HOT TOPICS 1/11/17

 


SMART I-9 FORM
The NEW “Smart” I-9 form has been released and is eligible for use.  The purpose of the updated I-9 form is to allow for improved ease of use and reduce errors by creating a more user-friendly form.

Effective 1/22/17, all employers are required to use the new Smart I-9 form, and discontinue use of the previous form. Employers should continue to follow existing storage and retention rules for all of their previously completed I-9 forms.

Click HERE to download the new “Smart” I-9 form from the USCIS website.

The intent of the new “Smart” form is to allow employers and employees to complete the majority of the information via computer.  A few features of the new form:

  • Employees and employers completing it on the computer will see helper text for each field.
  • Employees and employers completing it on the computer can choose from drop-down lists for acceptable documents, calendars, states, and countries.
  • Employees and employers will receive alerts if information is left blank or incorrect.
  • Employers can enter information in a new “Additional Information” field, instead of in the margins.
  • Employees who use multiple translators and preparers have additional space.

NOTE:  Although this form can be completed via computer,  employers will still need to follow their normal printing and signing procedures.  The form is not required to be completed via computer, you may still hand-write the information.


                
E-Verify and Right to Work Posters

E-Verify is an Internet-based system that compares information from an employee’s Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility.

South Carolina is a mandatory E-Verify state.  All SC employers must complete an I-9 and submit an E-Verify case for all new hires.

Mandatory E-Verify state employers and employers who are required/elected to participate in the program, are required to display E-Verify Participation and Right to Work posters (both English and Spanish, other languages as appropriate).  The posters must be placed in a conspicuous place, easily viewed by employment candidates.

Click HERE for the link to review and print the required forms.


HR COMPLIANCE AUDIT
You may have noticed a theme with the above topics.  They are both about HR Compliance.  HR Compliance is critical in any organization, regardless of industry or size.  Failure to meet Employment law regulations and requirements could result in fines and penalties and – worst case scenario, a lawsuit.

Help your company avoid unnecessary financial loss and conduct an annual HR Compliance Audit before the end of Q1 2017.  I’ll be honest – I totally get it and understand that most companies don’t “enjoy” conducting HR Audits.  That said, they are still an essential part of legal, financial, and cultural success to an organization.

A sample of a few areas to audit:

  • Employee Files
  • I-9
  • E-Verify
  • Job Descriptions
  • Employee Classifications
  • Labor Law Posters
  • And much more

Please do not hesitate to contact me if you are interested in ensuring your company is in HR compliance!


                                       
Sabeza HR is always here to help you navigate the changing world of Human Resources.  I would be thrilled to meet with you for a free consultation to discuss your HR needs.  Please do not hesitate to contact me at [email protected] or 843-691-9092.

Please do not hesitate to contact me if you are interested in ensuring your company is in HR compliance!

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