Ensuring compliance with Form I-9 requirements is essential for employers to avoid penalties and maintain smooth operations. I-9 remediation involves identifying and correcting errors or omissions in completed forms to ensure compliance with federal compliance regulations. Here are five practical tips to help reduce risk and streamline the remediation process.
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Conduct Regular Audits
Regular self-audits are critical for identifying errors in completed I-9 forms, such as missing information or incorrect dates.
Catching mistakes early reduces exposure to potential fines during an official audit. You can make sure you are audit-ready, by creating an audit schedule reviewing I-9 forms quarterly or semi-annually, and documenting all remediation actions taken. Similarly, you can leverage our free I-9 remediation services.
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Centralize Document Management
Using a centralized system to manage I-9 forms and supporting documents is a great way to simplify remediation.Decentralized processes increase the chances of lost or incomplete forms. By making use of digital platforms like Imagility, you will gain access to a secure, centralized storage and easily access I-9 records, making remediation faster and more efficient.
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Train HR Teams
Improperly trained staff often contribute to I-9 errors. Comprehensive training can mitigate these issues.A well-trained team ensures I-9 forms are completed correctly the first time, reducing the need for remediation. You can consider providing periodic refresher courses on I-9 requirements, including recent regulatory changes and best practices for error correction.
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Leverage Technology
Automation can significantly reduce the risk of errors and streamline the remediation process. Technology eliminates manual errors, provides real-time compliance checks, generates a gap report and helps fix all errors.Imagility’s iterative remediation process ensures ongoing compliance with USCIS requirements. It involves regularly reviewing and updating I-9 documentation to ensure it remains current and compliant.
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Follow Proper Correction Procedures
When errors are found, it’s essential to correct them properly to avoid additional scrutiny.Improper corrections can raise red flags during a DOL or ICE audits. You can use different-colored ink for manual corrections and initial changes. Likewise, it is good practice to avoid white-out; instead, you can strike through errors and make changes nearby. Finally, you should not forget to document why the correction was necessary.
Final Thoughts
I-9 remediation is a proactive step in maintaining compliance and reducing risk. By conducting audits, centralizing document management, training your team, leveraging technology, and following proper correction protocols, employers can mitigate risks and remain prepared for I-9 audits.
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