June 2016

 
 
We keep hearing -- government audits are on the rise for employers of all sizes.  Over the next several months, we'll be sharing with you various HR compliance requirements for your company.  We may not like the requirements -- but let's all agree on a few things:  1.) these are government requirements (so we have to do them) and 2.) you do not want to be on the losing end of a government audit.  

With that out of the way, let's begin by discussing the I-9 Form, a required form for ALL employees at your company, regardless of size.  

What is a Form I-9?   This is an employment eligibility verification form provided by U.S. Immigration and Customs Enforcement (aka ICE).  This form must be used by an employer to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.
 
ICE has strict regulations surrounding the completion and maintenance of the Form I-9. This month, we are taking time to share important do's and don'ts about this form.  Done correctly, this can be one of the EASIEST things you do with a new employee.  Done incorrectly, it can be a huge and expensive headache for you to correct.  Please take the time to read through this  article, and let us know how we can support you with your I-9 processing or potential I-9 audit.  We have experts who can come to your company and help you audit or remedy your I-9's.  

Remember, we are here to to provide "HR Relief for Tough Situations at the Speed of YOUR Business!"  

Sincerely,
   
Amy Polefrone, MPA, SPHR, SHRM-SCP
410-505-8723
I-9's: "Just Do It (Right the First Time)"

HR Tip 101: When you complete I-9 forms, read the directions and do the form right the first time!

We have taken several clients recently through Form I-9 Self Audits and found that each client had over half of their forms completed incorrectly. Many forms have simple but costly errors. Each error on the form could be subject to a $150 penalty (yes, EACH error is $150) - and many forms have several errors per form (ouch). Willful negligence on I-9 forms can also lead to escalated civil and criminal penalties for executives. In addition, Form I-9 errors can lead to other types of employment related government audits.

How can you avoid errors? Yes, you can! Read all 7 pages of instructions on the I-9 Form. Become familiar with the directions and guide your HR team and employees to correctly fill out the form. Read every block on the form and complete the form exactly how the directions instruct. Check Section 1 for mistakes before allowing your employee to leave your office. When completing Section 2 of the form, notate forms of identification carefully. Sign and date the form - an unsigned form is invalid! We recommend that you DO NOT make copies of your employee's identifying documents. It is not necessary and adds an additional burden of maintaining ID copies for EVERY employee ("Do for one, do for all.")

How can you correct I-9 Form errors? Draw one line through the error, make the correction and then initial the change. NO WHITE OUT ALLOWED! An employer can only correct Section 2. The employee must correct Section 1.

Rules for storing and maintaining Form I9s are specific and different than for other personnel records. Learn and follow the rules. Most importantly, do not store Form I-9s in personnel folders. Put the I-9's together in a binder or folder - and keep them separate from personnel folders. Another hint -- be sure to use the most recent version of the I-9 form as you complete it for new hires. Watch for an update of the current form that should be published sometime later this year.

Tasks relating to proper I-9 processing can be broken into three categories: As Needed, Monthly and Quarterly. Some highlights:

As Needed - 
  1. For new hires - Complete Form I-9 within 3 days of first day of employment.
  2. Check for completeness and accuracy. Then check again!
  3. For Name Changes / Rehires / Re-verification of Employment Authorization - complete Section 3.
  4. Upon Employee Termination - Remove the I-9 from the Active Employees I-9 file and place in a Terminated Employees I-9 file.
Monthly - 
  1. Inspect Terminated Employees I-9 File for any documents eligible for shredding.
  2. Shred those I-9s that should be shredded.
Quarterly -
  1. Conduct a Form I-9 Self Audit.
For further guidance about Form I-9 and suggestions for proper completion and processing, please click here. If you have any questions or would like us to conduct a Form I-9 Self Audit for you, please contact us for support and guidance.

OUR MISSION
  
HR Strategy Group, LLC knows that business owners and executives need fast, effective,
and balanced solutions for their tough human resources problems. We listen to our clients
and understand the needs of their companies, and provide customized, confidential and
cost-effective services. Regardless of the size of your company, our expert consultants
can help you design and implement outstanding human resources solutions.
  

We help clients in a variety of industries with tough-to-fill positions.  Here is a list of current jobs we are helping to fill:
Know anyone looking?  
Visit our website regularly to find out about open positions that we are helping to fill - and please forward them along to anyone who might be interested!  

Got a job that you need to fill?
Call us to find out how we can provide relief for tough-to-fill jobs.  410-505-8723




Amy Polefrone, President
HR Strategy Group, LLC
410-505-8723