Tracker I-9

According to industry analysis, approximately 76% of paper Form I-9s contain at least one fineable error, with an average of 3.1 mistakes per form. Common substantive violations include missing signatures, incorrect dates, and failure to complete Section 2 within three business days of the employee's start date.

• Technical Errors: Missing employee addresses or unchecked citizenship status boxes.
• Timing Violations: Failing to meet the "three-day rule" for document verification.
• Filing Mistakes: Civil penalties for employers can cost up to $2,332 per substantive error, making digitized, automated solutions a critical tool for risk mitigation.

Under current Department of Homeland Security (DHS) regulations, employers enrolled in E-Verify who are in good standing may use an "alternative procedure" to remotely examine Form I-9 documents via a live video interaction. For employers not using E-Verify, you can designate an “Authorized Representative” – such as a notary or a trusted agent – to physically inspect the documents on your behalf.

• E-Verify Advantage: Remote verification is significantly faster and more secure for distributed teams when utilizing an integrated digital platform.
• National Network Alliance: Verified First provides access to a nationwide network of authorized agents who can meet remote hires in person to complete Section 2 requirements.
• Secure Uploads: Candidates can use any mobile device to capture and upload document images, ensuring no residual data remains on the personal device.

No, E-Verify is a companion to Form I-9, not a replacement. While Form I-9 is a federal requirement for all U.S. employers to verify identity and work authorization, E-Verify is the electronic system used to cross-reference I-9 data against DHS and Social Security Administration (SSA) records.

• Mandatory vs. Voluntary: Form I-9 is mandatory for all hires within the U.S. E-Verify is voluntary for most private employers but required for federal contractors and in certain states.
• Enhanced Protection: Using E-Verify provides a "presumption of good faith" in the hiring process, which can serve as a powerful legal defense during a government audit to show you did not knowingly hire unauthorized workers.
• Instant Results: Most E-Verify cases return an "Employment Authorized" status within seconds when integrated into your digital I-9 workflow.

You must complete Supplement B of the Form I-9 no later than the date an employee’s current work authorization expires. Failure to re-verify a document on time can result in "knowingly continuing to employ" an unauthorized individual, which carries higher penalties than paperwork errors.

• Automated Tracking: Verified First proactively alerts before a document expires to prevent compliance lapses.
• What to Re-verify: You only need to re-verify List A or List C documents that show a temporary expiration date; you should never re-verify U.S. Passports, Green Cards, or List B identity documents (like driver’s licenses).
• Compliance Safeguard: Our portal lets you manage these updates electronically, ensuring that new document information links to the original I-9 without requiring manual paper filing.

The Verified First I-9 solution digitizes the entire employment eligibility cycle, converting paper forms into a fully encrypted, cloud-based environment that meets DHS electronic storage standards. By utilizing built-in compliance tools and automated notifications for re-verifications, your HR team stays audit-ready with a centralized dashboard that tracks every deadline and document.

• Historical I-9 Conversion: Easily migrate and house your legacy paper documents alongside new digital filings for a single system of record.
• Automated File Management: The system automatically identifies when a form has reached the end of its required retention period (three years after hire or one year after termination).
• Expert Support: In the event of a federal audit, Verified First provides expert support and comprehensive reporting tools to help you respond quickly and accurately.