Ensuring your business remains compliant with I-9 regulations is crucial, especially as shifts in federal policy and enforcement often accompany a new administration. With the potential for increased scrutiny and stricter penalties for non-compliance, now is the time to take a proactive approach to your I-9 processes. Accurate and up-to-date I-9 records not only demonstrate compliance with employment eligibility laws but also help protect your organization from significant fines, legal risks, and operational disruptions.
At Achilles Group, we recommend the following actions to prepare your business and safeguard against potential issues:
- Train Your Team: Ensure all personnel involved in the I-9 process are thoroughly trained on how to accurately complete, review, and store I-9 forms while avoiding discriminatory practices. Stay informed about changes to the form or new compliance requirements.
- Conduct Periodic Audits: Regularly review your I-9 records to confirm they are accurate and complete. Correct errors following proper protocols, and ensure work authorization updates are handled promptly for employees with expiring documents.
- Develop an ICE Response Plan: Assign a designated point person to handle ICE audits or visits, establish clear protocols for responding to requests, and identify an experienced immigration attorney to provide guidance when needed.
- Securely Retain Documents: Implement a document retention policy that ensures I-9 forms are stored securely and kept for the required period (three years after the date of hire or one year after termination, whichever is later).
By taking these steps, you can confidently navigate changes in enforcement while minimizing risks to your business. As always, Achilles Group is here to support you in staying ahead of compliance requirements and building a stronger foundation for your team’s success.
