Processing new hires is an ongoing task for most employers which can ebb and flow in terms of workload. However, the education industry is particularly unique in that it frequently requires the processing of many hires at the same time during the late spring and summer as schools begin preparing for the upcoming year. This can present a challenge in effectively managing this workload while minimizing the potential for mistakes that could lead to compliance issues.
When it comes to trade schools, colleges, and universities, hiring tends to be more of an ongoing process that often sees a flourish of activity before the beginning of each semester. The rush to get instructors and staff ready for the upcoming semester frequently creates an uneven workload that requires assistance to ensure all Form I-9 requirements and deadlines are met.
For many in the education industry, this is where enlisting the help of a professional I-9 intelligence company can become an invaluable resource. These types of organizations and the digital I-9 software they create and design can help in the following ways:
- Streamline the hiring process. By making the process digital, I-9 software can help streamline the process to make a more effective use of time and energy. The program features printable checklists regarding completing the form for both employees and employers. This assists with keeping them on task to meet the necessary requirements and deadlines.
- Reduce the incidence of human error. Section one of the Form I-9 requires the employee to provide basic personal information such as name, address, etc. In entering this information, it is not uncommon for an individual to inadvertently leave a field blank or incomplete. Another element of the form that is frequently forgotten is required signatures. The software is crafted to help catch errors such as incomplete or blank fields and alert the employer of them before the data is submitted and it creates a compliance issue.
- Auto populate E-Verify. Each state may have their own guidelines for schools and the federal E-Verify program. For schools that are required to complete a Form I-9 and open a case in E-Verify, it can mean manually reentering information by hand. However, a reputable digital I-9 software should feature the capability to auto populate E-Verify fields with the same information digitally entered into the Form I-9, which may further reduce the incidence of human error.
- Alert employers of upcoming deadlines and expirations. It may take close to the entire time allotted by the Form I-9 to gather all the necessary information and the upcoming deadline alerts from I-9 intelligence software is invaluable in this respect. Some employees may also have identification documents that expire and require renewal. These software programs are designed to alert employers of these upcoming expirations in advance so they may be resolved before they become a compliance issue.
- Stay on top of current hiring legislation. There are limited instances in which protocol for hiring could be temporarily modified. This can be prompted by a temporary change in federal law which requires a limited time only flexibility. A good software program should alert employers to these changes to help ensure they are meeting the most updated requirements.
- Assist with audits. Should an independent school district, campus, or university be audited by a government agency, the digital I-9 software provides auditors with both a detailed explanation of the operation of the software and audit trails. When required, the I-9 intelligence company behind the software should also be able to provide a mass printing of pertinent I-9 records and attachments.