E-VERIFY FOR PUBLIC CONTRACTORS: VENDOR MASTERS

U.S. law requires companies to employ only individuals who may legally work in the United States–either U. S. citizens, or foreign citizens who have the necessary authorization. E-Verify (through the U. S. Citizenship and Immigration Services) is an internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. Some states (Georgia, for example) also require that the government entity collect affidavits from public works contractors who contract (or bid to contract) for a public works contract or a contract that involves the operation or maintenance of a government building or structure. This affidavit must include the contractor’s Federal Work Authorization User Identification Number (E-Verify Number) and the Date of Authorization for that number. To meet these additional requirements, two new fields have been added to the Vendor Master file (located on the E-Verify tab). The process for creating new vendor masters has also been modified to include these two new fields. Since the definition of a public works contractor can vary from state to state, entity officials are advised to refer such matters to the entity’s legal counsel. OpenRDA customers who have level 3 of the Archive module (F.A.S.T.) can scan these affidavits and attach as documents to the vendor master.