Insights from our Recent Human Resources 101 Webinar
In today’s fast-paced HR landscape, staying compliant with employment verification requirements is more critical than ever. During our recent Human Resoures 101 webinar presented by OneGroup’s Brittani O’Connell and Nicole Bryant, attendees were guided through the intricacies of the I-9 form—an essential document for verifying employment eligibility in the U.S.
Why I-9 Compliance Matters
Did you know that 76% of paper I-9s contain at least one error? These mistakes can lead to fines ranging from $288 to $2,861 per form, making it vital for HR professionals to understand and properly manage I-9 documentation. With increased scrutiny from federal agencies and the rise of remote work, employers must be more diligent than ever. The I-9 process isn’t new, but the stakes have certainly risen.
Understand the I-9 Form
The I-9 form is divided into two main sections.
- Section 1 must be completed by the employee on their first day of work. It includes their legal name, physical address (no P.O. boxes), and date of birth. Interestingly, fields like Social Security number and phone number are optional unless the employer uses E-Verify.
- Section 2 is the employer’s responsibility and must be completed within three business days of the employee’s start date. This section involves verifying documents that prove identity and work authorization. Employers must record the document title, issuing authority, document number, and expiration date. If a document doesn’t have an expiration date, “N/A” should be entered.
Documents fall into three categories.
- List A documents, such as a U.S. passport, establish both identity and work authorization.
- List B documents, like a driver’s license, establish identity
- List C documents, such as a Social Security card, confirm work authorization. Employers should familiarize themselves with acceptable documents, which are listed on the USCIS website.
Remote Work and E-Verify
Remote hiring adds complexity to the I-9 process. If documents are reviewed remotely, employers must use E-Verify and conduct a live video interaction to inspect original documents. Copies of these documents must be retained, front and back if two-sided.
E-Verify is a free, online system provided by the U.S. government. It compares information from the I-9 form with records from the Department of Homeland Security and the Social Security Administration. While optional for many employers, it is mandatory for federal contractors and certain state employers. E-Verify helps detect identity fraud, flags mismatches early, and supports audit readiness.
Reverification and Rehires
Reverification is required only for employees with temporary work authorization. U.S. citizens and permanent residents with valid documents do not need to be reverified. If an employee is rehired within three years of their original I-9, employers can either complete the Supplement B section or fill out a new I-9 form. Many HR professionals prefer the latter to ensure consistency with the latest form version.
Storage and Retention Best Practices
Employers must retain I-9s for three years after the date of hire or one year after termination, whichever is later. These forms should be stored separately from personnel files and in a secure location. If stored electronically, the system must meet DHS security standards. Whether you use paper, digital, or both, consistency in your storage and destruction practices is essential.
Avoiding Common Mistakes
Frequent I-9 errors include missing or incorrect dates, incomplete fields, and improper corrections. For example, if an employee mistakenly enters their birthdate in the “today’s date” field, only they can correct it. Employers may only correct Section 2 errors. All corrections should be made by drawing a single line through the error, entering the correct information, and initialing and dating the change. Whiteout should never be used. Attaching a correction memo is a best practice that demonstrates good faith during audits.
Conclusion and Resources
I-9 compliance may seem straightforward, but the nuances matter. Whether you’re new to HR or a seasoned professional, understanding the rules and maintaining consistent practices can protect your organization from costly penalties. OneGroup offers a free I-9 toolkit that includes an audit log, correction memo template, and a destroy date calculator. They also provide complimentary 15–30 minute compliance check-ins to help organizations stay on track. If you’re unsure about your current I-9 process or need help conducting an audit, don’t hesitate to reach out to OneGroup’s Human Resources Consulting Team.
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To learn more about OneGroup’s Employee Benefits services, visit our website. To learn more about BPAS’s Health Benefits Consulting services, visit their website.
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