As the #1 leader in I-9 form completion software, i9Check is pleased to provide the following employment eligibility-related news:

Electronic Signatures

During the Fall of 2004, H.R. 4306 received substantial congressional support from both the House of Representatives and the Senate.  Introduced by Reps. Chris Cannon (R-UT) and Rob Andrews (D-NJ), H.R. 4306 allowed for electronic signing of the I-9 form as well as electronic storage of completed forms. On October 30, 2004 , President Bush signed the bill. The bill allows companies to begin accepting electronically signed I-9 forms 180 days after signature. With the signing of the bill into law, dramatic changes are underway which will significantly streamline the I-9 form completion process.

Perhaps the most significant result of H.R. 4306 is the allowance of electronic signatures on the I-9 forms.  Companies will be permitted to accept electronic signatures allowing the I-9 forms to be prepared and completed entirely electronically.

The benefits of this new development are clear. Now, companies can computerize their I-9 form processes and use software applications to ameliorate many of the problems associated with manual completion of the I-9 form. Common problems of manual completion include the following:

§         Negligent or purposeful data omission

§         Data entered into wrong fields

§         Wrong combination of documents accepted

§         Form not signed or dated

§         Social security numbers mismatched

§         Form completed in an untimely manner

Thorough completion

By now being permitted to automate the I-9 completion process, companies can avoid common paperwork errors. Users can be required to thoroughly complete all necessary fields on the I-9 form.  The software can limit where document information is placed, thereby ensuring correct data input. Social security numbers entered into Section 1 and Section 2 can be matched  as well as checked for validity.

Uniform completion

A key benefit to utilizing a web-based I-9 solution is its everywhere access. Nationwide companies with numerous branch offices face the difficult challenge of training their staff on the proper completion of the I-9 form. Results usually varied and were especially complicated for companies experiencing high rates of turnover among HR staff responsible for preparing Section 2 of the form. Using a web-based I-9 application dramatically mitigates this problem. By accessing the application over the World Wide Web, any new hire and HR staff member can be guided through the process, resulting in a properly completed form. 

Effective tracking of work expiration dates

In the past, tracking work authorization expiration dates required manually entering the dates into a tickler system and sending out notices to foreign employees of the need to obtain renewed work authorization. This arrangement required constant monitoring and follow up—a tedious task that usually resulted in late Reverification processes. Some foreign workers slipped through the cracks. By automating this process, HR departments can effectively track these expiration dates and have reminders of the need to provide proof of renewed authorization regularly emailed to the affected employee(s). 

Informative reporting

I-9 software provides customized reports so HR managers can obtain important information about the new hires. Reports can detail how many U.S. citizens, permanent residents, or foreign workers on temporary work authorization are employed in any given month. Reports can provide information concerning hiring rates at different worksites or clusters of worksites across the country. They can also provide a glimpse into the number of ex-employees or seasonal employees rehired.

For more information, please contact us