E-Verify Tentative Nonconfirmation Case Log

E-Verify tentative nonconfirmation case log

An E-Verify tentative nonconfirmation case log is a restricted administrative record for one case. Record the E-Verify case number, the system result, notice delivery evidence, the employee's stated choice, any referral date, the next status check, the authorized employer owner, and the final status shown in E-Verify. The log supports follow-up. It does not replace E-Verify or authorize a coordinator to interpret eligibility.

A mismatch does not by itself mean that an employee lacks work authorization. The employer follows the steps and timing shown in E-Verify, gives the required system-generated notice, and avoids adverse action while the case remains in a temporary status.

Record the case without copying identity documents

Field	What to record	What stays outside the log
Case reference	E-Verify case number and creation date	Copies of identity documents unless the employer's controlled process requires them
Result	Exact status displayed in E-Verify	An interpretation of work authorization
Notice	Further Action Notice version and delivery evidence	Unnecessary personal details
Employee choice	Contest or not contest as stated by the employee	Advice about which choice to make
Referral	System referral date and confirmation delivery	A promise about agency resolution
Follow-up	Next check date and authorized owner	Automated assumptions about the result
Closure	Final status and system closure evidence	A separate employment decision

Keep the notice step private and exact

The E-Verify employer guidance tells employers to review the Further Action Notice privately with the employee and give the employee a copy. The case log should show when the approved notice was generated, which version was delivered, how delivery was confirmed, and who handled the meeting.

Do not summarize the mismatch in a broad HR queue. Use a neutral restricted status such as notice meeting due. The detailed case record should remain available only to staff whose role requires it. If the employee needs language assistance or cannot read the notice, follow the instructions supplied with the notice rather than improvising a summary.

Capture the employee's choice without steering it

The employee decides whether to take action on the mismatch. Record the decision exactly as documented on the notice and the date it was received. Do not mark the person as ineligible, recommend a choice, or add commentary about why the mismatch occurred.

E-Verify's current guidance sets system-specific federal government working day periods for employer notice, employee choice, and referral action. Because the system and guidance control the live deadline, record the date shown for the case and have an authorized user confirm it. A generic spreadsheet formula should not overrule the displayed case instructions.

Track referral and temporary statuses

When the employee chooses to take action, the authorized employer user completes the referral in E-Verify. Store the referral date, confirmation identifier, evidence that the Referral Date Confirmation was delivered, and the next planned system check. The employee, DHS, SSA, and E-Verify control the resolution steps.

Temporary results can require waiting or an employer data review. Copy the exact system status and route any requested employer action to the authorized user. Do not close the administrative record merely because the first follow-up date arrives.

Separate case closure from an employment decision

Close the log only after the authorized user records the final E-Verify result and completes any required system closure step. If the final result requires an employer decision, link the restricted decision record without restating sensitive details in a general tracker.

HR administration support can maintain notice evidence and follow-up dates within an employer's written access rules. Use the employee record access request queue for a separate request to inspect records. Those workflows should not share open access.

Need help maintaining this workflow?

HireBackOffice can provide recurring administrative support for intake, evidence checks, follow-up, and exception routing within your written controls. Your authorized staff retain every decision described in this guide. Contact HireBackOffice to discuss the workflow.