I-9 Management, Compliance, and Verification Services

Businesses can conduct their own I-9 verification process or work with a third-party I-9 management solution. Investing in an I-9 solution can help your company in a variety of ways, such as ensuring accuracy and compliance. There are several reasons why working with the right I-9 compliance partner is important, such as:

• Security: The I-9 verification process requires handling private and sensitive information. A trusted I-9 solution partner can help ensure all confidential information and documents are handled carefully, stored securely and protected for privacy.
• Accuracy: Completing and processing I-9 Forms can be complex. I-9 solutions pair you with a professional partner with the necessary background and experience to ensure all I-9 Forms are completed correctly.
• Compliance: One of the primary benefits of an I-9 management partner is compliance. Because I-9 Forms are required by federal law, an I-9 partner can help ensure forms are completed accurately and on time to prevent penalties and fines that can hurt your business.
• User-friendly operations: Considering the number of fields to be completed for the Form I-9 the software can help minimize human error by ensuring accuracy through proper validation. The software can also ensure compliant document tracking and accurate reporting.

At Experian Employer Services, we offer I-9 compliance and management solutions that can help your business in various ways. From comprehensive dashboard reporting and federal compliance to staying one step ahead of missing data and providing industry-leading data security, Experian Employer Services is your trusted I-9 solution.

We can assist your organization with I-9 management needs and offer several employer services products that can keep you in compliance, increase efficiency and streamline your workflow, such as ACA reporting, unemployment management and more. Contact us today to see how our workforce management solutions can help you. 

The U.S. Citizenship and Immigration Services (USCIS), an agency of the Department of Homeland Security, requires the completion of the Form I-9, Employment Eligibility Verification, to establish that an employee is eligible to work in the U.S. In addition to proving employment eligibility, the Form I-9 is used to verify an individual's identity by requiring the individual to provide the employer with acceptable documentation as evidence of identity and employment authorization. An I-9 management solution can ensure timely and proper completion of the Form I-9.

You are required to complete and retain a Form I-9 for every employee you hire for employment in the United States regardless of citizenship or nationality.

Job applicants should not complete an I-9. Only individuals who have actually been extended and accepted an offer of employment should complete an I-9.

The exceptions to this requirement are as follows:

• Individuals hired on or before Nov. 6, 1986, who are continuing in their employment and have a reasonable expectation of employment at all times.
• Individuals hired for employment in the Commonwealth of the Northern Mariana Islands (CNMI) on or before Nov. 27, 2009.
• Individuals employed for casual domestic work in a private home on a sporadic, irregular, or intermittent basis.
• Independent contractors
• Individuals providing labor who are employed by a contractor providing contract services.
• Individuals not physically working in the United States.
• A self-employed person does not need to complete an I-9 on his or her own behalf unless the person is an employee of a business entity, such as a corporation or partnership.
• Unremunerated individuals like unpaid interns are not required to complete an I-9.

I-9 noncompliance can come with several fees and penalties that can hurt your company’s bottom line and reputation. While penalties and fines can vary on a case-by-case basis, general penalties you can incur for noncompliance include the following:

• Civil penalties: For I-9 paperwork violations or uncorrected technical errors, employers can face a penalty between $272 to $2,701, increasing the penalty amount with each offense.
• Debarment: Employers who are noncompliant with I-9 rules and regulations can face debarment from certain federal contracts.
• Criminal actions: In some cases, employers who willingly hire unauthorized employees can face criminal actions, such as fines or imprisonment.

These are some of the penalties you can face for failing to comply with I-9 regulations. In extreme cases, repeat offenders may have their business closed or forfeit their assets.

When your employee’s employment authorization or, in most cases, employment authorization documentation expires, you must reverify to ensure your employee is still authorized to work.

Employers should not reverify:

• U.S. citizens and noncitizen nationals;
• Lawful permanent residents who presented a Form I-551, Permanent Resident or Alien Registration Receipt card for Section 2, including conditional residents; or
• List B documents

If you rehire your employee within 3 years of the date that a previous Form I-9 was completed, you may either complete a new Form I-9 for your employee or complete Supplement B of the previously completed Form I-9. 

You are not required to update Form I-9 when your employee has a legal name change. However, it is recommended that you maintain correct information on Forms I-9 and note any name changes in Supplement B.