Electronic Employment Eligibility Process (I-9)

Introducing EmployeeScreenIQ's Electronic I-9 Process (Right to Work Status)

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U.S. Employers have historically been overwhelmed by the cumbersome process of I-9 Forms and compliance with I-9 Regulations. Fines for inaccurately completed I-9 Forms range from $300 to $3000 per occurrence. The Immigration Reform and Control Act (IRCA) mandates that U.S. employers authenticate the employment eligibility status of newly hired employees and makes it illegal for employers to knowingly hire or continue to employ unauthorized workers. As a designated agent for the Department of Homeland Security (DHS), EmployeeScreenIQ™ can automate your I-9 process and allow your company to participate in the DHS E-Verify program. (Previously called the SAVE and, or Basic Pilot Program).

Three Step "IQ" Electronic I-9 Process

1. Fill out the "smart" error-detecting I-9 form electronically
2. Submit completed form electronically to SSA and DHS for instant Right to Work Status
3. Store completed form and accompanied confirmations in your electronic archives

Features of the "IQ" Electronic I-9 Process

• Confirm the legal "right to work" status of newly hired employees and receive a unique verification number from the Department of Homeland Security.
• Use an error-detecting electronic Form I-9, virtually eliminating processing errors and simplifying the document completion process.
• Electronically sign using E-Sign Act compliant click-to-sign solution.
• Electronically store and retrieve active and inactive I-9 Forms, providing anytime, anywhere secure paperless access for updating, re-verification and governmental inspection as dictated by law.
• Receive automated alerts 90, 60 and 30-days in advance of the expiration of employees' work authorization documents, enabling employees to apply for renewal of their work authorizations, greatly increasing the probability that they can legally continue to work without interruption.
• Easily identify current employees with mis-matched Social Security number(s), through the SSA's Social Security Number Verification Service (SSNVS).

Benefits of the "IQ" Electronic I-9 Process

• Simplify and improve the efficiency of your Form I-9 employment verification process.
• Provide Executive Management with the peace of mind that your employees' Social Security and Immigration documents are valid.
• Substantially decrease human errors in completing I-9 Forms.
• Cost-effectively reduce your exposure to government audits, financial penalties and negative publicity resulting from non-compliance.
• Improve the accuracy of your payroll and tax reporting and virtually eliminate SSA inquiries concerning unmatched Social Security accounts.
• Create a paperless, electronic Form I-9 storage and retrieval system.
• Provide a more stable workforce by reducing disruptive and costly turnover of legally unauthorized employees.
• Demonstrate "Good Faith" compliance with the employment verification provisions of IRCA through participation in the government's Employment Verification Program.
• Protect U.S. jobs for individuals who have a legal right to work in the United States.
• Help reduce the country's spiraling identify theft crisis.

FAQ's

When can I initiate the I-9 Process?
Every employee must complete an I-9 form within 48 hours of their first day on the job. Part of this process is to provide valid identification at the time of form execution. Often times, these forms are filled out incorrectly and the appropriate ID's are never validated. The employer must keep the form on file for the entire time that an employee is on staff and beyond.

Can this program help with legal non-US citizens?
Yes, this can be used for non-US citizens that have obtained working permits. These permits are granted on a temporary basis, so the system will notify the employer 90 days prior to expiration. At that point, the employee will have to provide documentation to prove that the permit has been extended or must be terminated.

What happens if the system provides a Non-Confirmation of an employee's right to work status?
The system will instruct the employer and provide documentation for resolution. Oftentimes, it can be that the incorrect number was entered into the system and can be resolved right away. The next most common reason is that the SSA or DHS has incorrect information in their system. In this case, the employer sends the employee to the local SSA office for resolution. The third possibility is that someone is in fact, illegal. In any of these scenarios, the employee has eight (8) days to provide resolution. The system provides regular reminders to the employer that they only have xx number of days to resolve the issue. If after eight (8) days the issue has not been resolved by the employee, the employer must terminate their employment.

Why is this done Post-Employment?
Legally, an employer cannot do this before the start date.

I-9 Compliance: A Smart Solution for an Overlooked Process