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I-9 Compliance: Building a Process to Comply with Audits

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The case study scenario:

As the Chief Human Resource Officer, you have just been contacted by your legal team. They just informed you that your organization has been selected to undergo a Federal I-9 audit. You decided to do a spot check on 5 random departments and noticed that numerous I-9's were filled out incorrectly. You only have one month before the auditors arrive to do an entire I-9 audit on over 100 departments and the President of the University expects a strategic update on how to tackle this issue in 2 days. In a report outline immigration forms and documents needed to apply for a job. Discuss the I-9 Form and recommend a plan of action to correct the deficient forms. In your discussion determine if the I-9 Form and other documents are enough to establish legal status in the U.S. and are adequate protection for employers? Why or why not? Suggest and discuss one additional safeguard that could be added to protect the employer from unknowingly hiring an illegal immigrant.

The solution addresses the questions posed and cites a plan of bringing all forms into compliance. There is an actual I-9 PDF attached as reference.

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Solution Summary

This solution is over 600 words and describes a detailed plan for bringing a fictious University's I-9 forms, which document employees ability to legally work in the United States, into compliance. The case involves decentralized human resources, with I-9 documentation managed by supervisors, in over 100 departments.

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With a University having 100 departments, the priority will be to centralize the I-9 process within the Human Resource Department (HRD). During the compliance and audit of I-9 forms, the entire HRD staff will ensure this plan is the top priority. On Day 1 of the plan, all department managers or supervisors will have five business days to route I-9 forms for their personnel to the HRD. The HRD staff will audit the forms upon receipt; dividing into two groups: those that are accurate and current; versus those that are incomplete and/or outdated. Forms that do not require further action will be entered into the Human Resource Information System (HRIS) with all pertinent data (such as date of I-9 completion, recertification dates and document expiration dates; where applicable). Forms which were completed incorrectly or are outdated will be pursued by HRD staff. Employees will be notified by the HRD via email, along with a copy to ...

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