Preparing for an I-9 audit requires proactive steps to ensure compliance with federal regulations. Here’s a guide to help your company get ready:
1. Conduct an Internal Audit
- Review all existing I-9 forms to ensure they are complete, accurate, and properly signed.
- Verify that supporting documents are current and match the information provided on the form.
- Identify and correct errors or omissions in accordance with USCIS guidelines.
2. Update I-9 Processes
- Ensure your I-9 process complies with current laws and regulations, including changes to the I-9 form or E-Verify requirements.
- Standardize procedures for onboarding and I-9 completion.
3. Train Your Team
- Provide training for HR and managers on proper I-9 completion, document verification, and handling sensitive employee information.
- Avoid discrimination during the verification process by ensuring all employees are treated equally.
4. Maintain Proper Records
- Retain I-9 forms for at least three years after the date of hire or one year after termination, whichever is longer.
- Securely store documents to protect employee information and prevent unauthorized access.
5. Use E-Verify
- Enroll in and use E-Verify to ensure new hires are authorized to work in the U.S.
- Train staff to use the system correctly and resolve non-confirmations promptly.
6. Prepare for an Inspection
- Organize I-9 forms by hire date to streamline the review process.
- Designate a point of contact to handle audits and communicate with auditors.
- Familiarize yourself with your rights and obligations during an audit.
7. Seek Expert Guidance
- Consult with legal counsel or an HR compliance expert to ensure your policies align with federal requirements.
- Regularly review changes in immigration and employment laws.
Being proactive not only ensures compliance but also protects your business from fines and reputational damage. Now is the time to prepare!