Many employers assume that they are in compliance with the INS guidelines for collecting and maintaining their employees’ I-9 documentation. But are you sure? Here are 10 quick “Do’s and Don’t’s” as it relates to I-9 documentation. Some of them may surprise you!
- DO – require all new hires to complete Section 1 on their first day.
- DO – review all documentation to ensure it is acceptable and genuine.
- DO – create a consistent process and educate others who need to be involved.
- DO – make and retain copies of I-9 documentation.
- DO – keep copies of document for three years after hire or one year after termination.
- DON’T – ask new hires for particular forms of ID.
- DON’T – consider the expiration date of documents when making hiring or firing decisions.
- DON’T – forget to follow up on expiring documents related to work authorizations.
- DON’T – ask the employee to complete an I-9 prior to making an offer.
- DON’T – put I-9’s in the employee’s personnel file.
NOTE: The new Form I-9 went into effect on January 22, 2017. Be sure that you are using the newly adopted form so you can remain in compliance. Need an HR expert? Contact HRPro4You, LLC for more information on how you can become compliant with your employee I-9’s and other HR compliance challenges.