General information:
Employers must have an I-9 on file for every active employee hired after November 6, 1986.
Employers must have an I-9 on file for terminated employees for three years following date of hire or one year following date of termination—whichever is later.
Active I-9s and terminated employee I-9s shouldn’t be filed together.
The most current version of the I-9 form as of the date of hire or reverification must be used.
Here is the link to an article about conducting self-audits for Forms I-9. The source is U.S. Immigration and Customs Enforcement. Very detailed article includes answers to questions such as what if an I-9 is missing for an employee, how to correct information on Parts I and II of the I-9, etc.
https://www.ice.gov/doclib/guidance/i9Guidance.pdf
Another great resource is I-9 Central. This resource covers all things I-9 and has a section on E-Verify.
https://www.uscis.gov/i-9-central
I-9 Central has a great FAQ section also.
https://www.uscis.gov/i-9-central/form-i-9-resources/questions-and-answers
Link to a Paycom blog :
Why You Should Conduct a Form I-9 Audit (and How to Build an Audit Checklist)
https://www.paycom.com/resources/blog/form-i-9-audit-checklist/
The SHRM article that was posted in the BOSS group has a great tip toward the end. Employers need to train employees (restaurant hostesses, receptionist, etc) on what to do if ANY government official arrives on-site in an official capacity- OSHA, Department of Labor, Department of Revenue, Immigration, etc. Employers should have a contact list ready of who the employee needs to notify (owner, manager on duty, etc.) and back-ups if the first contact isn’t available.
Steps to follow
- Take the visitor’s information.
- Seat them in the lobby or reception area – don’t let visitors wander around.
- Be polite but don’t have unnecessary conversation.
- Call the company representative on the contact list mentioned above.
