ICE Renews Commitment to Punish Employers

Most employers are not aware that several days ago Immigration and Customs Enforcement (ICE), a division of the Department of Homeland Security, sent a copy of its Strategic Priorities for Fiscal Years 2010-2014 to its employees.  The memo has not been made public, but you can read it here - ICE Strategic Plan.

The ICE Strategic Plan outlines the priorities on 3 very important efforts:

1)      Preventing terrorism and enhancing security

2)      Securing and managing our borders

3)      Enforcing and administering our immigration laws.

As part of the goal of enforcing our current immigration laws, ICE promises to enforce immigration related employment laws in order to create a culture of compliance among employers.

The strategy is a 2-pronged approach.  It includes aggressive criminal and civil penalties against employers who knowingly violate immigration laws, and continues to implement programs such as E-Verify (verifies employment eligibility to work in the United States) and IMAGE.

ICE is also promising to hire additional auditors to focus on employer’s Form I-9 compliance.  Based on government audits, ICE has collected over $15,000,000 in fines from employers, many who have never knowingly hired an illegal worker and made only clerical mistakes while completing the Form I-9, Employment Eligibility Verification.

It is important for every employer to understand that government enforcement of Form I-9 regulations is not going away anytime soon.  Developing best practices, learning about 3^rd party Form I-9 audits and seeking qualified advice concerning I-9 compliance is imperative in this new era of enforcement.

Don’t let your company be the next to suffer large fines resulting from an ICE inspection.  It could bankrupt your business!

What Every Employer Needs to Know About the People You Hire

The immigration debate is a hot topic.  Arizona recently passed controversial legislation causing an outcry from both sides of the debate.  Racial profiling, unlawful search and seizure and discrimination are just a few of the terms being bantered about.   Why should this matter to anyone who doesn’t live in Arizona?

It is hard to argue the current immigration system is not broken and I hope people a lot smarter than me are working on solving the problem.  For now, we must live with and work with the system that is in place.  A large piece of the illegal immigration puzzle is the Form I-9, Employment Eligibility Verification.

Using the Form I-9, every employer has the responsibility under the law to verify both the identity and work authorization of every person they hire regardless of that person’s citizenship status. This means filling out the I-9 form for every person hired and inspecting ID and work eligibility documents provided by the new employee.

Of course when the original Form I-9 process was developed in 1986, the ability to easily, quickly, and cheaply produce fake documents was not a huge concern.  However, in the current environment, technology is readily accessible to produce authentic looking documents in a very few minutes.

How Can an Employer Be Sure About the Work Eligibility of Who They Are Hiring?

The answer is “they can’t be sure” – and the law does not require that they are sure.  In fact, there are consequences for employers who refuse to accept documents if they appear to be genuine.  There are also penalties for employers who require certain employees to provide more documents than are required by the I-9 process.  Anti-discrimination laws protect employees from employers who may treat them differently because they sound or look foreign or have a foreign sounding name.

The government is providing more tools for employers to use to help them avoid hiring mistakes.  E-Verify for employers is an electronic verification system run by the Department of Homeland Security in cooperation with the Social Security Administration.  It is free to all employers.  Using information provided on the Form I-9, the employer can access the E-Verify system and check the work authorization of new hires.  Results are returned within a few seconds.

Of course, no system is perfect and E-Verify does not recognize identity theft in about 50% of the cases.  If someone has stolen another person’s identity, E-Verify only “knows” that identity is authorized to work – it cannot determine the person sitting in front of you is not that person.  For the system to work more perfectly, it would need to maintain a current photo of every person in the U.S. and match that information to the employee.  It is doubtful we will see that in the near future.

What Should a Well Intended Employer Do About Employment Elibigility Verification?

• Complete the Form I-9 at the time of hire for every new employee.
• Be sure the employee completes Section 1 carefully and accurately.
• Use the List of Acceptable Documents from the I-9 and carefully inspect the documents provided by the employee.  Record the document information accurately and completely in the document lists in Section 2.
• Use E-Verify for every new hire.
• Treat every person you hire the same, regardless of their name or appearance.

Proper completion and maintenance of the Form I-9 is the best tool currently available to employers to help them hire a legal work force. It isn’t perfect by any stretch of the imagination but it is what we have and it is the law.

The Form I-9 Is for Everyone You Hire – Yes, Even the Nanny!

The Senate Finance Committee published the findings of its review of documents submitted by Alan Bersin after his nomination to become Commissioner of U.S. Customs and Border Protection in the U.S. Department of Homeland Security. Mr. Bersin is currently the U.S. Attorney for the Southern District of California.

It seems only appropriate that an audit of I-9 forms for people employed by Mr. Bersin would be part of the review since it is the Department of Homeland Security that is responsible for enforcing Form I-9 compliance.  The Form I-9, Employment Eligibility Verification, is required for every person hired in the United States and must be completed by the employer no later than 3 business days after the date of hire.

Mr. Bersin employs 10 household staff members.  All 10 were treated as employees for tax reporting purposes, including unemployment taxes.  Some were paid by the hour and others were salaried individuals.  During a due diligence meeting, Bersin’s wife, Lisa Foster stated it did not occur to her to obtain I-9 forms for her household/domestic workers.  An incomplete I-9 for one of the employees was given to Ms. Foster by an employment agency.  Ms. Foster did not realize it was her responsibility to make sure the Form I-9 was completed properly.

If you have household help that you are paying as an employee, you must have a correctly completed Form I-9 on file. If you are a small business person and you are relying on a CPA, Employment Agency, or PEO to complete your new hire paperwork, you better make darn sure it is done correctly.  The Form I-9 is always ultimately the employer’s responsibility.  Leaving this important document in the hands of other may put you in hot water and could cost your business large amounts of money resulting from fines and penalties for Form I-9 violations.

The Redesigned Permanent Resident Card

On May 11, 2010, USCIS (U.S. Citizenship and Immigration Services) announced it will begin issuing a “new and improved” Permanent Resident Card, which most of us know as the Green Card.  In a moment of genius, the designers of the card decided to make it green in color for ease of recognition!

The new Permanent Resident Card incorporates state-of-the-art technology to prevent counterfeiting and facilitate accurate authentication. USCIS will now issue all Green Cards in the new, more secure format.  Recipients of the redesigned Permanent Resident Card will include those newly approved lawful permanent residents, as well as those who get a renewal or replacement card.

Although this seems to be a positive step in decreasing incidents of identity theft and document fraud, it creates more uncertainty for employers.  It becomes the employer’s burden to identify legitimate documents when many employers are not familiar with every version of the Green Card issued over time.

There have been several versions of the Green Card issued over the years.  The first Green Card was issued in 1946 and was referred to at that time as an Alien Registration Receipt Card.  Few of these are still in circulation; they contain no expiration date and as of March 20, 1996 are no longer valid evidence of permanent residency.  Other versions of the Resident Alien Card were issued in 1977 and again in 1989.  Neither the 1977 card nor the 1989 were green in color.

In 1997, the card was renamed to Permanent Resident Card and updated yet again in 2004.  Each time the card was updated, additional security measures were added. As for the most current version issued just this week, holders of older cards will only receive the redesigned Permanent Resident Card when seeking a renewal or replacement card.

Employers should choose to work with a qualified expert to help them navigate the complex requirements of the Form I-9.  Inspecting work authorization and identity documents is an integral part of meeting your responsibility to verify the work eligibility of each person you hire.  The experts at I-9 Okay have reviewed thousands of employee identity documents and are ready to assist you with all of your Form I-9 and E-Verify needs.

States Jump on the E-Verify Bandwagon

Most of you have heard about E-Verify for employers but you may not be paying close enough attention because you don’t think it is something you need to think about.  Well, you might want to think again!  The federal government already requires employer’s with federal contracts to use E-Verify for any employee assigned to the contract. Many states are passing laws requiring employers to use E-Verify and many more state have legislation pending.

As of today, 16 states require E-Verify in some capacity.  Arizona, Utah, South Carolina, and Mississippi require all employers to use E-Verify.  Idaho, Colorado, Nebraska, Minnesota, Missouri, and Georgia require state agencies and employers with state contracts to use E-Verify.  Virginia and North Carolina require state agencies to use E-Verify and several cities and municipalities have passed their own legislation.

E-Verify uses the Department of Homeland Security (DHS) and the Social Security Administration databases to verify employment eligibility to work in the United States.  After signing up to use E-Verify, the employer inputs information gathered on the Form I-9 into the E-Verify system to confirm the work eligibility of an individual in just a few seconds.  Unfortunately, the process of signing up and receiving approval for E-Verify can be cumbersome…but there is a simple solution.

An employer may contract with an E-Verify Designated Agent to utilize the federal database without having to go through the hassle of signing up, taking the training, and passing the mastery test.  An E-Verify Designated Agent is authorized to use E-Verify to check the employees of any company, with their permission of course.

Using a Designated Agent is a good solution for companies that don’t want to spend valuable resources on an administrative task.  It is a great solution for HR departments that are already stretched to the limit and can’t begin to think about adding one more thing to their busy schedules.

I-9 Okay is an E-Verify Designated Agent.  We are able to assist companies, large and small, with all of their E-Verify and Form I-9 compliance concerns.  E-verify has very specific rules of use…what you don’t know could hurt your company. The E-Verify specialists at I-9 Okay are experts in helping employers navigate the complex rules concerning E-Verify requirements and Federal contracts. Contact us today.