This article guides you through setting up and using E-Verify in UKG Ready. It covers enablement, registering company and users with required training and testing, and employee verification via E-Verify with Form I-9. Troubleshooting tips address issues like phone number formatting and inactive company status.
1. Setting Up E-Verify in Solutions Exchange
5. Updating an I-9 After a Name Change (with E-Verify)
1. Setting Up E-Verify in Solutions Exchange
Log in and navigate to Settings > Solutions Exchange > Solutions Exchange
-
Click on the ‘All products’ tab or Search for and select E-Verify Connector
- Select the 'Configure' button:
- Based on the company information, the County and EIN field will be pre-populated
- For Multi EIN accounts, this will be the default/main EIN's FEIN #
- For Hiring Sites, select ‘Single Site Employer’ if client has only one location
- If client has more than one location, select the Hiring Sites as ‘Multiple Site Employer’, then enter the number of locations into the # Hiring Sites field
- If client has locations in multiple states, select the Hiring Sites as ‘Multiple Site Employer’, then select 'Add Hiring State' to add all applicable states and the number of locations in each state into the # Hiring Sites field
- After all the required information is complete, select 'Save'
2. Registering E-Verify
Complete the E-Verify Registration widget. This needs to be done by the appropriate Company Administrator.
- Click on the hyperlink to Accept Terms and Conditions to electronically accept with password
- Once terms and conditions are accepted, click on the next hyperlink, Complete Required Company Information
- Click on the hyperlink Sign the Memorandum of Understanding to electronically sign with password
- Once all links are selected and signed, the registration is complete, and a 25-page signed MOU (Memorandum of Understanding) will populate with the Company ID Number and Client Company ID Number
- For Multi EIN accounts, this will display only the default/main EIN's company name
UKG will create a case to confirm the setup was completed. The case subject will be ‘POD2: E-Verify MOU Signed’, and the UKG case will be automatically closed. The client will be emailed as well.
- The email address entered on the Solutions Exchange app during setup is who will receive the email from UKG
3. Registering Users
Now that the company registration is complete, you will need to complete a user registration.
- Navigate to Team > HR > Employee Maintenance > E-Verify
- For any additional users, the Security Profile needs to be updated with the above-mentioned settings and EACH user needs to complete the training/test to access E-Verify (it will take about 2 business days to open the portal in UKG Ready once the test is passed)
- If there are any issues with access not being granted, your CSR will need to open a case with UKG
- Click on the hyperlink Start Tutorial; you will be required to complete a training tutorial on the verification process
- All sections will need to be reviewed to complete the tutorial
- Once the tutorial is complete, the hyperlink for Start Test will be available to select. You will have 10 questions to answer and must receive a score of 80% or higher to complete the test
After the user registration is complete, you will be validated within 1-2 business days to begin using the verification process.
4. Verifying Employees
Once access is granted and confirmed, users can then verify employees under Team > HR > Employee Maintenance > E-Verify.
- Click 'Add New'
-
On the Enter Form I-9 Information tab, users will then need to enter required fields such as the employee’s Social Security Number, Date Of Birth, Hire Date, Overdue Reason for completing the verification, Citizenship Status, of Document Types provided for proof of citizenship (passport, license, etc.) If the employee already has a completed Form I9 in the system, this information will be pre-populated based on that form. By completing this section and clicking Continue, this will create a case with E-Verify, which will then generate an immediate response. The case can be monitored from this page under the Verification Results tab. When complete, the case can be closed and then viewed under the Case Closed tab
- Alternately, verification can be done directly within the Form I9 by selecting the 'Add E-Verify Request' button. (Team > HR > Forms > Government Forms > I9s)
- Users will then manually verify the employee’s information by filling in required fields. When clicking Save and/or clicking the Mark Externally Verified button, the system will inform the user if required fields are missing.
-
After completing and saving the form and clicking the Mark Externally Verified button, the following confirmation pop-up will display. Clicking Yes will not allow further changes to the form. Click No, if unsure.
NOTE: In some circumstances, a case's current status will be marked 'Manual Review,' and can remain that way for several months. Once that has been resolved by the E-Verify team, you may receive a notice of Tentative Non-Confirmation. If the employee is no longer with the company, mark it as Not Contesting, then complete the follow-up questions accordingly.
Updating an I-9 After a Name Change (with E-Verify)
When an employee legally changes their name, you do NOT create a new I-9.
Instead:
- Update the employee’s legal name in their Account/HR record.
- Update the name inside the existing I-9 (Section 3).
- Notify E-Verify of the name change.
Below is the step-by-step process to follow for UKG Ready:
STEP 1 — Update Employee Name in Ready HR
- Go to: Team → My Team → Employee Information → Account Info → Personal
- Update:
- Legal First Name
- Legal Middle Name (if applicable)
- Legal Last Name
- Suffix (if applicable)
- Save.
NOTE: You must update this BEFORE updating the I-9, otherwise Section 3 will not match the employee file.
STEP 2 — Update the I-9 Using Section 3 (Reverification / Rehire Section)
Even though name changes do NOT require reverification, USCIS requires updating Section 3 for name changes.
- Go to: Team → My Team → Employee Information → Forms → Form I-9
- Then:
- Open the employee’s existing I-9 by checking the box next to the employee and then selecting Reverify I9
- Click Section 3 – Update/Correct
- Select Name Change
- Update:
- New Legal Name
- Reason for Name Change (optional note)
- Employer completes:
- Signature
- Date
- Title
- Business Name/Address auto-populates
- Save & finalize.
STEP 3 — Notify E-Verify of the Name Change
This step is required.
E-Verify does NOT automatically sync demographic changes.
Once the I-9 Section 3 is updated:
- Go to E-Verify Case for the employee
- Click Update Employee Information
- Confirm:
- New name
- SSN (if updated—rare)
- DOB (if updated)
- Submit the case update
If the case is already closed:
✔ You do not open a new case.
✔ Simply update the E-Verify profile with the new legal name.
This keeps your E-Verify records compliant.
Troubleshooting
E-Verify errors can occur for various reasons. Common issues and possible solutions include:
Issue: Internal System Error. Contact Your System Administrator error received when submitting an E-Verify Request.
- Solution: This error can be caused by incorrect information, unallowed characters, or incorrect document numbers (e.g., a passport number that is too long). Verify all information on the form is correct and no characters like "/" are used in the form, or that numeric characters are not being used in text fields. Correct the information on the E-Verify request and submit.
Issue: Please contact your manager to update your Phone number or modify it to the e-verify standard - 10 numbers (example: 5555555555)
- Solution: In order for an admin or manager to submit an EVerify case, their primary phone number and their Manager's primary phone number must be in the proper EVerify format. The proper format is strictly numeric values; no spaces or special characters, such as parentheses or dashes.
Note: When logging in as System Admin, you will not be able to create an EVerify case. A Company Admin (or someone who has proper access, if not a Company Admin) would need to log in and create the EVerify case. This is as a result of the federal requirements to know "who" did the e-verify and that they have a phone number in the system to be reached out to by the government if needed.
Issue: The client company is not Active in E-Verify OR Unauthorized to perform case operation for client company.
- Solution: This could indicate the client company is not Active in UKG's E-Verify account, and you will need to submit a case for UKG to resolve.
Issue: Alien # is not 9 digits
- Solution: An 'A' is required in front of the alien number
Issue: Information doesn't match the employee's I-9 data
- Solution: This just means there is no I-9 on file and approved in the system. Ensure the employee has completed their I-9 form, and an Admin has approved it BEFORE submitting an E-Verify case.
Issue: Social Security Number on Form I-9 & E-Verify Case Submission
- Solution: The Form I-9 Social Security Number (SSN) field is optional, per the form's instructions. However, it also states, 'UNLESS the employer participates in E-Verify, then it is required to submit the E-Verify Case for review.' As a result, the system does not include the SSN in the validation. This was done to support international users who may not have a SSN. While the SSN is optional on the I-9 itself, it becomes required at the time of E-Verify submission. If missing, the system will display a red asterisk and prevent submission.
Note: Clients may ask if they can make the Social Security Number (SSN) a required field on the I9 since they participate in E-Verify. The SSN field on the I-9 cannot be made mandatory within the form itself. The system automatically enforces the SSN requirement when an E-Verify case is created. Additionally, Section 2 of the I-9 must be completed before the “Continue” option to submit to E-Verify becomes available.