improving i-9 compliance for remote workers
TRANSCRIPT
-
IMPROVING THE I-9 PROCESS FOR REMOTE WORKERS
-
Federal law requires that every employer of an individual for employment in the United States complete a Form I-9 to verify the employees identity and employment authorization.
-
An employer has a legal obligation to review, sign, and file an I-9 within the first three days after an employee begins. Even if that employee is in another state.
Review Sign File
ITS THE LAW.
-
AND THAT I-9 ABSOLUTELY HAS TO BE COMPLIANT.
Employers are typically fined a baseline penalty of $935 per error.1
-
DID YOU KNOW THAT 60-80% OF PAPER I-9s ARE MISSING, INCOMPLETE, OR HAVE ERRORS.2
Some are minor, some are major, but all have the potential to cause a fine.
Why is the rate so high? Because this two page form is so complicated that the government publishes a 70 page manual to help employers.3
80%
20%
-
COMMON MISTAKES INCLUDE: Using an outdated version of the form.
Completing all three lists in Section 2 of required documents.
Inexperienced or insufficiently trained completers trying to manage the process.
These mistakes might seem small, but they can really add up.
OOPS!
-
THINK ABOUT IT.If you have 5,000 employees, that means that on average you could have 3,600 4,800 incorrect or missing I-9s.2
And a potential for a typical baseline of
$3.36 - $4.48 MILLION IN PENALTIES.1, 2
-
REMOTE WORKING IS BECOMING MORE POPULAR.Off-site job postings increased by 26% in 2014, and that trend continues today.4 Unfortunately, the additional complexities of remote hiring make it even harder to manage I-9 compliance.
-
MANAGING I-9 COMPLIANCE FOR REMOTE EMPLOYEES CAN BE DIFFICULT. One of the challenges is that the person responsible for completing Section 2 of the Form I-9 must physically examine the documentation presented and sign the form.
Employee HR Rep
Nice tomeet you!
Hello!
-
An authorized representative can complete section 2 of form I-9 on behalf of the employer,
BUT THE EMPLOYER IS STILL RESPONSIBLE FOR FORM I-9 COMPLIANCE.Without proper guidance this can lead to common errors, like: The representative puts the name of their representative network instead of the employer.
A notary completes the form with their seal instead of as an authorized representative.
And more!
But these costly errors can be prevented with the right best practices.
AUTHORIZED
-
Assemble a network of trusted agents in locations in line with the companys hiring needs and who can serve as authorized representatives.
#1BEST PRACTICE
-
Ensure key stakeholders and those representatives are aware of remote new hires in order to meet the three-day completion deadline for Form I-9 and E-Verify (if applicable).
BEST PRACTICE#2
-
Screen members of the completer network and provide necessary training so authorized completers understand how to successfully complete Form I-9.
#3BEST PRACTICE
-
Improve remote hiring and onboarding through electronic processing of Form I-9 and E-Verify. This can drastically improve accuracy, efficiency and consistency while enabling integration with automated on-boarding and talent management systems.
BEST PRACTICE#4
-
BEST PRACTICE #5
Provide designated completers with 24/7 access for completing forms to create an auditable trail and ensure verified signature capture, storage and retention are secure.
Secured Storage
24/7Access
VerifiedSignature
-
Improve compliance by introducing standard operating procedures for Form I-9 and E-Verify completion for authorized completers and new hires alike.
BEST PRACTICE#6
-
IMPLEMENTING THESE BEST PRACTICES CAN DRASTICALLY IMPROVE THE ACCURACY AND TIMELY FILING RATE OF YOUR COMPANYS I-9s.
The best practices also lay down a dependable foundation that can be scaled to meet your future remote hiring goals. Youll be able to expand your workforce to fit your needs without having to worry about your I-9s being a major headache.
-
Manage I-9 compliance with a secure, flexible and innovative solution designed for the needs of todays workforce:
Increasing number of remote employees Locations without onsite HR Employees placed with client
Advanced mobile functionality
Comprehensive compliance and
audit support
INTRODUCING I-9 ANYWHERE
Flexible Section 2 completion
program design
Accurate and secure workflow
-
LOOKING FOR MORE INFORMATION? Equifax has the answers.
Check out this article: Improving the I-9 Process, Wherever Your Employees May Be
Visit the I-9 Management Knowledge Center for ongoing legislative updates, trends, and best practices
I-9 Anwhere Solution to help manage I-9 best practices for remote employees
1
2
3
Equifax and EFX are registered trademarks of Equifax Inc. The Work Number is a registered trademark of TALX Corporation, a wholly owned subsidiary of Equifax Inc. Copyright 2016, Equifax Inc., Atlanta, Georgia. All rights reserved.
http://corporatecomplianceinsights.com/improving-the-i-9-process-wherever-your-employees-may-be/http://workforce.equifax.com/i-9managementcenterhttp://www.equifax.com/assets/WFS/employer_svcs/i-9_anywhere.pdfhttp://corporatecomplianceinsights.com/improving-the-i-9-process-wherever-your-employees-may-be/http://workforce.equifax.com/i-9managementcenter
-
Miller, Montserrat. Form I-9 Violations Add Up If and How the Form Is Completed Matters, Arnall Golden Gregory, June 2, 2014. http://www.workforcecomplianceinsights.com/2014/06/02/form-i-9-violations-add-up/ (accessed February 24, 2016).
Jackson Lewis. January 2015. http://insight.equifax.com/wp-content/uploads/2015/07/Understanding-I-9-Compliance1.pdf
(accessed February 24, 2016).
Handbook for Employers: Guidance for Completing Form I-9, U.S. Citizenship and Immigration Services, Apr. 30, 2013. http://www.uscis.gov/sites/default/files/files/form/m-274.pdf
(accessed February 24, 2016).
Sutton Fell, Sara. Lessons learned from 3 companies that have long embraced remote work, Entrepreneur.com, Feb. 12, 2015. http://fortune.com/2015/02/12/lessons-learned-from-3-companies-that-have-long-embraced-remote-work
(accessed February 24, 2016).
REFERENCES
1
2
3
4
http://www.workforcecomplianceinsights.com/2014/06/02/form-i-9-violations-add-up/ http://insight.equifax.com/wp-content/uploads/2015/07/Understanding-I-9-Compliance1.pdf http://www.uscis.gov/sites/default/files/files/form/m-274.pdfhttp://fortune.com/2015/02/12/lessons-learned-from-3-companies-that-have-long-embraced-remote-work