Easy To Use Web-Based I-9 Software

Technology has come through as a salvation in many areas of business and it has done so again with the introduction of a web-based solution for handling the Form I-9 documentation process. Form I-9 software for web-based use is now available and it offers a solution that encompasses all of the steps required to correctly complete all I-9 documentation in full compliance with the government’s E-Verify system. Whether the company is large or small, acquiring and maintaining I-9 documentation is a daunting process. This procedure involves:

• obtaining legible documents while confirming that all information submitted is correct and true;
• transcribing the data on the I-9 Forms into the government’s Employment Verification (E-Verify) system for comparison purposes;
• verifying immigration status and eligibility to work by comparing with other federal databases;
• organizing and storing these documents in a place that is easily accessible for future reference;
• checking for duplicate forms that could indicate Social Security fraud;
• updating and re-verifying active forms and disposing of inactive forms; and.
• securing these documents so only authorized personnel has access.

This involves an enormous amount of detailed work and if one thing in the process is done incorrectly, it could trigger a government audit that could result in fines, penalties or even prison sentences. This web-based solution consists of two parts: it allows for the preparation, completion and submission of all I-9 documentation, and an E-Verify component which allows for immediate verification of employees’ identities and eligibility to work. Real time validation providing verification of information as it’s entered is an invaluable resource in this process. With this solution, companies have the ability to have their I-9 Forms prepared and completed electronically with digital signatures. It also offers:

• data tracking that informs employers when certain forms are about to expire or when further information is needed;
• digital storage of I-9 Forms and accompanying copies of supporting documentation such as drivers licenses, Social Security Cards and passports;
• easy access for immediate retrieval; and
• optimum security by requiring approval from multiple permission levels before access to the forms is allowed.

The Form I-9 software used in this web-based solution is totally integrated with the government’s Department of Homeland Security Employment Verification Program. It guides employers through the entire procedure flagging duplications and appearances of incorrect or suspicious entries. This completely automated process, which has improved efficiency as a result of error-free submissions and greater organization, has made an enormous contribution to helping companies remain in legal compliance with government regulations. Since it’s web-based there’s no software to install, and it’s a standardized process so it decreases chances of processing inconsistencies among workers, virtually eliminating employee error.

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