Have you been using E-Verify for more than a decade? If so, a recent action by the U.S. Citizenship and Immigration Services (USCIS) may affect you. On Jan. 1, 2016, the USCIS will delete E-Verify transactions that are more than 10 years old. This action is in accordance with the National Archives and Records Administration’s retention and disposal schedule.
How to obtain records
E-Verify has created a Historic Record Report that must be downloaded no later than Dec. 31, 2015. For details, see Instructions to Download Historic Records Reports in E-Verify.
It is recommended that employers mark Forms I-9 with the E-Verify case verification number, in the instance that they want to retain the report with the corresponding forms.
E-Verify is a service that confirms employment eligibility by comparing information from an employee’s Form I-9 to data from the U.S. Department of Homeland Security and Social Security Administration records. Today, more than 600,000 employers of all sizes use the service, joined by about 1,400 new participating companies every week.
What to look for in a HRIS solution
Employers needing decade-old case records should take further action to preserve these reports.
To automate the employment verification process and reduce your exposure to audits, invest in a HRIS provider that offers this capability. Complete I-9s online with Electronic Signature Verification and securely store forms within the system.
With Paycom, you are covered and would not need to download historical forms because information is not purged and records are stored independently from E-Verify.