Employment in the United States is subject to verification of identity and work authorization through a legal document, Form I-9. Every employer has to establish the identity of the new hires and comply with it, irrespective of the business type and size.
This comprehensive article helps you understand what I-9 remote verification is, how it works, its benefits, best practices for compliance, and how to avoid common errors related to it.
The employers and employees must fill out form I-9 to ensure fair and legally valid employment status. It helps businesses stay compliant with immigration laws.
I-9 remote verification establishes an individual's identity and employment authorization in the country. Keeping businesses compliant with immigration laws and preventing illegal hiring are two of its benefits. This process keeps organizations compliant with the local laws and prevents any chances of illegal hiring practices.
Filling out our Form I-9 is compulsory for new hires as they join any organization in the US on or before their first day of employment for pay. It has different sections, in which Section 1 is filled out by the employee, containing:
The employer completes Section 2 once the employee completes Section 1 of the form within three business days of the date of employment. The employer must physically examine all the relevant documents to ensure that the identity and the work authorization are valid.
The I-9 form specifies acceptable documents for proving identity work authorization.
The I-9 form has specific requirements to fill out, failing which may lead to heavy penalties for employers, including criminal charges and fines. Additionally, it may deter the company reputation of the business and may lead to termination of the employee’s ability to sustain work authorization or even termination of employment.
Adopting some best practices to manage the I-9 form can help ensure accuracy and avoid potential penalties. You may consider some key tips in mind, including:
Global immigration laws are ever-evolving. A significant change in the US immigration laws is usual. So, staying informed about the new updates or revisions concerning form I-9 compliance is a must to remain compliant.
Retain all the completed I-9 forms in a safe and secured location as required by law and maintain the confidentiality of the data while ensuring accessibility during audits or inspections.
It is important to arrange proper and detailed training programs for the HR teams on how to complete and verify Form I-9 correctly. It may support them in understanding compliance requirements and prevent potential common errors.
It is important to establish a consistent form of the I-9 process for every new hire. A simple step-to-step process helps with minimum errors and consistency across the process and makes the company compliance-friendly.
It is also important to regularly review your completed form I-9s for completeness and accuracy. This enables you to identify key issues before they cause major problems during an external audit or inspection.
Use digital platforms designed for managing and storing documents electronically. It helps streamline the process, reduce common errors, improve overall compliance efforts, and improve efficiency.
Keeping compliant records is essential when it comes to meeting immigration-related matters, such as form I-9s. Incorporating these practices into your process can navigate the compliance needs seamlessly.
The employee must fill out their full name and contact details and attest to their citizenship or immigration status.
Section 2 is filled out by the employer. Employers must complete Section 2 within three working days of the joining of the new hire.
Section 3 is used in cases of rehiring and re-verification of employees with expiring employment authorization.
The technological advantages have brought unparalleled benefits to businesses and employees alike. However, it has also introduced significant challenges in verifying the identity and work authorization of new hires.
A conventional verification process offers a simple approach, whereas remote verification requires a more nuanced plan. Some key challenges during I-9 remote verification include:
Verification of documents presented virtually online needs additional resources, unlike in-person verification. Employers can leverage technological advancements to verify documents via video conferencing platforms with features like document zoom and high-resolution capabilities that allow a closer inspection of details. Additionally, for better security, some employers choose to partner with renowned third-party verification services that specialize in document authentication.
Technological disruptions also pose a significant challenge to I-9 remote verification. Tech glitches during video calls can cause delays and frustration for the new hire and employer alike. Employers should conduct pre-verification checks on connectivity and video conferencing software.
A backup communication plan, such as phone calls or alternate platforms, can minimize tech disruptions. A significant investment in sound internet infrastructure can ensure a smooth verification process for organizations.
Partnering with an international Employer of Record (EOR) service, like Global Expansion can support the organizations. EORs can streamline the I-9 process for new hires.
Global Expansion can handle the complex global immigration compliance and ensure I-9 remote verification requirements are met. We can verify the identity and work authorization of the employee according to the federal laws in the US.
Global Expansion can conduct remote I-9 verification efficiently for companies, including utilizing secure video conferencing technology and partnering with local verification specialists when needed.
This can help you streamline your core global HR functions and save time and effort by reducing potential errors.
Leverage the power of automation by switching to global workforce management tools like GX One to assure business outcomes.