I-9 & E-Verify

Compliant I-9 completion, remote authorized representative process, E-Verify enrollment and processing. System-enforced deadlines, error prevention, and audit-ready storage.

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What Compliant I-9 Completion Requires

The I-9 form verifies the identity and employment authorization of every person hired in the United States. It sounds simple, but the compliance requirements are strict and the penalties for errors are significant.

Section 1: Employee Information

Must be completed by the employee no later than the first day of employment. Captures identity, citizenship/immigration status, and authorization information.

Section 2: Employer Verification

Must be completed by the employer within 3 business days of the employee's first day. Requires physical examination of original identity and work authorization documents.

Document Examination

The employer must examine documents from List A (identity + work authorization) or one from List B (identity) and one from List C (work authorization). Documents must appear genuine and relate to the person.

Section 3: Reverification

Required when work authorization expires. Must be completed on or before the expiration date. Only applies to specific temporary work authorization - not to all documents.

Remote I-9 & Authorized Representatives

For remote employees, Section 2 document examination can be performed by an authorized representative - someone designated by the employer to physically examine the employee's documents. PSBI facilitates the authorized representative process, ensuring the representative understands the requirements and completes the form correctly.

Common I-9 Errors the System Prevents

Most I-9 violations aren't intentional. They're process errors - missed deadlines, incorrect document handling, inconsistent practices across locations. A system-enforced process prevents the most common mistakes.

Late Completion

Section 1 not completed by first day of work, or Section 2 not completed within 3 business days. The most common audit finding and the easiest to prevent with system-enforced deadlines.

Specifying Documents

Telling employees which documents to present is illegal document abuse. Employees choose which acceptable documents to show. The system reminds managers of this requirement.

Accepting Expired Documents

Some documents cannot be accepted if expired. The system validates document types and expiration dates to prevent this error.

Over-Documentation

Requesting more documents than required (e.g., asking for both List A and List B+C) is a violation. One List A document OR one List B + one List C is sufficient.

Missing Reverification

Failing to reverify work authorization before it expires. The system tracks expiration dates and creates reverification tasks before deadlines.

Inconsistent Practices

Different locations or managers applying different standards. System-enforced workflows ensure every employee goes through the same compliant process.

E-Verify Enrollment & Processing

E-Verify is a federal system that compares I-9 information to government databases to confirm employment eligibility. It's mandatory for some employers and voluntary for others.

I-9 Completion

The I-9 must be completed first. E-Verify uses information from the I-9 to verify employment eligibility - it's not a replacement for the I-9.

Case Submission

Information from Sections 1 and 2 of the I-9 is submitted to E-Verify. This must happen within 3 business days of the employee's start date (or the I-9 completion date, whichever is later).

Result Processing

E-Verify returns either "Employment Authorized" (case closed) or "Tentative Nonconfirmation" (TNC). A TNC requires additional steps - the employee must be notified and given the opportunity to contest.

TNC Resolution

If the employee contests a TNC, they have 8 federal business days to visit SSA or contact DHS to resolve the discrepancy. The employer cannot take adverse action during this period.

Storage, Retention & Audit Readiness

I-9 forms must be retained for a specific period and produced on request during an audit. PSBI handles secure storage, retention period calculations, and compliant destruction.

Retention Period

I-9 forms must be retained for 3 years after the hire date or 1 year after termination - whichever is later. The system calculates and tracks retention periods automatically.

Secure Electronic Storage

I-9 forms and supporting documentation are stored electronically with audit trail, access controls, and backup. Compliant with DHS electronic storage requirements.

Audit Response

When an audit notice arrives, forms can be produced in the required timeframe. The system organizes I-9s for rapid retrieval by date range, location, or employee.

How Pricing Works

I-9 & E-Verify pricing is based on per-form completion and ongoing storage. Volume pricing is available. Contact us for a quote based on your annual hiring volume and storage requirements.

PSBI Pricing

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