using an e verify third party agent provides peace of mind and ensures accuracy. Your HR team can focus on building your company culture while compliance experts handle the technical details.

At Valley All States Employer Service, we understand that every business is unique. Whether you’re a small business without dedicated HR staff or a large enterprise, we provide the specialized knowledge to keep your company compliant. We pride ourselves on minimizing errors and reducing administrative burden, allowing you to focus on your core business.

Our approach is straightforward: expert, impartial, and efficient processing. We become your compliance partner, staying current with regulatory changes and ensuring your entire E-Verify workflow runs smoothly. You get back the time your team was spending on paperwork, reducing stress and freeing up resources for strategic initiatives.

Ready to simplify your hiring compliance? Explore our E-Verify Outsourcing solutions today and let us handle the complexities, so you don’t have to.