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PLNA e-News: Protecting Values In the Nation

Do You Have the New I-9 Form?

Monday, August 14, 2017   (0 Comments)
Posted by: Gregg Robertson
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WASHINGTON, D.C. – A new I-9 form has been issued by the U.S. Department of Homeland Security (DHS) as of July 17 of this year. With raids and inspections by the Immigration and Customs (ICE) enforcement arm ramping up be sure you are using the most current edition of the I-9 form.

What You Must Do

·   This new I-9 must be completed for all new hires starting September 18, 2017.

·   It is not necessary to complete a new I-9 using this form for existing employees with a prior version I-9 on file.

·   The storage and retention rules for I-9’s remain the same.

You may download the new I-9 form by clicking here. You may also find additional information about completing I-9’s by going to the DHS website.

Here are some tips for using the I-9 form:

  • Require all new employees to complete and sign Section 1 on their first day of work.
  • Don't ask an applicant to complete an I-9 prior to making a job offer. If you do, you open yourself to discrimination suits.
  • Review employee documents to make sure they are on the new I-9 form list of acceptable documents and appear genuine.
  • Don't ask new hires for any specific documents. it is up to the employee to decide which documents to provide.
  • Establish a consistent procedure for completing the I-9s and be sure your managers follow that procedure.
  • Don't consider the expiration date of I-9 documents when making hiring and firing decisions.
  • Make and retain copies of all I-9 documents.
  • Keep a tickler to follow up on expiring documents that limit an employee's authorization to work.
  • Keep I-9s and copies of documents for three years after the employee's hire date or one year after their termination, which ever comes later.
  • Don't keep I-9s and documents in the employee's personnel file. This can open you to discrimination suits and other trouble if you get an I-9 audit.

Fines for improper documentation can run to $2,000 per occurrence and up to $20,000 per worker for hiring an undocumented worker.

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