Employers nowadays have a never-ending to-do list to keep their businesses running smoothly, but maintaining I-9 compliance is likely one of the most critical issues on that list.
To be compliant, an employer must complete and maintain these legal documents, which every employee in America requires. A company’s bottom line might suffer if it fails to comply with I-9 requirements.
But worry no more because I-9 verification companies like Edge Employment Screening have you covered!
The I-9 procedure may be made simple and quick by using a system like the one used by these pre-employment screening solutions. By automating the process, it also helps to reduce the time spent filling out paper I-9 forms.
What Is Form I-9 and Why Do Employers Need to Do It?
By law, every employer in the United States of America must use Form I-9 to verify each employee’s identification and job eligibility. A Form I-9 is divided into three sections.
- Employees must fill out part one of the Form I-9 with their personal information and verify that it is accurate by the first day of work.
- An employer must evaluate and attest to the validity of needed I-9 paperwork that establishes an employee’s employment eligibility within three days of the employee’s start date.
- Employers must complete Section 3 if an employee’s name is lawfully changed, or if the employee is rehired within three years of the date the Form I-9 was originally completed.
It should be noted that all employers must use the New I-9 Form starting November 1, 2023.
I-9 compliance is important for more than just following the law; it may also save you money in the long run.
If a corporation is discovered non-compliant with the I-9 form, it may face steep fines that may hurt its bottom line. Large fines, particularly for smaller businesses, might jeopardize the company’s existence.
The I-9 is designed to assist companies in verifying the identification and work authorization of each individual they recruit.
An I-9 form is necessary for each new employee recruited after November 6, 1986. Fines of $110 to $1,100 per I-9 form can be imposed if the form is not correctly completed. The frequency of I-9 audits has risen considerably in recent years, therefore it’s critical to ensure that all new employee I-9s are completed correctly and on time.
The Employers’ Guide to I-9 Compliance
The Law Requires It
The Immigration Reform and Control Act of 1986, which requires companies to check the completeness of Form I-9 and the relevant documents for each employee, is the first step towards becoming I-9 compliant.
Complete the Form
A Form I-9 is divided into three sections. Employees and employers must collaborate to ensure that the form is completed within the legal timeframes and that the required I-9 paperwork is gathered and legitimate.
Keep Detailed Records
If an employer’s I-9 forms are incorrect, full, or timely, they may be ruled invalid and subject to a fine.
Noncompliance can be forms with wrong responses or blank fields. Noncompliance also applies to forms not completed within the timeframes specified in each area of the form.
A corporation can be punished for not complying with Form I-9 if there is evidence of insufficient identity papers. Employers must now retain a copy of their workers’ picture identity on file, thanks to the advent of E-verify services.
Follow Up on Paperwork that Has an Expiration Date
When a person is employed, his or her citizenship status may be in good standing, but the documents proving ability to work in the United States may expire.
Before the expiration date, the employer must get new and adequate proof of ability to work in America.
Follow the Form Retention Rules
Employers are required by law to preserve Form I-9s for three years from the date of hiring or one year after termination.
Employers are required by law to delete forms once they have met the time limits. If documents that should have been destroyed are discovered during an ICE audit or search, the firm may be punished.
The Consequences of Failure to Comply
The implications of a corporation failing to comply with the I-9 form can vary from criminal to civil breaches and affect businesses differently.
If an employer has a proven practice of performing fee-based recruitment, employing, or recommending people not permitted to work in the United States, criminal offenses relating to I-9 noncompliance might be given.
Noncompliance with employment verification, employing or continuing to employ an unauthorized alien, document fraud or abuse, discrimination, or alerting the authorities of follow-up confirmation of an employee’s ability to work are all examples of civil offenses.
Be I-9 Compliant Today with I9EDGE™
All recruits in the United States must have their identification and job eligibility verified by law.
The i9EdgeTM solution from Edge has all the capabilities your firm needs to keep your I-9 process compliant, paperless, and automated. The I-9 procedure may be made simple and quick by using a system like i9EdgeTM. By automating the process, it also helps to reduce the time spent filling out paper I-9 forms.
For additional information, you can contact Edge Employment Service regarding our I-9 services.
