From New-Hire Acceptance to Audit-Ready Employment Verification
Lizentia designs configurable workflow systems that help employers coordinate Form I-9 completion, document review, E-Verify case activity, mismatch resolution, reverification, retention and audit preparation. Lizentia is not the U.S. Department of Homeland Security, USCIS or E-Verify, and does not determine whether an individual is authorized to work.
Target organizations
- Government contractors
- Multi-state employers
- Staffing organizations
- Universities
- Healthcare systems
- Distributed workforces
- High-volume employers
- Organizations managing multiple worksites or legal entities
Operational problem
Employment verification fails when it is handled through email, spreadsheets and disconnected HR systems. Common breakdowns include:
- Late or incomplete forms
- Inconsistent onboarding practices
- Decentralized document review
- Missing signatures
- Untracked case deadlines
- Improper mismatch handling
- Reverification failures
- Duplicate records
- Weak audit trails
- Disconnected HR systems
- Inconsistent retention
- Unauthorized access to sensitive employee records
End-to-end workflow
- 1
New-hire record received
A new-hire event from HRIS, ATS or manual entry creates the verification record.
- 2
Employee Section 1 workflow
The employee completes Section 1 with guided fields, electronic signature and validation.
- 3
Employer document-review workflow
Authorized reviewers examine presentation evidence and complete Section 2 within the applicable period.
- 4
Quality and completeness validation
Required fields, signatures and document receipts are verified before submission.
- 5
E-Verify case initiation or guided case workflow
A case is started or tracked through authorized channels when required and permitted.
- 6
Case-result and mismatch management
Tentative nonconfirmation (TNC) results route to a protected mismatch workflow with required notices.
- 7
Reverification and expiration monitoring
Work-authorization expirations trigger reverification reminders and case tracking.
- 8
Retention, reporting and audit export
Records are retained by configured schedule and exported as audit-ready packages.
Timing controls
Reminders and escalations are configurable around applicable requirements, including employee completion by the applicable first-day deadline, employer review within the applicable three-business-day period, timely E-Verify case creation, mismatch notice and response workflows, reverification deadlines and retention schedules.
Legal deadlines are not hard-coded into the application. A centralized compliance-rules configuration, managed by authorized administrators, lets timing rules update as regulations change — preventing the system from enforcing outdated schedules.
Core capabilities
- Mobile-responsive employee intake
- Electronic signatures
- Guided fields
- Form-version controls
- Authorized representative workflows
- Document receipt tracking
- Remote examination workflow support when legally permitted
- Duplicate detection
- Deadline calculations
- Automated reminders
- Escalation queues
- Role-based access
- Segregation by employer entity or worksite
- Reverification monitoring
- Rehire workflows
- Corrective-action documentation
- Immutable activity history
- Audit packages
- Retention controls
- Dashboard reporting
- Multilingual instructions
- Accessibility support
Mismatch protection
A tentative nonconfirmation or mismatch is not a final determination of work authorization. The system supports a protected employee-rights workflow:
- Required notices
- Employee acknowledgment
- Contest or non-contest decision
- Referral-date tracking
- Status monitoring
- Restricted access
- Documentation of required communications
- Controls preventing improper adverse-action workflows while a case is unresolved
Integrations
Integrations are configurable and scope-dependent. Lizentia does not claim direct E-Verify API access unless that integration has been implemented and authorized.
- HRIS platforms
- Applicant-tracking systems
- Payroll systems
- Identity providers
- Document-management systems
- Notification services
- Reporting platforms
- Authorized E-Verify interfaces (when available and permitted)
Security and privacy
- Least-privilege access
- Segregation of duties
- Encryption
- Sensitive-document controls
- Administrative access logs
- Retention and deletion workflows
- Export controls
- Audit evidence
- Customer-defined data residency where supported
Important disclaimer
The system supports workflow administration and recordkeeping. It does not replace legal advice, employer judgment, required training or official government systems. Final employment-authorization determinations are made by the U.S. government, not Lizentia.