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ELECTRONIC I-9 OVERVIEW
Form
I-9
Since 1987, employers have been required to verify the
employment eligibility of every employee working in the United
States, including U.S. citizens. To comply with this requirement,
employers must ensure that all employees complete the DHS Form I-9
and maintain all I-9 records on file for government
inspection.
The I-9 form appears simple, but the processes and issues are
complex. Without effective assistance in maintaining the balance
between employing a legal workforce and avoiding discrimination,
employers are vulnerable to fines, lawsuits and other serious
penalties. Compliance is particularly challenging for companies
with multiple worksites, diverse workforces and temporary foreign
employees. Employers are responsible for problems resulting from
changes in law as well as the varied knowledge and judgment of
employees responsible for completing the forms and reviewing
documents for genuineness and relationship to the new hire who has
presented them.
Reduce Your I-9 Liability with Failsafe I-9
Forms
TABB INC's unique process enables accurate online creation of
failsafe I-9 forms. The system is far more than a web-based form
filler. Our web-based system guides the employer representative
quickly and easily through the familiar I-9 form. Error Rules,
Alerts and Tips associated with specific fields provide thorough
guidelines for the completion of the form, answering questions when
needed and allowing for timely error resolution during completion
of the form. I-9 forms cannot be signed until all curable errors
are eliminated, including omission errors, logic errors,
correlation errors, and formatting errors. All outstanding errors
are compiled into reports so that management is aware of the status
of a non-compliant I-9 form.
The system captures and stores electronic signatures, resulting
in a completely paperless Form I-9 process. The system can
auto-populate Section 1, and parts of Section 2 of the electronic
I-9. Employers can verify names and Social Security numbers through
the Department of Homeland Security's E-Verify program and check
the Office of Foreign Assets Control (OFAC) "Terrorist List". The
I-9 & E-Verify Solution solves problems that compliance-minded
employers have experienced since the initial implementation of the
government's employment eligibility verification rules in
1987.
Compliance
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Eliminates
errors and omissions as each Form I-9 is
completed.
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Provides tips and alerts to flag exceptions and eliminate
confusion while the I-9 form is
prepared.
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Prevents fraud and typing errors and prohibits creation of a
Form I-9 with duplicate SSNs or Admission and Alien numbers within
an organization.
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"Legal Notice" screen alerts employer representatives to
breaking developments that affect completion of the Form
I-9.
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Compares Form I-9 information with the Department of Treasury
OFAC list of aliens "blocked" from U.S.
employment.
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Compares Form I-9 Section 1 information with the SSA and/or
Department of Homeland Security's E-Verify
Program.
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Utilizes the expertise and experience of noted Form I-9
authorities whose knowledge is built into the
software.
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Reinforces employer's good faith compliance in the event of an
official
audit.
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All documents with future expiration dates that must be updated
trigger email notifications in advance with standard emails being
delivered, 180, 90, 60, 30 and 0 days before they
expired.
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Standard letters can be generated to inform employees of
upcoming expiration
dates.
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Provides a tool for audits of existing I-9
forms.
Efficiency
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Captures electronic signatures ("click to accept", PIN, keypad
signatures).
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Retains Form I-9 records electronically at centralized
location, with full
compliance.
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Eliminates the need for ongoing
audits.
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Provides built-in tutorial for "learning while
doing".
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Sample documents assist with work eligibility verification and
provide assistance in preventing document
fraud.
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Reduces reliance on site staff for compliance with complex
rules.
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Provides online reference materials to support determinations
of identity and work
authorization.
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Provides backup for paper Form I-9 records that are lost or
destroyed.
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Existing Form I-9s and supporting documentation can be scanned
and attached to electronic system, and paper Form I-9s can then be
destroyed.
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Web-based access is available around the clock,
anywhere.
Oversight
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Central access to all Form I-9 records completed at all hiring
locations.
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Reduces company risk by tracking Form I-9 compliance and
consistency entity-wide to identify trouble spots for training and
use of reference
materials.
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Automatic e-mails repeatedly notify staff of required
actions.
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Tracks Form I-9 retention requirements to eliminate Form I-9
risk over
time.
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Accommodates changes in law as soon as they are
effective.
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Provides standardized reporting and the flexibility to generate
unique reports from Form I-9 data, functionality that typically is
not available from other
sources.
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