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A Guide to I-9 and E-Verify Compliance for US Employers
In the United States, employing a legally compliant workforce is a critical aspect of running a business. Two key components of ensuring this compliance are the Form I-9 and the E-Verify system. Both are essential tools used by employers to verify the identity and employment eligibility of their workforce. Understanding these processes is crucial for employers who wish to maintain compliance with US employment laws.
Understanding Form I-9
The Form I-9, Employment Eligibility Verification, is required by US law for every employee hired in the country. The purpose of the I-9 is twofold: first, it is an essential part of the identity verification process for new employees. Second, it confirms the employee's eligibility to work in the US. This form must be completed by both the employer and the employee.
For the employee, this process involves presenting documents that prove their identity and eligibility to work. These documents can include a US passport, which serves both purposes, or a combination of a driver's license (verifying their identity) and a social security card (proving their employment eligibility), among other documents.
The employer is responsible for examining these documents to ensure that they are genuine and relate to the employee who is presenting them. The completed Form I-9 must be retained by the employer for a designated time period and made available for inspection by authorized government officers when requested.
The Role of E-Verify
E-Verify is an electronic database system administered by the US Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). While the Form I-9 is mandatory for all employers, E-Verify is voluntary for most employers, except those who have federal contracts or who are operating in states with mandatory E-Verify laws.
E-Verify cross-references the information from an employee's Form I-9 with DHS and SSA records to ensure that the individual is legally permitted to work in the US. This system enhances the accuracy of the employment eligibility verification process and helps employers avoid penalties for non-compliance.
According to official E-Verify statistics, 98.34% of employees who were put through E-Verify were confirmed as being authorized to work instantly or within 24 hours, while 1.66% of employees received initial system mismatches, with 0.12% being later confirmed as authorized to work and 1.54% ultimately remaining as mismatches.
Compliance Challenges for Employers
While these processes are designed to be straightforward, they can pose challenges for employers, especially those with large workforces or high employee turnover. Common issues include keeping up with changing immigration laws, handling tentative non-confirmations from E-Verify, and ensuring proper completion and storage of I-9 forms.
Understanding and complying with I-9 and E-Verify requirements is essential for employers in the United States. While these processes can be complex, they are critical for maintaining a legal workforce and avoiding potential penalties.
ISB Global Services Streamlines Compliance for Employers
ISB Global Services offers comprehensive I-9 and E-Verify services to US employers, helping them navigate the complexities of these requirements. Their services include assistance with the electronic completion, signing, and storage of I-9 forms, as well as E-Verify processing and management. ISB also offers numerous other background check services to benefit employers from a diverse range of sectors.
With ISB, employers can benefit from an automated system that reduces the risk of errors and ensures compliance with federal regulations. Their platform offers real-time alerts for expiring documents, audit support, and comprehensive training materials, making the management of I-9 and E-Verify processes seamless and efficient. With the support of ISB Global Services, employers can navigate these requirements more effectively, ensuring compliance and peace of mind in their hiring practices. Whether through its automated solutions or expert guidance, ISB Global Services provides valuable support in managing the intricacies of I-9 and E-Verify compliance.
