I-9 Completion: It’s Not a Pain, It’s Peace of Mind

As a former HR executive, I can affirm that of all the duties HR is tasked with handling, ensuring that employees are authorized to work in the United States is top of the list. Without confirming the employee’s eligibility, the employee journey cannot legally occur.  The I-9 form is the mechanism used for this confirmation. The I-9 form, officially known as the Employment Eligibility Verification Form, is used by U.S. employers to verify the identity and employment authorization of individuals hired for work in the United States. It is required for all employees, regardless of citizenship or immigration status, and must be completed by both the employer and the employee.

And while there are people who fear, or loathe, the form, I have a different perspective. I-9 compliance is one of the ways to reduce risk for employers and can give the organizational leaders confidence that they are not making costly mistakes in their hiring practices. What people don’t often realize is that the I-9 form also protects the employee.

The I-9 form protects employees by confirming their legal authorization to work in the U.S. and ensuring fair treatment in the hiring process. It helps prevent unlawful employment practices by discouraging the hiring of unauthorized workers under unfair conditions and allowing employees to choose from acceptable verification documents. Additionally, a properly completed I-9 form provides job security and peace of mind, reducing the risk of legal issues related to work authorization.

Employees must complete Section 1 of the form by their first day of employment, while employers must review and verify the employee’s identity and work authorization documents and complete Section 2within three business days of the employee’s start date. It is during the completion of the form that errors can occur.

Employer errors in Section 2 of the I-9 form often include listing incorrect document titles, numbers, or expiration dates, which can lead to compliance issues. Additionally, failing to sign and date Section 2 within the required three business days of the employee’s start date is a common mistake that can result in non-compliance. Employers may also use incorrect document combinations, such as neglecting to obtain an identity document when required, further increasing the risk of errors and potential legal consequences. Proper training and attention to detail are essential to ensure accurate completion of this section.

So, why all the fuss and confusion?

The form, although short, has a litany of requirements that must be followed to ensure it is properly completed, handled, and stored. But once you know the rules, and follow them, the risk of fines is small. One way to ensure compliance is by partnering with a provider that understands the nuances and uses technology to make the ease of compliance part of the solution.

Experian Employer Services is one provider making huge strides in this regard. They recently announced a virtual service for section 2 completion to enhance onboarding efficiency for employers who need assistance when in-person completion is not practical or possible. This is great news for employers who want to further ensure they will not face fines from the U.S. Immigration and Customs Enforcement (ICE) and the Department of Homeland Security (DHS).

Read more about the Experian Employer Services virtual service below.

https://www.businesswire.com/news/home/20250129064168/en/Experian-Launches-Virtual-Service-to-Streamline-Form-I-9-Compliance

At H3 HR Advisors, we examine the world of work and how processes can be enhanced with technology. You can see more of our insights at www.H3HR.com.