Employers: Ensure I-9 Software Meets E-Verify Requirements
Employers using I-9 software for E-Verify must ensure their software meets specific requirements. The U.S. Departments of Homeland Security (DHS) and Justice (DOJ) have issued guidelines to assist employers in using electronic Form I-9 correctly.
I-9 software must allow employers to delay case creation when instructed and confirm its functionality aligns with E-Verify requirements. It should also provide options to make and record corrections to previously completed I-9 forms, uniquely identifying each person accessing, correcting, or changing an I-9 form.
Employers are responsible for ensuring their I-9 software complies with I-9 and E-Verify requirements. They must not pre-populate fields on electronic I-9 forms, complete the I-9 on an employee's behalf, or remove or add fields to Form I-9. The software must comply with standards for electronic I-9 signatures and general I-9 documentation, retention, and audit trail requirements.
Employers must train personnel completing electronic Forms I-9 on the employer's behalf and ensure they follow proper procedures. The software must allow employees to leave optional fields blank and accommodate employees with only one name. It must also provide employees access to the current version of Form I-9, instructions, and acceptable document list.
The software must meet integrity, accuracy, security, and reliability requirements to prevent unauthorized or accidental changes to stored I-9s. Employers are advised to conduct targeted research or direct inquiry with providers specializing in U.S. employment eligibility verification software to ensure compliance with DHS/DOJ guidelines for electronic I-9 form correction and retention.
Employers using I-9 software must ensure it meets all necessary requirements to maintain compliance with I-9 and E-Verify rules. By following the guidelines issued by DHS and DOJ, employers can use electronic Form I-9 effectively and securely.
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