The employment verification process can be complicated for employers, especially when it comes to Form I-9 and E-Verify requirements and contrary to some beliefs, they are two completely different processes.
Understanding the Difference Between E-Verify and Form I-9
To acknowledge the ease of use and worth of E-Verify, it is imperative to understand what E-Verify is; how it varies from other employee onboarding platforms; and how it will help your company escape embarrassing and potentially legally punishing situations.
But, in order to fully welcome E-Verify, you must have a basic understanding of Form I-9.
What is Form I-9?
Form I-9 (Employment Eligibility Verification) is a United States federal form. For U.S. employers hiring individuals to work in the U.S., it is used to verify that each new hire is authorized to work in the U.S. In order to meet the government’s obligations with respect to employment eligibility, all employers must require probable employees to fill-out Form I-9.
E-Verify’s Role in Employee Onboarding
E-Verify is an automated U.S. Department of Homeland Security database unifying program that allows users to verify the eligibility of a probable employee to work. The database will generate results determining whether a person is a U.S. Citizen with permanent residency, has a work visa or if the person is an “unknown.”
In addition to producing timely results within seconds, it is also incredibly accurate. According to the DHS website, “E-Verify’s most impressive features are its speed and accuracy”. And, it verifies employee’s data against millions of government records.
Peace of Mind
The E-Verify program takes the mental weight of detecting fraudulent work documents away from an employer, not only allowing companies to divert time and resources elsewhere, but also providing an unparalleled peace of mind.
Whether you are a small business or a multimillion-dollar operation, federal immigration regulations apply to your U.S. based company. Participating in E-Verify offers employers a simple solution to employee eligibility verification.
Speed of E-Verify
E-Verify provides results in as little as a few seconds. And, once your new hire submits their forms, they’re instantly stored in the cloud and automatically submitted for E-Verify Program approval. The bonus part? No more chasing paper!
Integrating E-Verify and Form I-9 into the Onboarding Process
Integrating E-Verify and Form I-9 into the onboarding process is no more difficult than adding any other component of the hiring process. There is no company quite like yours, so HR Cloud’s employment eligibility verification process is fully customizable to fit your company’s exclusive needs. Complete I-9s are automatically sent to the right people for approval, keeping the whole onboarding process moving forward without any hiccups.
Benefits/Features of Using E-Verify
E-Verify, in partnership with Form I-9 ensures a smooth process for both the employee and the employer. Participation is the only way an employer can ensure guesswork is removed and waiting is not an obstacle. If you’re using an electronic Form I-9, E-Verify can save you time by pulling information directly from the form. And above all else, E-Verify is a confidence booster. Recent stats show that 98.93% of E-Verify cases are automatically confirmed as work authorized and only 0.27% remain unresolved. This means you can rest easily knowing that these checks are authentic, complete and verifiable.
Data Security and Safety
U.S. Law requires employers to retain current I-9 forms of every employee within their organization for either the first three-years of employment or one-year after employment is terminated. That’s a lot of important data that needs to be securely stored.
Fortunately, our system is SOC 2 compliant and all private information is protected by our industry leading security measures such as multi-vendor firewalls, an application-aware perimeter network, and the replication of your data to our DR site in real time. Worried about your GDPR compliance for your EU citizen employees? Not to worry, we’ve got you covered there too.
What if you need to check the approval status of a specific I-9 document in your workforce? Or, what if you’d like a detailed, PDF downloadable report for a specific employee of your team? Our overview dashboard gives you all the employee information you need – including each employee’s E-Verify status – in one, easy to read summary.
HR Cloud – A Thorough and Customizable Solution
Out-of-the-box technology has evolved to become quite agile. Having the flexibility to tailor onboarding to integrate with your own tried and true systems and processes is a no-brainer. For full compliance, onboarding technology, with E-Verify and I-9 solutions should offer the ability to set alerts, reminders, and auto-generate communications to keep the entire process moving forward without a glitch.
HR Cloud is the new standard in compliant, paperless onboarding that takes care of your entire team, all in one place. Our comprehensive onboarding solution continues to redefine “best-in-class” technology. Intelligent, intuitive and all inclusive, we’ve designed our flexible and fully customizable services to support today’s HR and engage the mobile, connected workforce to set the standard in onboarding processes.