Here are three important compliance issues you need to know about I-9 forms:
U.S. Immigration and Customs Enforcement (ICE) rules require employers to complete I-9 forms within three business days of the new employee’s first day of work. Completion of the form means the employee has filled out and signed and dated section one on the first day of employment, and provided identification documents to be verified by the employer within three business days.
When to Purge I-9 Documents
ICE rules require employers to keep I-9 forms either one year after the date of termination or three years after the date of hire, whichever is greater. For this reason, make it a regular practice to audit your terminated employees’ I-9's and purge documents older than either one year after the employee term date or three years after the employee hire date.
Purge I-9 forms of terminated employees to free up storage space, protect sensitive information of previous employees, and minimize your risk of errors being found during an audit. The Society for Human Resource Management recommends keeping a log of purged I-9 files that notes the date of purge.
Valid Identifying Documents
Hiring managers and employers need to make sure they are getting the right combination for identifying documents for I-9 validation. The employee needs to present a document from List A OR a document from List B AND a document from List C; if they do not, the I-9 documentation is incomplete. Employers can refer to the M-274 Handbook for Employers for examples of valid identification documents and how to correctly the complete the I-9 form for compliance.
If you’d like more information or need assistance with your I-9 compliance, please contact us at firstname.lastname@example.org or call 1-844 MY ACCTG.
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