The I-9 is one simple form. And yet, as a temporary staffing agency in Miami, Future Force Personnel knows it can be the source of major hassles for employers. As is true for many other government forms and processes, there are numerous rules, regulations, and potential fines for non-compliance associated with it.
So what can you do to make sure you don’t get into hot water with Uncle Sam over an issue with an I-9? Start by avoiding these common mistakes:
Mistake #1. Using an Old I-9.
The most recent version was released in 2009. So make sure you are using that form. You can check the U.S. Citizenship and Immigration Service’s (ICE) website to download it.
Mistake #2. Not Fully Completing the Form.
This may sound like a no-brainer, but many employees and employers fail to fully complete the form, from missing signatures, to incorrect dates, to unchecked boxes. To avoid this, keep a sample copy of a fully completed form and compare it to all new Form I-9s.
Mistake #3. Not Having Employees Complete an I-9 Within Three Days.
ICE requires that Form I-9s be completed within three business days of an employee’s first day at work. And if you fail to meet this deadline, it can result in hefty fines. So request that all new hires bring appropriate identification documents with them on their first day and fully complete the Form I-9.
Mistake #4. Not Having a Uniform Policy in Place for Photocopying.
You don’t have to photocopy your employees’ identification and file it with their I-9s. However, if you do it for one employee, you have to do it for all of them and vice versa.
Mistake #5. Keeping Old I-9s.
You are required to keep I-9s until either one year after the date of termination or three years after the date of hire, whichever is greater. After that, purge old I-9s. Keeping them can result in fines if you are audited by ICE and they find I-9s with incorrect information, even if it’s from a former employee.
Don’t Want to Deal With I-9s?
Then consider hiring temporary employees through a temporary staffing agency in Miami, like Future Force Personnel. Here at Future Force, we have the knowledge, expertise, and network to give you fast access to skilled people on a temporary basis, while also reducing your HR headaches by handling the I-9 paperwork. Contact Future Force today to learn more.