Extramural Funds

Frequently Asked Questions

  • E-Verify is an Internet-based system operated by the Department of Homeland Security (DHS) under the U.S. Citizenship and Immigration Services (USCIS) to verify employment eligibility based on information provided by an employee's Form I-9.
  • Information is electronically verified against records contained in DHS and the Social Security Administration (SSA) databases.
  • Under the final rule — FAR 1.108(d), UC, along with other institutions of higher education, is required to enroll in E-Verify once awarded a federal contract or subcontract that requires participation in E-Verify as the term of the contract.
  • When UC is awarded a federal contract that contains the FAR E-Verify clause, UC, as the contractor — and any covered subcontractors on the project — must enroll within 30 calendar days of the contract/subcontract award date.
  • UC must also post the Right to Work poster and the E-Verify Notice.
  • The final rule requires the government to insert the E-Verify clause into applicable federal contracts, committing government contractors to use the E-Verify system for their newly hired and existing employees assigned to such federal contracts.
  • Federal Acquisition Regulation (FAR) is a set of rules and regulations used to manage the way the federal government acquires supplies and services with appropriated funds.
  • All federal contracts containing the FAR E-Verify clause.
  • The federal contract must also have a value above $100,000, a performance period longer than 120 days, and the performance must be within the United States.
  • Indefinite-delivery/indefinite-quantity (IDIQ) contracts that have been modified after the September 8, 2009, effective rule date on a bilateral basis, in accordance with FAR 1.108(d)(3), to include the clause for future orders.
  • For IDIQ contracts, the remaining period of performance must extend 6 months after the final rule effective date, and the amount of work expected under the remaining performance period is "substantial."
  • A subcontract based on a prime contract with the E-Verify clause which is for services or construction and has a value above $3000.
  • Exception: Grants are not subject to the rule. Only qualified federal contracts and subcontracts, as described above, are subject to the E-Verify requirement.
  • Any new or existing employee assigned to covered contracts must be E-verified unless they were hired prior to November 1, 1986 (without a break in service).
  • There may be contract-specific exceptions that do not require E-Verify on some employees; however, the fund source may still be flagged as E-Verify. Check with your business officer, contracts and grants staff, and SPO to determine any exceptions.
  • Without salary appointees, volunteers, people on non-payroll fellowships, etc. (i.e., non-paid)
  • The Office of Sponsored Projects notifies campus departments on the award synopsis letter of contracts requiring E-Verify. To meet the reporting requirement deadline of the third business day after hire, Department Business Officers must be aware of and monitor contracts that require E-Verify.
    • To assist UCSB in monitoring for compliance purposes, Business and Financial Services (BFS) flags fund sources that require E-Verify. If a PPS preparer adds a distribution for an E-Verify flagged fund source to an employee, PPS will alert the PPS preparer that E-Verify may be required. A report in Data Warehouse (under “Employees”) is available for tracking employees who may need or have been processed through E-Verify.