This due diligence form is a guide for conducting an audit of an employer's I-9 due diligence forms. Employers are required to verify the identity and eligibility for employment of all persons they hire. It is also unlawful for employers to knowingly hire a person who is not authorized to work in the U.S., or continue to employ such a person. Thus, employers are required to complete a Due diligence form I-9 for each new employee. The due diligence team should conduct a thorough examination of an employer's policies and procedures and should subsequently per form a random I-9 audit to identify any serious compliance issues.
Fairfax, Virginia Procedure for Conducting an I-9 Audit: A Comprehensive Guide Introduction: In Fairfax, Virginia, companies are required to comply with federal regulations regarding employment eligibility verification by conducting regular I-9 audits. An I-9 audit involves reviewing and verifying employee eligibility documents to ensure that all employees are authorized to work in the United States. This detailed description will outline the necessary steps and key considerations while conducting an I-9 audit in Fairfax, Virginia, and highlight different types of I-9 audits available. 1. Understanding I-9 Compliance: To begin the I-9 audit process in Fairfax, Virginia, it is crucial to have a solid understanding of the federal requirements outlined in the Immigration Reform and Control Act (IRA). Employers must complete Form I-9 for all newly hired employees, verifying their identity and employment authorization within three business days of the employee's start date. 2. Establishing an Internal Audit Team: Identify a responsible team within your organization to conduct the I-9 audit. This team should consist of individuals familiar with I-9 compliance, human resources personnel, and legal advisors (if necessary). 3. Preparing for the Audit: a. Gather necessary Resources: Compile all relevant I-9 forms, supporting documentation, handbooks, and training materials. b. Create an Audit Plan: Develop a comprehensive plan that outlines the scope of the audit, timelines, and assigned responsibilities. 4. Conducting the Audit: a. Select a Sample: Randomly select a sample of I-9 forms from the pool of current and terminated employees to review. b. Review Completed Forms: Methodically examine each selected I-9 form for completeness, accuracy, and proper documentation. Ensure they are properly signed and dated by both the employee and the employer representative. c. Identify Errors and Discrepancies: Identify any inconsistencies, missing signatures, incorrect dates, or incomplete sections in the I-9 forms. Document the errors and discrepancies for further action. d. Addressing Mistakes: Reach out to employees, as necessary, to correct errors or provide missing information on their respective I-9 forms. Use the I-9 amendment process (if errors are minor) or request new I-9 forms (if errors are substantial). e. Maintaining Documentation: Keep detailed records of all audit findings, corrective actions taken, and any communication with employees during the audit. 5. Corrective Actions and Ongoing Compliance: a. Training and Education: Provide additional training to human resources staff involved in the audit process and educate employees on their responsibilities during the I-9 completion process. b. Implement Ongoing Controls: Establish internal controls ensuring proper I-9 completion for all new hires and periodic internal audits thereafter. c. Regularly Update Policies and Procedures: Stay updated with federal regulations and amend internal policies and procedures accordingly to maintain compliance. Different Types of Fairfax, Virginia Procedures for Conducting an I-9 Audit: 1. Self-Audit: Employers voluntarily conduct an internal I-9 audit to proactively identify and correct any compliance deficiencies before a government audit occurs. 2. Third-Party Audit: Organizations can hire a specialized compliance service provider to conduct an independent I-9 audit to ensure objectivity and accuracy. 3. Government Audit: In certain cases, Fairfax, Virginia employers may be subject to a government-initiated I-9 audit conducted by the Department of Homeland Security's Immigration and Customs Enforcement (ICE) agency. Conclusion: Conducting an I-9 audit in Fairfax, Virginia is an essential practice for employers to ensure compliance with federal regulations. By following the outlined procedures and implementing corrective measures, businesses can protect themselves from potential penalties due to non-compliance and maintain a strong workforce authorized to work in the United States.
Para su conveniencia, debajo del texto en español le brindamos la versión completa de este formulario en inglés. For your convenience, the complete English version of this form is attached below the Spanish version.
