How to stay I-9 Compliant

We’ve already discussed the process of I-9 forms, but we want to focus on how you can stay compliant with today’s laws regarding this documentation.

Just to reiterate, Form I-9 is a 9-page document (which itself includes 7 pages of instructions) that employers must complete documenting the identity and employment authorization of every new employee hired, whether full or part-time, regular or temporary.

Form I-9 consists of three sections, all of which cumulatively must be completed no later than three business days following your candidate’s date of hire.

The completed I-9 form must be maintained for the longer of a) one year after the employee leaves the company or b) three years from the employee’s date of hire.

Well, how can you ensure that you won’t face fines and penalties during an audit should ICE come to your workplace?

The best way is by adopting solid and consistent I-9 practices.

According to HR Dive, here are some practices you can use in your workplace to stay I-9 compliant:

1. Treat all candidates equally when it comes to how you process their I-9 forms. Everyone should go through the same process and time frame for filling out these forms. Don’t make one form of documentation acceptable for one person but unacceptable for another. Aim for consistency.
2. Start the I-9 process after a job offer is accepted. Be consistent with this as well, so you’re not picking and choosing different time frames for different candidates or positions.
3. Be careful that you’re not discriminating against candidates in terms of what is acceptable documentation for I-9 forms. Focus on the list of acceptable items and make sure employees see that list.
4. Don’t forget to conduct self-adults annually and follow proper protocol for corrections. If an employee needs to fix an error, make sure they make the correction.
5. Don’t just let anyone handle your I-9 forms. You want this document to be handled by the right people to avoid possible fines and penalties.

Want to learn more about I-9 compliance?

The Orsus Group offers an easy, secure I-9 Management System including processing, storing and e-Verify. The Orsus Group’s I-9 compliance solution serves as a single-source solution for employers wishing not only to bring their employment verification records up to government recordkeeping standards but also seeking to ensure future compliance with the myriad of changes in laws affecting the verification of employment.

Contact us today to learn how we can help you chart the I-9 process.