I-9 Program Strategy – Guide To Creating A Strategy

I. Introduction

– Brief Overview of I-9 and E-Verify

– Importance of Compliance for Legal and Reputation Reasons

II. Proposed Program Strategy and Current Status Assessment

– Define your goal: What is the ultimate position you want the program to achieve

– Review Current I-9 Processes and E-Verify Implementation

– Identify any Compliance Gaps or Weaknesses (to accomplish that goal you shared previously)

– Update your program policy(ies) related to I-9 and the on-boarding approach, re-Verification, document retention.

III. Leverage Technology as Part of the Solution

Step 1: Technology Integration and Automation – If you are doing paper I-9s this is a no brainer! Get digital!!

– Leverage Technology to Streamline I-9 Process

– Implement Automation for Data Validation and Alerts

– Benefits for Efficiency and Accuracy

– Showcase Potential Cost Savings

Step 2: Plan, Schedule and Deliver Comprehensive Training and Education to all touching I-9s

– Develop Training Modules for HR and Employees

– Regularly Update Training Material to Reflect Current Regulations

– Promote Awareness and Understanding of I-9 Compliance

– Define accountability expectations!!! (can’t stress this enough)

Step 3: Ongoing Monitoring and Auditing

– Regular Internal Audits to Ensure Compliance

– Establish a Compliance Review Schedule

– Implement Corrective Actions for Non-Compliance Instances

– Highlight the Proactive Approach to Compliance

– Identify accountability requirements and consequences

Step 4: Vendor Collaboration (if applicable)*

– Evaluate Electronic I-9 Service Providers

– Ensure Seamless Integration with HR Systems

– Establish Clear Communication Channels for Support

Step 5: Continuous Improvement

– Establish Feedback Loops from HR and Employees

– Stay Informed about Regulatory Changes and Adapt Accordingly (you can leverage your I-9 service provider for regular updates!!)

– Foster a Culture of Compliance and Accountability

IV. Key Performance Indicators (KPIs)

– Define Metrics for Success (e.g., Compliance Rate, Audit Results)

– Set Targets and Milestones for Improvement

V. Cost-Benefit Analysis

– Estimate Initial Investment (Technology, Training, Auditing)

– Compare with Projected Savings and Risk Mitigation

VI. Risk Mitigation and Legal Safeguards

– Highlight How the Strategy Minimizes Legal Risks

– Provide Assurance of Preparedness for Audits and Inspections

VII. Timeline and Implementation Plan

– Detail the Phased Rollout of the I-9 Program

– Assign Responsibilities and Deadlines

– Provide regular updates (Quarterly is recommended or twice a year to keep everyone aligned)

VIII. Q&A and Open Discussion – there will be questions so anticipate them