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Handling I-9 compliance from afar

by on
in The HR Specialist Forum

Question: “We have operations in several states, and managers in those offices handle local hiring. I run HR from our headquarters, meaning I can't be there to review the original employment-eligibility verification documents new hires have to show when completing I-9 forms. How should I train managers to make sure we comply with the law? Do I need to spell this out in a policy?” — DB, Ohio


I think there are two questions involved. #1 monitoring and auditing the I-9's.
The way I do it is I get a copy of new hire lists and at random I request copies (either mailed, faxed or scaned and e-mailed) to be sent to me for review. I respond to the corrections and they correct the originals according to correction guidelines.

Training: I create a power point presentation to include correct versions of I-9' and incorrect version and how to correct versions. Information about the interim rule and acceptable documents. Most of what you can find in the DHS website under "i-9's in a nutshell".
I then conduct a webminar session to include anyone who is responsible for I-9's.
Hope this helps.

How should I train managers to make sure we comply with the law? Just the same way you were trained. Go over the form itself, and tell them of the 3 day requirement. Make sure that since *THEY* are the ones viewing the documents, they sign and keep them there then send you a copy, or send you the original after signing them. You could probably add an additional certifiacation page to the front saying that you have viewed their work and what your follow up was. i.e. did you deem it as correct and complete and then file, or did you have to send it back for more info (and on what dates, etc).
Do I need to spell this out in a policy?” — absolutely.

Copies are fine.
When an error is found I call them via phone and go over, then I re-enforce on an e-mail. We do have policies that spells out much of it, but we pretty much took it from the DHS website under I-9 in a nutshell. It is pretty much spelled out there. The rest is just training using a lot of communication. Sometimes I'll have them resend me via a fax the corrected I-9, sometimes depending on situations I'll wait till the next audit and re-request that one to be sent.

I looked on the DHS website and couldn't find the I-9 in a nutshell could one of you send the link?

I found it after doing another search here is the link for others who may want it. http://www.uscis.gov/files/article/EIB102.pdf

You might want to consider joining a company that provides online I-9 (such as Kroll). You will be in compliance and it will be stored in electronic form where you could easily access it. They also offer training. Or instead find a notary to complete your I-9. Your responsibility will be the auditing of the document.

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