I-9 Challenges Today

You didn’t get into HR to spend all your time making sure I-9s are filled out correctly. Don’t let it be the reason you get out.

Now more than ever,  HR leaders need to understand the integrity of their employee records. With the US Immigration and Customs Enforcement’s crack down on I-9 compliance, it’s critical for leaders to establish and maintain a functioning compliance policy. This will help prevent liability and mitigate potential violations.

It’s also critical for HR leaders to implement practices with their team and hiring managers to ensure a seamless approach to the employee on-boarding experience. The first few days of an employee’s experience are pivotal for determining work satisfaction. Studies show that nearly 70% of employees are more likely to stay with a company if they have a positive on-boarding experience. So, by implementing a strong on-boarding process and retaining more employees, HR leaders will reduce hiring and turnover costs. On average, hiring an employee costs approximately $4,000 and takes about 40 days. In fact, some studies show that the cost of turnover can be 50 – 60% of the exiting employee’s annual salary.

Over 58% of businesses are still spending time on paperwork during on-boarding. Providing an electronic solution for required employment records gives hiring managers and new employees critical time to focus on making that first impression. On-boarding is the perfect time to spend on the history, vision, values, and culture of the business.

Wonder what you may need for your I-9s? Check our I-9 FAQ page.

Our Solution

The DoxTek I-9 solution isn’t a replacement for your human resource information system (HRIS). Our product works with your HRIS to make it better. The rigorous demands of I-9 compliance is where we start. But we still customize every solution to fit your process needs.

The DoxTek I-9 solution follows three basic steps.

Analyze. Before anything else, your data must be captured. The I-9 capture happens in one of three ways, from scanned pages, received by email, or entered on a web form. Once in place, every field is analyzed to ensure two things. First, that there are no empty fields, and second they contain the necessary information.

Update. The DoxTek I-9 solution gathers information from your HRIS to check if employee I-9s have been completed. As a result, each employee record is updated with the appropriate I-9 status.

Check. It’s critical to know when an I-9 should be deleted. By linking with your HRIS, the DoxTek system monitors employee dates of hire and departure. Subsequently, trigging a deletion event.

By setting up report distribution preferences, you control how the information flows. Only those in your organization who need specific I-9 information will get it. The customized reports can also be shared at predetermined intervals. For example, one group may need to have reports monthly, while some may need weekly updates.

Here is an example of what the report might include.

  • Employees who do not have an I9 on file
  • Incomplete I-9s or those with potential errors
  • I-9s scheduled for review and deletion

Need more information? Click the image below and spend some time with this free webinar to discover the basics of how we can help you manage your I9 challenges.

We’re excited to help your organization create a better I-9 process. Click the button to contact one of our solutions experts to begin your custom solution today.