PeopleMatter: E-Verify: How do I Manage a Duplicate Case?

Overview

The Duplicate Case notification warns the Administrator or Manager that an E-Verify case has previously been initiated for this employee. This status appears once the I-9 is completed and submitted to E-Verify and the administrator will see the following message shown in Fig.1 below.

Please note: This is not an error and this must be managed by the Administrator or Manager

Fig.1 - Duplicate Case notification

Managing a Duplicate Case

• Select Actions

There will be four options presented as shown in Fig.2 below.

Fig.2 - Duplicate Case Actions

Option 1: View Duplicates

• • Select View Duplicates
  • PeopleMatter will present the status, case number, date initiated, SSN, hire date, and by whom the duplicate case was initiated by
  • Select OK

Fig.3 - View Duplicates

Option 2: View & Edit Case Details 

• Select View & Edit Case Details

PeopleMatter will display the information included in the original case. Take one of the following actions:

• Send to Employee - if the information needs to be updated
• Continue - if the information is correct
• Close Case - if the information is not correct and cannot be updated
• Close Case - if created in error or no longer needed
• •  

Fig.4 - View and Edit Case details page

Option 3: Continue with Duplicate Case

• Select Continue with Duplicate Case

PeopleMatter will allow the administrator to continue through the E-Verify process with the duplicate case. The administrator will need to select the appropriate response as to why they are creating the duplicate case.

• • Select Continue or Close Case

Fig.5 - Continue with Duplicate Case Page

Option 4: Close Case

• Select Close Case

If you see that the status is now Pending, refresh your page to see an updated status. Take appropriate action.

Fig.6 - Pending Status