Electronic Form I-9 Compliance Solutions You Can Count On

Form I-9 is a mandatory employment eligibility verification form required by the Immigration Reform and Control Act of 1986. This federal law mandates that all employers verify the identity and employment authorization of every new hire working in the United States. Employers must complete Form I-9 for each employee within three business days of their start date. The form prohibits hiring unauthorized workers and requires employers to examine documents that establish both identity and employment authorization. Failure to properly complete, maintain, or make Form I-9 available for inspection can result in significant federal fines and penalties. EMP Trust’s electronic Form I-9 solution helps you fulfill these compliance requirements with error checking, form guidance, audit reports, custom dashboards, and alert notifications.

EMP Trust provides a comprehensive electronic Form I-9 software solution that captures Form I-9 information from new hires as part of the employee hiring or HR onboarding process. The system helps you easily manage, prepare, e-sign, store, and audit your Form I-9s to meet USCIS and DHS guidelines. Built-in error checking and form guidance ensure that forms are completed correctly the first time, reducing the risk of compliance violations. The solution includes custom dashboards for monitoring compliance status, automated audit reports, and alert notifications to keep you informed of any issues. The software is offered as both a fully managed secure SaaS application or can be installed in your corporate network, providing flexibility to meet your organization’s specific security and infrastructure requirements.

Yes, EMP Trust offers robust remote I-9 software designed specifically for processing Form I-9s for employees working in remote locations. With remote work becoming increasingly common, our mobile-friendly, cloud-based solution allows you to verify a remote employee’s work authorization documents within the required three-day deadline using our extensive network of I-9 remote agents. These authorized agents can physically examine employee documents on your behalf, ensuring compliance even when new hires are not physically present at your office. This capability is essential for organizations with distributed workforces or those hiring employees in locations where they don’t have a physical presence.

EMP Trust provides comprehensive legacy and paper I-9 support to help you migrate your existing paper or electronic Form I-9s from different vendors. Our I-9 remediation solutions allow you to digitize and remediate your legacy paper I-9s seamlessly, eliminating the risk of federal fines from error-prone historical forms. We offer audit assurance tools including full scans and an automated audit process for your legacy paper forms, complete with suggestions for corrections and risk analysis from your historical data. This remediation process helps you successfully achieve 100% workplace compliance by addressing errors in older forms before they become issues during a government audit.

EMP Trust’s Form I-9 electronic signature process fully supports the Federal E-Sign Act and provides multiple configurable options to meet your company’s preferences and requirements. You can choose from wet signatures (traditional handwritten signatures), digital signatures (cryptographically secure electronic signatures), or integration with third-party signature tools you may already be using. This flexibility ensures that you can implement an electronic signature solution that aligns with your existing workflows and security policies while maintaining full legal compliance with federal electronic signature requirements.

Beyond the software solution, EMP Trust’s experienced team of HR, legal, compliance, and IT personnel provides professional support on a wide variety of Form I-9 services. These services include consulting to help you establish best practices, auditing legacy forms to identify and correct historical compliance issues, compliance training for your HR staff and managers, and USCIS audit support if your organization is selected for a government inspection. This comprehensive service offering ensures that you have expert guidance available throughout your Form I-9 compliance journey, from initial implementation through ongoing maintenance and potential audit situations.