Now more than ever, staying on top of worker documentation and employment verification laws and regulations is a critical aspect of running a business. It’s not just about avoiding fines – it’s about protecting your business, ensuring smooth operations and maintaining a legally authorized workforce.
However, navigating the complexities of the Form I-9 and broader workforce compliance can be time-consuming. From managing required retention to examination of right to work documents, every detail matters. Following worker compliance best practices helps protect your operations, reduce risk and secure a compliant workforce.
Understanding Form I-9 & E-Verify
What Is Form I-9 and why is Form I-9 compliance important?
Form I-9 is a mandatory employment verification form that confirms workers are legally authorized to work in the U.S. For businesses, Form I-9 compliance isn’t just a critical safeguard — it’s a legal requirement. Failing to properly complete, verify or store these forms can lead to hefty fines, legal challenges and reputational damage.
Beyond avoiding penalties, consistent verification practices and recordkeeping helps mitigate risks, prevent discrimination claims and reinforce fair hiring practices.
What is E-Verify?
E-Verify is an online system that cross-checks an employee’s Form I-9 details with records from the Social Security Administration (SSA) and the Department of Homeland Security (DHS) to confirm work authorization.
While E-Verify is optional at the federal level, states including Alabama, Arizona, Georgia, Utah and others require its use. Regardless of state requirements, many businesses choose E-Verify employment verification as an additional layer of protection.
With so many factors to consider, businesses need a proactive approach to total workforce compliance. Following best practices, like those outlined below, simplifies compliance, mitigates risk and improves hiring efficiency.
6 Best Practices for I-9 & Workforce Compliance
#1: Establish a structured Form I-9 completion process
Errors in a completed Form I-9, such as missing fields, incorrect verification or late submission, can result in serious penalties. Standardized hiring procedures help meet deadlines, avoid compliance issues and align with your business’s unique needs. For example, if you hire remote workers, it’s essential to understand the nuances of remote Form I-9 completion and right to work document verification requirements. Employers should have a clear action plan in place that ensures compliance with all applicable laws and regulations.
#2: Leverage E-Verify for extra security
While employment eligibility verification through Form I-9 is required, E-Verify employment verification adds an extra layer of protection by cross-checking employee details against government records. And because some states require participation, staying updated on local laws will help mitigate risk for your business.
#3: Conduct regular internal audits
Government audits can occur at any time, making internal reviews essential. Conducting quarterly or annual audits helps businesses identify and correct compliance issues before they become costly. When auditing:
- Check for missing or incorrect information (e.g., unsigned forms, incorrect document verification)
- Monitor work authorization expirations that require re-verification
- Retain Form I-9 and all supporting documents for the legally required amount of time
#4: Train hiring managers and HR teams
A well-trained HR team is key to maintaining Form I-9 compliance. Ongoing education helps hiring managers stay updated on regulations, verify documents accurately and follow standardized onboarding procedures. As a result, businesses can strengthen overall hiring practices, reduce the risk of costly errors and streamline both onboarding and compliance processes. A win-win-win for any organization!
#5: Track work authorization expirations and reverification
Employers with workers on temporary work authorizations must closely monitor re-verification requirements to avoid penalties. Failing to re-verify before a work authorization expires can result in serious compliance violations. If your business employs workers with temporary authorizations, consider investing in automated tracking systems. These tools can help HR teams stay on top of deadlines and efficiently manage employment eligibility verification.
#6: Work with a compliance-focused staffing partner
Keeping up with Form I-9 compliance and E-Verify employment verification can be challenging. However, partnering with a staffing agency that prioritizes workforce compliance allows businesses to stay focused on their core operations. A staffing partner with compliance expertise provides:
- Properly documented workers with up-to-date recordkeeping
- Guidance on evolving employment laws and regulations
- Streamlined hiring and verification processes
By staying ahead of regulatory changes and conducting thorough verifications, a trusted staffing partner helps businesses operate with confidence.
PeopleReady: Your Partner in Total Workforce Compliance
PeopleReady is your trusted source for compliant staffing solutions tailored to your business’s needs. Our experts ensure every worker meets Form I-9 compliance and E-Verify requirements before placement, reducing administrative burdens and minimizing productivity losses for your team through proactive document management and regular audits. We help your company mitigate compliance risks, avoid fines and maintain a legally authorized workforce.
Whether you need short-term staffing or long-term workforce solutions, PeopleReady’s compliance-first approach lets you focus on growth while we handle the complexities of employment eligibility verification. Partner with PeopleReady today to safeguard your business, reduce risk and build a reliable, compliant workforce.
