I-9 Legal Support

EMP Trust’s paper I-9 form conversion process provides a comprehensive solution to help you convert your legacy paper Form I-9s, eliminate paper storage, and maximize your Form I-9 compliance. The solution allows companies to upload and import employee information using a variety of data formats including CSV, Excel sheets, or XML to load existing employee data. This provides the ability to organize and index employees by employee ID, name, worksites, location, and other key identifiers. Paper I-9 forms can then be scanned and attached to each employee record for easy retrieval, print, and search options on demand. This conversion process transforms your filing cabinets full of paper forms into a searchable, organized electronic database that makes compliance management and audit preparation significantly easier.

EMP Trust’s electronic systems conversion service helps transform in-house or third-party non-compliant Form I-9 databases into compliant databases. The legal and IT teams will map data elements, identify missing fields, perform error checking, and migrate data to the EMP Trust system, identifying records that need rectification and completion to meet guidelines. The solution identifies records that need reverifications, tracks and maintains audit records, and helps flag any records that can meet the data purging 3+1 rule (three years after hire or one year after termination, whichever is later). EMP Trust can also use the information provided to do batch submissions for DHS E-Verify and track cases, approvals, and Tentative Non-Confirmations from DHS or SSA. This comprehensive conversion service ensures that your existing I-9 data is brought into full compliance with current regulations.

EMP Trust’s I-9 solution includes several features specifically designed to simplify the Form I-9 completion process for new hires. Alerts, notifications, and reminders help guide new hires to complete their I-9s, ensuring they understand what’s required and when. A custom, single-click sign-in for new hires simplifies the I-9 completion process with all-device completion capabilities, allowing employees to complete their forms on computers, tablets, or smartphones. The system finds and remediates errors and missing information prior to submission, catching mistakes before they become compliance issues. Integration with ATS and HCM providers means that candidate information flows seamlessly into the I-9 process, eliminating duplicate data entry. This user-friendly approach reduces confusion and frustration for new hires while ensuring compliance.

EMP Trust provides several tools specifically designed to make Form I-9 completion easier for hiring managers and HR personnel. Section 2 and 3 guides help complete document uploads seamlessly with notifications and alerts, ensuring that managers know exactly what documents to review and how to properly complete each section. Mobile upload functionality allows managers to capture document images using their smartphones, making the verification process more convenient. The intuitive tools integrate seamlessly with E-Verify, allowing managers to submit and easily manage their cases without switching between multiple systems or manually re-entering data. These features reduce the time and effort required for managers to complete their I-9 responsibilities while minimizing the risk of errors that could result in compliance violations.

EMP Trust’s remote I-9 solution helps you hire from any location at any time with ease, simplifying the remote I-9 verification process while maintaining compliance. The solution allows you to easily complete Form I-9 for remote hires nationwide, verifying remote employees across all 50 states. HR managers can complete onboarding paperwork and Form I-9 verification from any location at any time, eliminating the traditional requirement for new hires to appear in person at a company office. The remote I-9 solution complies with federal regulations by utilizing authorized representatives, third-party verification services, or EMP Trust’s verification network to complete the required face-to-face document inspection for Section 2. This capability is essential for organizations with distributed workforces, remote positions, or those looking to expand their talent pool beyond their immediate geographic area.

EMP Trust’s I-9 legal support services help fulfill your Form I-9 compliance through multiple features including error checking, form guidance, audit reports, custom dashboards, and alert notifications. The error checking functionality identifies missing or incorrect information before forms are finalized, preventing common compliance mistakes. Form guidance provides step-by-step instructions to ensure that both employees and employers complete their sections correctly. Audit reports give you comprehensive visibility into your I-9 compliance status, identifying any issues that need attention before a government audit. Custom dashboards provide at-a-glance views of key compliance metrics such as pending I-9s, upcoming reverifications, and expiring work authorizations. Alert notifications proactively remind you of actions that need to be taken to maintain compliance. Together, these features provide comprehensive support for maintaining Form I-9 compliance and preparing for audits.