Every employer in the United States must be Form I-9 compliant. If an employer is found noncompliant, it could incur severe penalties including hefty fines, a partial or complete loss of workforce, or even the loss of a business license. These consequences often have a ripple effect which negatively impacts a company’s employees and customers. However, businesses who utilize digital Form I-9 software can be better equipped to handle the challenges of staying I-9 compliant.
How I-9 Software Can Help Any Industry With I-9 Compliance
There are several non-negotiable laws and regulations that can affect a business’ ability to be I-9 compliant. Each industry carries its own unique set of obstacles when it comes to staying compliant but can benefit from using a digital Form I-9 software program to streamline the process while reducing risk and error. Here are some of the industries served by Lookout’s I-9 Intelligence software:
The position of director of human resources is one that demands good time management and organization. Even the most efficient human resource director can be overwhelmed with managing Form I-9 procedures for multiple employees across multiple business locations.
A digital software program allows for the Form I-9 to be completed electronically, providing a paperless solution which can save time and allow management to view reports at any time.
Restaurants and hotels are the cornerstones of the hospitality industry and Form I-9 compliance is crucial to the success of these businesses. Both industries generally experience a high turnover in management and employees, which can affect the ability of new managers to be properly and timely trained on Form I-9 protocol.
Lookout’s digital I-9 Intelligence software can guide managers through the process with the help of user-friendly training materials. Managers will also benefit from completing forms electronically, which cuts down on paper and allows them to see the status of forms at any given time. Additionally, the program helps catch common errors and provide electronic alerts of pertinent form updates or changes.
PEOs are constantly outsourcing services to client companies and share employer responsibilities. With a never-ending flow of employees to manage, staying on top of Form I-9 compliance can be challenging due to the sheer volume of forms that must be processed.
Digital Form I-9 software was created with this type of situation in mind. The software can streamline the procedure, aid in catching common mistakes and provide important alerts, all while allowing employers to handle other aspects of the business.
Construction and Landscaping
Construction and landscaping companies can seem to have a revolving door of employees that often change from project to project. As a project ends and a new one begins, employers are required to have new employees start the Form I-9 process, and for a large work crew, this can be a huge undertaking.
By utilizing a digital Form I-9 software program, construction and landscaping companies can streamline the process of on boarding employees with the help of an electronic form that can save valuable time. Not only will the software help catch typical mistakes, it will also allow management to view the process each step of the way.
Retail
The retail business is dynamic with high turnover rates that tend to fluctuate from season to season. As employees rotate out and new ones arrive, employers are required to start completely over with the Form I-9 process for each, which can be time consuming in addition to the employer’s other daily responsibilities.
Fortunately, digital Form I-9 software can help managers balance the influx of employees with an electronic process that has the capability to catch frequently made errors such as incomplete fields or missing signatures. These features often allow managers to complete Form I-9 tasks in a more timely manner and with better accuracy.
Time is money is a particularly true sentiment for those who work in staffing services. In this industry, the competition can be fierce to supply workers. Due to the fluid nature of staffing, employers must be able to manage high volumes of new employees in a timely manner.
Digital Form I-9 software can save employers time by digitizing the process. The program’s ability to help spot blank fields or missing signatures can be particularly helpful in staying compliant for employers processing large volumes of the form in a relatively short period of time.
The Form I-9
The Form I-9 came into play with the Immigration Reform and Control Act of 1986. By law, this legal document is required for all employees to verify identity and employment eligibility within the U.S.
There are three main sections of the Form I-9:
Section One:
Section one of the Form I-9 must be completed by the employee by the first day of employment, and employers must see that the form is completed in its entirety.
Section Two:
For section two of the Form I-9, employees must present the appropriate identification documents required within three business days of the employee’s first day on the job. Employers must reasonably determine the documents’ authenticity and complete section two within the three days.
Section Three:
This section needs to only be completed when an employee’s work authorization has expired, the employee is rehired within three years of the date of the Form I-9, or if the employee’s name has legally changed.
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