• What is E-Verify? (E-Verify or Immigration Affidavit)

    E-Verify is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility. The Immigration Affidavit, sometimes referred to as an E-Verify Affidavit, is a form required as specified below. E-Verify registration can be completed at the Federal Government website.

  • Under what circumstances is an E-Verify affidavit needed?

    Effective September 16, 2013 an Immigration or E-Verify affidavit is required for all transactions when any labor or services (“the physical performance of services”) greater than $2,499.99 are procured or contracted for. The affidavit must be obtained prior to the service being contracted for or procured, except in the case of emergency repairs or services. A contract can be a formal written agreement, an order form, a purchase order, or a verbal contract for services. The Immigration / E-Verify affidavit requirement applies to contractors as well as any subcontractors the contractor may use.

  • What is the definition of the “physical performance of services”?

    The Georgia Security and Immigration Compliance Act (O.C.G.A. 13-10-91) broadly defines the physical performance of services as any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceeds $2,499.99. Please review the list of common purchases that have been classified as services. If you have additional questions about this topic please contact Purchasing Services staff. (*Please note that this list is not all inclusive and there may be services that are not on this list.)

  • How often do we need to get the affidavits? If the vendor is performing multiple jobs on campus will an affidavit be needed for each job?

    An Immigration / E-Verify affidavit is required for every contract, job, and/or purchase order when labor or services greater than $2,499.99 are procured.

  • Where can I find the E-Verify affidavit form?
  • Do I need to get the E-Verify affidavit or will Purchasing Services get it?

    Purchasing Services will ensure that an affidavit is obtained and on file once a requisition is received and prior to the issuance of a purchase order. However, a department can help expedite this process by obtaining a signed and notarized affidavit from the vendor prior to the creation of the requisition and attaching the affidavit to the requisition once it has been created.

  • How do I know if the vendor provided me with the correct E-Verify number?

    The E-Verify number consists of five to six numerical characters, and has no dashes or letters. This number is different from a vendor’s tax identification number. If a vendor is registered with E-Verify and needs assistance finding their E-Verify number, please direct them here.

  • Is the E-Verify number different than the Tax Identification Number?

    Yes, a Tax Identification Number (9 numerical digits in length) is a number assigned by the Internal Revenue Service or Social Security Administration and is used for tax purposes. An E-Verify number (5 to 6 numerical digits in length) is a number assigned by the Department of Homeland Security and is used to verify employee eligibility, and contains no letters or dashes.

  • If I get an E-Verify affidavit, where do I send it?

    If a requisition has been created in ePro you may attach the E-Verify affidavit to the requisition or email it to one of the Purchasing Services team members.

    If the service has been paid by p-card, you should retain the affidavit with the reconciled monthly P-Card statement.

    If you process an emergency check request you should submit the affidavit to lelliott@westga.edu no later than three business days after contracting for the services. This email should contain the following information:

    • Subject Line: Emergency Services from (insert vendor’s name)
    • Type of Action: Emergency or Equipment Repair
    • Name of Vendor
    • Vendor Address including street, city, state, zip code
    • Date of service request issued to vendor
    • Vendor’s 5-6 digit E-Verify number
    • The total dollar amount of the emergency or equipment repair request
    • Details surrounding the emergency or equipment repair
  • If a vendor has no employees, do they need to fill out this affidavit?

    O.C.G.A.13-10-91 allows for contractors to submit a driver’s license in lieu of the affidavit if they have no employees. Please note that the driver’s license must be issued by a state within the United States that verifies lawful immigration status prior to issuing the driver’s license (Georgia drivers licenses are therefore acceptable). A list of states satisfying this requirement can be found here.

  • If the contracting party is a registered LLC, but it is a sole ownership, does that vendor need to be registered in E-Verify or will a copy of the vendor’s driver’s license satisfy the affidavit requirement?

    If the contracting party is the LLC and not the individual, a driver’s license will not satisfy the requirement. An E-Verify affidavit will be required in this instance.

  • If the vendor is a professional that is licensed outside of the state of Georgia are they exempt from the affidavit requirement?

    Professionals not licensed in Georgia are not exempt from the affidavit requirement. A copy of the professional’s driver’s license or an E-Verify affidavit will need to be submitted.

  • Does the E-Verify requirement apply to work performed in a foreign country or foreign groups/individuals who do not have any employees that are U.S. citizens?

    No. The E-Verify requirement does not apply to work being performed outside of the United States or to foreign individuals/groups with no employees that are United States citizens who will be performing services for or at the University of West Georgia.

    Professional Services are limited to those services defined by statute as a "profession" or “professional service". For example, the following services are statutorily defined as "professions" or “professional services": certified public accountancy, actuarial services, architecture, landscape architecture, registered interior designers, licensed or accredited appraisers or licensed or accredited financial analysts providing opinions of value, licensed structural pest controllers, chiropractic, dentistry “professional engineering, podiatry, pharmacy, veterinary medicine, registered professional nursing, harbor piloting, land surveying, law, psychology, medicine and surgery, optometry, and osteopathy. This also applies to guest speakers or artists that perform at the University of West Georgia.

  • What are the changes to the check request policy?

    Effective immediately the check request policy will be revised to lower the limit on certain purchases to $2,499.99. Purchases of $2,500 and above that involve the performance of labor of services should be made via ePro requisition.

    In the case of an emergency where services must be contracted for immediately, or where equipment repair involving labor was originally estimated under $2,499.99 but actually exceeded $2,499.99, the department may proceed without Procurement approval; however, the emergency or equipment repair must be reported via email to lelliott@westga.edu on the next business day. Additionally, the department will be responsible for obtaining a signed and notarized affidavit from the vendor and submit it via email to lelliott@westga.edu no later than 3 business days after contracting for the services. The emails should include the following information:

    • Subject Line: Emergency Services from (insert vendor’s name)
    • Type of Action: Emergency or Equipment Repair
    • Name of Vendor
    • Vendor Address including street, city, state, zip code
    • Date of service request issued to vendor
    • Vendor’s 5-6 digit E-Verify number
    • The total dollar amount of the emergency or equipment repair request
    • Details surrounding the emergency or equipment repair

     

    The department should not submit the invoice via check request procedures for payment until after the affidavit has been obtained from the vendor. Attach to the check request: the affidavit, the quotation from the vendor (if available), and the string of emails from Purchasing Services staff showing that all reporting requirements were met.

  • Is printing considered a service requiring vendor submission of an E-verify affidavit?

    Yes, if the total cost of the printing is $2,500 or greater, unless done by Pub and Print on campus.

  • Can I pay for a service of $2,500 or more with my p-card?

    Yes. The cardholder is responsible for obtaining the affidavit (which must contain a visible notary seal) from the vendor and complying with Procurement reporting requirements. The affidavit must be retained with the cardholder’s reconciled monthly p-card statement. Failure to obtain the affidavit will result in a p-card violation.

  • Emergency Check Requests

    The Campus Unit initiating the emergency request will be responsible for obtaining the signed and notarized affidavit from the vendor and submitting the affidavit via email to lelliott@westga.edu no later than three business days after contracting for the services. These emails should contain the following information:

    • Subject Line: Emergency Services from (insert vendor’s name)
    • Type of Action: Emergency or Equipment Repair
    • Name of Vendor
    • Vendor Address including street, city, state, zip code
    • Date of service request issued to vendor
    • Vendor’s 5-6 digit E-Verify number
    • The total dollar amount of the emergency or equipment repair request
    • Details surrounding the emergency or equipment repair