Hiring a new employee brings about new sets of responsibilities. Apart from finding a good pre-employment screening company, there is a lot of paperwork to do, and sometimes, things don’t always go as planned.
One of the most important forms to complete when making a new hire is Form I-9. It is a U.S Citizenship and Immigration Services (USCIS) document that employees need to complete in your organization. As an employer, this form is a method of employment eligibility verification that will show your employees are allowed to work in the United States. It’s easy to make mistakes on Form I-9. While the form appears straightforward at first glance, there are several sections where potential mistakes can happen. If you’re not careful with these mistakes, it could end up costing your company a lot of money. Fines could end up costing thousands per error on each Form I-9!
Common Form I-9 Mistakes
- Putting information in the wrong section.
- Missing information.
- Accepting documents that are not on Form I-9.
- Forgetting to have the employee affix their signature and date on the form.
- Failing to date and sign the certification.
- Not checking if the employee’s address provided is a P.O. Box
- Using an old version of Form I-9
Can I correct the Past Form I-9 with errors?
You can correct past I-9s, but you need to follow the rules outlined in the M-274 if you are going to correct past I-9s on your own. Some of these rules include:
- Only use blue or black ink.
- You may not use white-out.
- If the employee filled out the error in Section 1, do not write directly on the document. You may attach a note indicating the errors so the employee can correct them.
- You may use an attached note indicating why you’re having an employee make corrections so that an ICE agent will understand the scope of corrections.
- Errors made in Section 2 should be corrected directly on the document by the employer.
Make sure to download the Handbook for Employers M-274 on the USCIS website for complete information.
How to prevent Form I-9 errors?
These I-9 mistakes can be prevented by following a checklist when you are filling out the form with your employees.
- Always check if the form is current and not an old version.
- Make sure that the information in the form is clear and legible.
- Fill out every applicable section of the form and recheck multiple times.
- Verify if the employee documentation matches what is listed on Form I-9.
- Make sure that the date in Section 2 matches the payroll records.
- Ensure that all employee and employer signatures are affixed on the form.
- Hire a pre employment background check company. A pre-employment screening company can help complete an I-9 on an employee and make a correction.
Conclusion
Completing and correcting Form I-9s may seem complicated, but it doesn’t have to be. Hiring a reliable pre employment background check company will give you peace of mind knowing that you have experts in completing and correcting I-9s. With a little precaution, you can avoid any Form I-9 errors and save your company from costly fines in the future.