As a business owner, it’s crucial to stay on top of your hiring process, not just for growth, but also to ensure compliance with federal regulations. One of the most important tasks in the hiring process is completing I-9 verifications. But did you know that failing to do so within 1-2 days of an employee’s hire date can lead to serious penalties?
Why I-9 Compliance Matters More Than Ever
I-9 verifications are required by the U.S. Department of Homeland Security (DHS) to confirm that employees are legally eligible to work in the U.S. While this might sound straightforward, audits are becoming more frequent under the current administration, and failing to comply can result in costly fines and potential damage to your business’s reputation.
Businesses are required to complete an I-9 form for every new hire, verifying their identity and employment eligibility. The form must be completed within the first few days of employment, which means acting quickly is essential. Delaying this process can trigger audits, fines, and even more serious consequences.
Tentho Can Help Guide You—But Not Do It For You
At Tentho, we want to remind you that, although we have the HR expertise, we don’t provide direct I-9 verification services due to DHS regulations, we’re here to support you. We can guide you through the process and point you to resources to help keep your business compliant.
Resources
Acceptable I-9 Documents: What You Need to Know
When completing the I-9 form, it’s essential to provide documentation that verifies both the identity and employment eligibility of your employees. The U.S. Department of Homeland Security (DHS) allows employees to provide either one document from List A or a combination of one document from List B (identity) and one document from List C (employment eligibility). Here you will find a breakdown of the acceptable documents. You can also print the PDF version here and keep it for your records at time of new employee onboardings.
Important Notes:
- The documents must be original—photocopies or expired documents are not acceptable.
- The employee has the right to choose which documents to present as long as they meet the requirements. You cannot dictate which documents they must use.
- Employers should carefully inspect the documents to ensure they appear authentic.
By understanding and accepting the correct documents, you can ensure the accuracy of your I-9 verifications and avoid potential penalties.
Free Resources to Ensure Compliance
The good news is that there are free, accessible resources to help you understand the I-9 verification process and complete it properly. QuickBooks Online (QBO), Gusto, and ADP all offer free I-9 training sessions for business owners. These platforms make it easy to learn how to complete the forms correctly, stay on top of deadlines, and avoid penalties.
Remember, staying compliant with I-9 regulations is not just about avoiding audits—it’s about building a business that is responsible and law-abiding. Completing I-9 forms on time shows that you are serious about following the rules, protecting your employees, and safeguarding your business.
Take Action Now
If you haven’t already, make sure you’re completing your I-9 verifications within 1-2 days of a new hire’s start date. With frequent audits and potential penalties at stake, it’s essential to act swiftly and accurately.
For more information on I-9 compliance, we encourage you to check out the free training resources from platforms like QBO, Gusto, and ADP. Staying proactive and ensuring your business remains compliant will help protect your bottom line.