Electronic I-9 Services Simplify A Cumbersome Process

Without consistent and diligent I-9 processes, companies run the risk of non-compliance, which can result in government fines and public embarrassment.

Take advantage of ADP’s cost-efficient, seamless compliance system.

Recently, federal legislation was passed that allows employers the option to complete and store I-9s electronically. This allows for electronic signatures to be used by both the employee and the employer’s representative on an electronic I-9 form, streamlining the entire I-9 completion process and facilitating the easy management of all forms.

ADP has developed a solution that allows for the electronic processing, storing and tracking of I-9s. In just 3 simple steps, you can process an I-9 accurately and compliantly online.

Step One – Employee participates in an online interview providing key data, including citizenship status, as required for Section One of the Form I-9. The new hire is prompted to validate information and to provide an electronic signature in the new hire process.

Step Two – Hiring Manager logs on, reviews, the I-9 information presented by the employee and verifies the appropriate documentation through an easy, guided electronic interview.

Step Three (if necessary) – Hiring Manager corrects any problems identified in the verification step and provides an electronic signature to complete the I-9 process.

ADP also has the capability to capture information on a translator/preparer in the event that the employee is not the individual responding to the interview. Electronic signatures are also requested and obtained during this process.

In the event that an employee is rehired within 3 years of the original date, has a name change or is re-verifying an expiring/expired work authorization document, ADP’s I-9 solution will guide the user through the process, validating information along the way to ensure accuracy.

Benefits:

• Ensures all I-9s are complete as well as transmitted and stored securely
• Provides full compliance with I-9 regulations with respect to electronic processing, storing and tracking I-9s
• Manages I-9 compliance with dedicated HR professionals
• Communicates with USCIS personnel daily to stay informed of new and upcoming regulatory changes  

I-9 Federal & State Legislation

December 31, 2007 -- As 2008 begins, immigration remains a hot topic for federal and state legislative groups. ADP met with Georgia State Senator Don Balfour for an insider's perspective on immigration regulatory activity.
On November 29, 2007, the National Conference of State Legislatures (NCSL) published an overview of immigrant & immigration legislation introduced by the 50 state legislatures. The attached 35 page report provides a snapshot of the general categories affected by immigration and sends a message of the costly administrative and managerial burden each state must address because U.S. Congressional action on immigration did not prevail.

During the first few weeks of 2008, NCSL will be organizing an employer task force to create a forum for employer input. Once this forum has been created, ADP will become a part of the group.

In response to this report, ADP sat down with Georgia State Senator Balfour, Chairman of the Rules Committee, for an insider's perspective. Senator Balfour is the Vice President of NCSL and sits on NCSL's Executive Committee on Immigration. We asked him to comment on immigration trends during 2007 and expectations in 2008.

November 30, 2007 -- The revised Form I-9 is now official as of November 26, 2007.
In anticipation of this release, ADP's eI-9 Compliance Service team has already implemented the revised form for our clients.
November 16, 2007 -- U.S. Citizenship and Immigration Services Makes Minor Revisions to Employment Eligibility Verification Form I-9

State Legislation

January 14, 2008 -- Minnesota has joined a growing number of states that have recently imposed new obligations on employers related to eligibility verification of new hires.
With Executive Order No. 08-01, Minnesota Governor Tim Pawlenty has mandated that certain state contractors must use the E-Verify Program to ensure that new hires are eligible to work in the U.S. under federal immigration laws. Contractors are also subject to contractual sanctions if they knowingly hire illegal immigrants.