The U.S. Citizenship and Immigration Services (USCIS) is tasked with enforcing the rules regarding the employment of aliens in the United States. The I-9 form, which is part of the employment verification process, is used to prove that an individual is eligible to work in the United States.
The Electronic I-9 is a document that must be filed with the U.S. Citizenship and Immigration Services (USCIS) by employers or recruiters who hire employees. The form contains information about the applicant’s name, SSN, address, employment history, and whether the applicant is authorized to work in the United States. It is used to verify that the applicant is eligible for employment in the United States. Employment authorization, along with the initial SSN, is needed for aliens to work in the U.S.
There are some necessary elements that organizations must understand in electronically managed I-9 solutions.
Electronic Storage
The electronic storage of Form I-9 documents is a critical requirement for E-Verify. With the recent regulatory mandate to use the Form I-9 to verify the identity and eligibility of employees and new hires, employers need to ensure that the Form I-9 and supporting documentation and records are stored in an electronic manner. The Form I-9 management solution must ensure that the Form I-9 and supporting documents and records are stored and accessible for an extended period of time, which is required by the Electronic Employment Eligibility Verification (E-Verify) program.
Data Security
The data stored in the I-9 administration solution are highly confidential. They must be defended through high-level data security technologies. The enactment demands that trained authorized employees have access to the system, and the system has backup and restoration features to prevent data loss or alteration. Also, the employer can provide documentation allocating the security methods and technologies in place.
Electronic Signatures
Electronic signature methods can incorporate capturing the IP address of the user, “Click to accept” features, the image of mouse sign, email address, social security number, and more. The Form I-9 management solution provider must present documentation for auditors outlining the process and safe conduct in place.
Final Words
The I-9 form is an official document employer must complete and submit to verify that an individual is eligible to work in the United States. The form includes information such as name, address, date of birth, and social security number, as well as the name and address of one or more employers. The purpose of the I-9 form is to ensure that the United States government is not hiring undocumented aliens.
As soon as a person accepts the offer of employment, the employer is required to electronically mail/email/fax/deliver/drive/drop off the I-9 to the USCIS for review before the person can start working. If the person is hired, then he/she must show valid work authorization (i.e., the person must provide the status of the “work authorization documents” on the I-9 form).
To know more about the electronic I-9 requirements, attend the Compliance Prime webinar.
