I-9 Management, Compliance, and Verification Services
Replace manual procedures with automated Form I-9 verification to increase efficiency, eliminate potential risks, and ensure consistency.
Streamline your I-9 management with our solution to create a mistake-free workflow. We help you stay one step ahead of a mistake and warn you of any missing data or possible issues to reduce your audit risk. Implementing a high-quality I-9 compliance program eliminates the pressure of timely I-9 submissions and leaves more time for employee orientation to improve their overall experience.
- Stay ahead of missing data and potential issues
- Comprehensive dashboard reporting
- Balance technology with human expertise
- Seamless transition to paperless solution
- Federal compliance
- E-Verify compliance made easy
- Industry leading data security
- Remote I-9 solution
Stay ahead of missing data and potential issues
Our electronic I-9 solutions simplify employment eligibility verification with a workflow designed to keep you both error and risk-free. Features ensuring simplified workflow, timely Form I-9 administration, accurate data validation, automatic submission to E-Verify and retention and purging of Form I-9 records.
Comprehensive dashboard reporting
Replace complex paperwork with actionable insights into I-9 management. Whether you need an overview of missing and pending Form I-9s or the number of I-9 backloads, all information is easily accessible through our easy-to-use dashboard summarizing all important data in real-time.
Perfect balance of technology and human expertise
Meet high compliance standards with the support of our subject matter experts. Every company is unique and has its own specific needs when it comes to I-9 compliance. To help you make the most of our customizable solution, our I-9 specialists support you every step of the way to streamline your administrative processes and give you peace of mind.
Seamless transition to a paperless solution
Turn difficult to manage piles of paperwork into efficient, fully automated workflow. Our automated I-9 platform transforms what used to be a cumbersome, paper-based process into an easily managed and secure solution. Eliminate paperwork, storage and manual tracking with electronic form processing and centralized digital storage resulting in full compliance and legally authorized workforce. We help you with audit and backload your legacy paper Form I-9's, eliminate paper storage and improve your Form I-9 compliance.
Compliance with federal guidelines
Make E-Verify compliance concerns a thing of the past through seamless sync between Form I-9 and E-Verify.
E-Verify compliance made easy
Our electronic I-9 software integrates with with E-Verify, making it easier for you to prevent and resolve TNC's. Our analysts help you through the process of contesting a TNC, recommend follow-up actions, and prevent clerical errors or other issues potentially halting the TNC process.
Industry leading data security
Ensures information is never lost or corrupted. Industry-leading security allows you to manage progress of all Form I-9's from a fully encrypted, cloud-based tracker solution, equipped with powerful storage security routines based on AWS-S3.
Remote I-9 solution
Process I-9’s for new hires in remote locations using our notary network or Remote Designee feature.
Reduce Risk With I-9 Management
There are a host of I-9 errors that can result in penalties and fees that hurt your organization. From missing signatures to inaccurate information, simple errors can result in significant fines that dig at your bottom line.
Working with an I-9 management solution can help you regain control of your I-9 process to ensure compliance and prevent penalties. Experian Employer Services’ I-9 management solution gives you the power to stay one step ahead of errors to reduce risk and prevent the chance of an audit.
User-Friendly Solutions for Easy Filing
The I-9 verification process can be complex and time-consuming. With significant amounts of paperwork and documents to verify and sign, organizations can find themselves wasting time and resources on manual tasks. Our user-friendly solution makes it easy to process I-9 forms for easy filing.
Our automated I-9 verification process is easy to use, allowing you to save time and reduce potential risks. Our I-9 solution is also easy for new hires to understand, so they can easily fill out and complete their I-9 form before their start date on their desktop or mobile device, and identify any potential errors before submitting.
Improve Business Processes with I-9 Management
Don’t let manual and time-consuming tasks take away from more important areas of your organization. Experian Employer Services’ I-9 solutions allow you to reduce the amount of time it takes to file and process your employee’s I-9 forms. Not only does this allow you to get time back to focus on your business, but also helps boost the overall experience of onboarding your new employees.
Why Choose Experian for I-9 Compliance and Management
As you onboard new employees, Experian Employer Services makes it easy to ensure they properly fill out and complete their I-9 forms. From our user-friendly interface to features that help spot errors, remaining I-9 compliant is easier than ever. Explore some of the reasons why our clients choose us for their I-9 management:
- Electronic signatures: No longer do you have to wait days, weeks, or longer for new hire to send in a signed copy of their I-9 form. Our I-9 solution allows new hires to sign their paperwork electronically, so they can start working sooner and you can fill empty positions faster.
- I-9 Management: Through our I-9 solution, you can easily manage all of your employees’ I-9 forms in one central database, making it easy to track and manage each form.
- Audit trail: You never know when you might be selected for an audit by the IRS. Experian Employer Services I-9 management solution makes it easy to create a thorough audit trail to provide evidence when needed.
- I-9 resources: At Experian Employer Services, we have a rich collection of I-9 resources for clients to access to guide them throughout the I-9 process.
- Customer support: Our team of I-9 specialists is ready to provide support whenever needed, so you can navigate the I-9 process easily and have any questions answered.
- Integration capabilities: With the ability to easily integrate with E-Verify, you can streamline your I-9 process to improve efficiency.
These are some of the many reasons why organizations turn to us for Form I-9 management. Talk with one of our I-9 specialists today to see how we can help you throughout the I-9 process.
Explore Additional Services
Not only does Experian Employer Services provide I-9 management solutions, but we offer comprehensive employer services that can help streamline your compliance processes. Together, you’ll have a full suite of tools that can improve efficiency and overall employee satisfaction.
Additional services you can enjoy include:
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I-9 Compliance and Management Solutions FAQs
If you’re a business owner, in order to hire employees for your company, they need to be authorized to work in the United States. In order to verify the identity and employment authorization of a particular individual being considered for employment, the employer and employee need to complete Form I-9, Employment Eligibility Verification. By completing this form for each employee hired at your company, whether a citizen or noncitizen, you can do your part to help confirm whether an individual is legally allowed to work in the U.S.
I-9 compliance refers to the process taken to verify an employee’s work authorization and identity. With that said, I-9 compliance is crucial for employers for a variety of reasons, such as:
- Compliance: The primary reason I-9 compliance is important for employers is to remain compliant with the federal government. Federal law requires all employers to verify the employment authorization of each employee by completing Form I-9.
- Prevent penalties: Because completing Form I-9 for each employee is required under federal law, employers can face expensive penalties and fines that not only cost their business money but can put their entire organization at risk.
- Eliminate discrimination: Proper I-9 management can help prevent discrimination and ensure that each employee is hired based on their merits, not their national origin, citizenship or immigration status.
These are just some reasons why I-9 compliance is essential for employers and why enlisting an I-9 solution to help with the I-9 verification process can help protect your business.
Businesses can conduct their own I-9 verification process or work with a third-party I-9 management solution. Investing in an I-9 solution can help your company in a variety of ways, such as ensuring accuracy and compliance. There are several reasons why working with the right I-9 compliance partner is important, such as:
- Security: The I-9 verification process requires handling private and sensitive information. A trusted I-9 solution partner can help ensure all confidential information and documents are handled carefully, stored securely and protected for privacy.
- Accuracy: Completing and processing I-9 Forms can be complex. I-9 solutions pair you with a professional partner with the necessary background and experience to ensure all I-9 Forms are completed correctly.
- Compliance: One of the primary benefits of an I-9 management partner is compliance. Because I-9 Forms are required by federal law, an I-9 partner can help ensure forms are completed accurately and on time to prevent penalties and fines that can hurt your business.
- User-friendly operations: Considering the number of fields to be completed for the Form I-9 the software can help minimize human error by ensuring accuracy through proper validation. The software can also ensure compliant document tracking and accurate reporting.
At Experian Employer Services, we offer I-9 compliance and management solutions that can help your business in various ways. From comprehensive dashboard reporting and federal compliance to staying one step ahead of missing data and providing industry-leading data security, Experian Employer Services is your trusted I-9 solution.
We can assist your organization with I-9 management needs and offer several employer services products that can keep you in compliance, increase efficiency and streamline your workflow, such as ACA reporting, unemployment management and more. Contact us today to see how our workforce management solutions can help you.
The U.S. Citizenship and Immigration Services (USCIS), an agency of the Department of Homeland Security, requires the completion of the Form I-9, Employment Eligibility Verification, to establish that an employee is eligible to work in the U.S. In addition to proving employment eligibility, the Form I-9 is used to verify an individual's identity by requiring the individual to provide the employer with acceptable documentation as evidence of identity and employment authorization. An I-9 management solution can ensure timely and proper completion of the Form I-9.
You are required to complete and retain a Form I-9 for every employee you hire for employment in the United States regardless of citizenship or nationality.
Job applicants should not complete an I-9. Only individuals who have actually been extended and accepted an offer of employment should complete an I-9.
The exceptions to this requirement are as follows:
- Individuals hired on or before Nov. 6, 1986, who are continuing in their employment and have a reasonable expectation of employment at all times.
- Individuals hired for employment in the Commonwealth of the Northern Mariana Islands (CNMI) on or before Nov. 27, 2009.
- Individuals employed for casual domestic work in a private home on a sporadic, irregular, or intermittent basis.
- Independent contractors
- Individuals providing labor who are employed by a contractor providing contract services.
- Individuals not physically working in the United States.
- A self-employed person does not need to complete an I-9 on his or her own behalf unless the person is an employee of a business entity, such as a corporation or partnership.
- Unremunerated individuals like unpaid interns are not required to complete an I-9.
I-9 noncompliance can come with several fees and penalties that can hurt your company’s bottom line and reputation. While penalties and fines can vary on a case-by-case basis, general penalties you can incur for noncompliance include the following:
- Civil penalties: For I-9 paperwork violations or uncorrected technical errors, employers can face a penalty between $272 to $2,701, increasing the penalty amount with each offense.
- Debarment: Employers who are noncompliant with I-9 rules and regulations can face debarment from certain federal contracts.
- Criminal actions: In some cases, employers who willingly hire unauthorized employees can face criminal actions, such as fines or imprisonment.
These are some of the penalties you can face for failing to comply with I-9 regulations. In extreme cases, repeat offenders may have their business closed or forfeit their assets.
When your employee’s employment authorization or, in most cases, employment authorization documentation expires, you must reverify to ensure your employee is still authorized to work.
Employers should not reverify:
- U.S. citizens and noncitizen nationals;
- Lawful permanent residents who presented a Form I-551, Permanent Resident or Alien Registration Receipt card for Section 2, including conditional residents; or
- List B documents
If you rehire your employee within 3 years of the date that a previous Form I-9 was completed, you may either complete a new Form I-9 for your employee or complete Supplement B of the previously completed Form I-9.
You are not required to update Form I-9 when your employee has a legal name change. However, it is recommended that you maintain correct information on Forms I-9 and note any name changes in Supplement B.
Common Form I-9 Misconceptions
Form I-9 is a key document employers need to use when hiring any individual in the United States. Form I-9 is used to verify the identity and employment authorization of prospective employees in the U.S. However, I-9 management can be complex, and there are numerous misconceptions that can cause real problems like fines and penalties. Explore common I-9 misconceptions and how third-party I-9 verification can help.
Navigating E-Verify: State-by-State Mandates
E-Verify is an internet-based system operated by the U.S. Department of Homeland Security in partnership with the Social Security Administration that makes it easy for employers to verify the employment eligibility of new hires. E-Verify makes I-9 management easy, and this I-9 software can help reduce errors while saving time and money. Learn more about state-by-state mandates and how E-Verify can help ensure you abide by local laws and regulations to maintain compliance.
New Florida E-Verify Law is in Action and Inconsistently Backdated
Florida’s Department of Law Enforcement recently sent out E-Verify audits to employers throughout the state. Florida’s new E-Verify law requires employers with at least 25 employees operating in the state to use the E-Verify system when verifying the employment eligibility of new hires. However, some employers found they had to comply with this law for employees hired before the new E-Verify law went into effect, and backdating a legal requirement isn’t permitted. Learn more about Florida’s new E-Verify law and how it might impact you.
Form M-274: Guidance for Completing Form I-9
If you’re an employer, Form M-274 can be a valuable resource to understand how to complete Form I-9. Known as the “Handbook for Employers: Guidance for Completing Form I-9,” Form M-274 walks through how to fill out each section. Review our breakdown of Form M-274 and what each section entails so you can ensure you complete your I-9 forms accurately.
I-9 Compliance with Puerto Rico Birth Certificates: What Employers Need to Know
If you’re an employer with employees born in Puerto Rico, it’s important to ensure you have the correct birth certificates to ensure they’re compliant with I-9 regulations. Puerto Rico issued more secure birth certificates on July 1, 2010, to bolster security and reduce fraud. When it comes to I-9 forms, only the new birth certificates or the older ones issued on or after July 1, 2010, are acceptable as List C documents. Learn more about how to remain I-9 compliant with Puerto Rico birth certificates in this guide.
Federal Government Shutdown Effects for I-9 Employment Authorization
Government shutdowns can impact a wide range of federal duties, including I-9 employment authorization. With the expiration of U.S. government funding looming and the recent vacancy of the Speaker of the House, signing a new funding bill by the deadline might not be possible, resulting in a government shutdown. Learn more about what a government shutdown might mean for you and how it can impact your I-9 management.