HR Compliance

Current Form I-9 Remains Effective

By

Robert Barclay

| Apr 7, 2016

Form I-9 was set to expire March 31, 2016; however, that day has come and gone, and the current Form I-9 remains effective. U.S. Citizenship and Immigration Services will provide updated information when the new version becomes available. Until then, employers should continue using the current form.

About Form I-9

Form I-9 must be completed by employers verifying all new hires’ identities and their authorization to work in the United States. Employers are prohibited from continuing to employ workers who are not authorized. Employers who fail to comply are subject to fines, starting at $110 per employee for a first offense to as much as $16,000 per employee for a third offense in extreme cases.

There have been several revisions to Form I-9 since it was introduced in 1987. The most updated form will have a revision date of March 8, 2013 in the bottom left corner, and expiration dates do not apply.

Staying compliant

With an employee self-service portal employees can access, complete and sign Form I-9 electronically. Managers can use a dashboard feature to see which employees have not yet completed the form and take the necessary action to ensure compliance.

Retention is another major responsibility of employers regarding Form I-9, which must be kept on file for three years after the date of hire, or for one year after the date employment ends, whichever is later. With a document management solution, all important documents are stored securely for the allotted time necessary and are protected from unauthorized access and other natural disasters. In case of an audit, information is easily retrievable.

Document management also streamlines hiring and termination processes by creating online checklists of tasks to be completed by an employee, significantly reducing the compliance risk associated with new hires.

One solution

With a single-database solution like Paycom’s, there is no logging in to multiple databases to access tools like Employee Self-Service and Documents and Checklists. All systems, including Talent Acquisition, Time and Labor Management, Payroll, Talent Management and HR Management are streamlined and operate from the same database, eliminating redundant data entry and integration.

For more information about Form I-9, follow this link: https://www.uscis.gov/i-9-central.

About the Author

Robert Barclay

Robert Barclay has been the Tax Research Team Lead at Paycom since 2012, and has been instrumental in such company projects as the development of its Affordable Care Act compliance product, implementation of geolocation services and redesign of Form W-2. He joined Paycom in 2011, bringing more than 20 years of experience with the capital markets consulting practices of Ernst & Young in Memphis, Tenn., and Birmingham, Ala.; and Causey Demgen & Moore in Denver, Colo. A native Oklahoman, Barclay is a graduate of Rhodes College in Memphis, where he played football as linebacker.

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