Knowledge Center / Blog
Is Your Company Prepared for an I-9 Inspection?
On September 18, 2017, the federal government released a new version of the Employment Eligibility Verification form, otherwise known as the I-9 form. Employers are required to use this new form as of September 18, 2017. Did you know that just using the incorrect form can create headache and fines in the event the U.S. Department of Homeland Security’s Immigration and Customs Enforcement (ICE) decides to pay your company a visit? Besides using the correct form, here are a few tips to ensure you’re ready for them:
- Ensure All Sections on the I-9 Form are Completed Correctly.
All Sections of the I-9 form are reviewed by ICE for accuracy. Ensure your employees provided all the required information in Section 1, and they’ve signed and dated that section. The employer is responsible for Section 2 (and 3, if required). Employers must understand what forms of documentation are acceptable and complete Section 2 accurately to confirm eligibility. Section 2 must be signed and dated as well. One of the most commonly missed areas of the I-9 form is the signature area. It is important to ensure that the I-9 form is signed in the correct areas by both the employee and the employer. Even though it is as simple as a signature, a missing signature can result in a fine.
And don’t forget: The employee signature is needed on the first day of employment and the form needs to be completed within the first three days of employment!
- Ensure Your Files are in Order.
Record retention is key to I-9 compliance. Not only do you need an I-9 document on file for current employees, you have to ensure your terminated employee files are compliant. Once the individual’s employment has terminated, the employer must determine how long after termination the Form I-9 must be retained. This is either three years after the date of hire or one year after the date employment is terminated, whichever is later.
- Consider Professional HR Assistance.
A Professional Employer Organization, or PEO, partners with its clients to manage some of the risks associated with employment, including understanding and complying with federal, state and local employment regulations. As a PEO, The Employer Group facilitates I-9 compliance for its clients. If your company needs assistance with I-9 compliance, consider reaching out to The Employer Group to find out how we can assist you with this employment responsibility and all of the other employment responsibilities keeping you up at night.