Which E-Verify account runs your cases

Last updated: October 15, 2026

The two setups

Onboarded can run E-Verify two ways, and most account questions come down to knowing which one you're on. When you add an E-Verify account in Onboarded, the setup you pick is labeled External Account or Employer Agent:

  • Your own E-Verify account (External Account). Onboarded submits cases using your company's Web Services credentials. Cases appear under your account, your MOU governs, and your team can also see them by logging into E-Verify directly.

  • Onboarded's E-Verify account (Employer Agent). Onboarded submits cases on your behalf as an E-Verify Employer Agent. You sign the MOU as the client; case management happens through Onboarded.

In both setups, E-Verify closes a case on its own when it returns Employment Authorized immediately after submission. Those cases show as closed in Onboarded, and you can find them with the Recently auto closed filter on your E-Verify case list. Every other case stays open until it's closed through the integration — including one that reaches Employment Authorized later, after a mismatch is resolved. The Cases to be closed filter shows what's waiting on you.

Multiple E-Verify accounts

Larger organizations sometimes hold several E-Verify accounts (per entity, per brand, or inherited through acquisitions). Onboarded can route cases to the right account, but the mapping has to be configured deliberately: each E-Verify form points at the account that should own its cases through its E-Verify Account setting. To send different entities to different accounts, give each one its own E-Verify form. Test Mode and Live Mode keep separate links, so set the E-Verify Account in both. If new hires from one division are landing under the wrong account, check which E-Verify form they completed and which account it points at first — then contact support with the form and a recent example case if it still looks wrong.

Once you're enrolled, everyone goes through

Whichever setup you're on, E-Verify participation is all-or-nothing per the MOU: every new hire gets a case, and selective verification (by location, role, or citizenship) is a violation and a discrimination risk.

Multi-state employers

  • Enrollment applies nationwide — hiring in one state that mandates E-Verify pulls all your future hires everywhere into the program.

  • For remote workers, the state that matters is where the employee physically works, not headquarters.

  • State mandates vary widely (some states require E-Verify for all employers, some above headcount thresholds, some only for public contractors — and California and Illinois restrict how it may be used). Check the current rules for the specific state before making commitments; they change often.

Federal contractors

A federal contract with the FAR E-Verify clause brings its own rules regardless of state: enroll within 30 days of award, verify all new hires within 3 business days, and verify existing employees assigned to the contract within 90 calendar days.

Regulations and state mandates change frequently. Verify at e-verify.gov and consult legal counsel for binding decisions. This article is general guidance, not legal advice.