The final rule makes minor changes to an interim final rule promulgated in 2006.
The final rule's supplementary information notes that the completed I-9 form is not filed with the Department of Homeland Security (DHS) but is retained by the employer, who must make it available for inspection upon a request by ICE investigators or other authorized federal officials. Employers must keep the I-9 in their own files for three years after the date of hire of the employee or one year after the date that employment is terminated, whichever is later. Recruiters or referrers for a fee must keep each I-9 for three years after the date of hire. Failure to properly complete and retain each I-9 may subject the employer or recruiter or referrer for a fee to civil money penalties.
Summary of the Final Rule
Among other things, the final rule clarifies that:
Employers must complete the I-9 within three business (not calendar) days;
Employers may use paper, electronic systems, or a combination of paper and electronic systems;
Employers may change electronic storage systems as long as the systems meet the performance requirements of the regulations;
Employers need not retain audit trails recording each time an I-9 is electronically viewed, but only when the I-9 is created, completed, updated, modified, altered, or corrected; and
Employers may provide or transmit a confirmation of an I-9 transaction, but are not required to do so unless the employee requests a copy.
Contact Us For I-9 Compliance Assistance
Wolfsdorf Immigration Law Group provides complete information, assistance and training to develop comprehensive systems to ensure compliance with immigration regulations. This includes I-9 compliance, developing corporate immigration compliance programs and representation in government audits and investigations. In addition, our team of professionals assist with internal audits to identify immigration violations, minimize the potential liability for past violations and assist with training staff to avoid future problems.
Contact us for information regarding I-9 immigration compliance training, conducting an internal audit or for assistance with developing an immigration compliance program that meets government standards.