I-9 Key Features
EMP Trust provides an electronic Form I-9 software solution to capture Form I-9 information of a new hire, or employee as part of the employee hiring or the HR Onboarding process.
- Supports multiple locations, worksites and divisions with custom workflows and notification for each site.
- Easy to use, intuitive interface that minimize users mistakes and reduces training needs.
- Supports electronic and Paper I-9 form process to capture and store all Form i-9 information in one database for easy retrieval.
- Support for Remote hires and verification with 3rd party employer agencies, notary or authorized service providers.
- Configurable I-9 HR portals, individual email invitations and batch loads allow form i-9 to initiate prior to the actual start date for bulk or volume hiring.
- Electronically store and retrieve all Form I-9 for active and inactive I-9 employees on demand.
- Fully integrated with DHS E-Verify services to verify work authorization with DHS preventing duplicate data entry with a single click.
- Provides complete error checking for missing data or incorrect forms during Form I9 document completion and review process
- Allow employee Form I-9 preparation; manage, manager review from any site internal or external with full management oversight.
- Capture Employee and manager's signature using electronic signatures that comply with using E-Sign Act compliant click-to-sign solution.
- Record Purge: Allow managers to review Form I-9 records that have met the three-year/one-year rule and remove older records that have met the guidelines for data purge of older I-9 records reducing risks during an USCIS/DHS Audit.
- Extensive reports and visual dashboards that can be exported to any format including Excel, PDF.
- Automated email notifications for exceptions to manage cases that require management attention.
- Receive alerts that users can set to remind managers and employee in advance of the expiration of work authorization documents, enabling employees to apply for renewal of their work authorizations, so that they can legally continue to work without interruption.
- Full audit records with time stamps
- 24 x 7 x 365 day secures access for viewing, updating, re-verification, audits or governmental inspection as dictated by law.
Highly Rated Leader in Electronic Form I-9 Compliance
EMP Trust is the recognized leader in employee onboarding software. But don’t take our word for it, just see what our amazing customers have to say.
FAQs - I-9 Key Features
EMP Trust’s electronic Form I-9 software is designed to support multiple locations, worksites, and divisions with custom workflows and notifications for each site. This multi-location capability means that you can configure different I-9 processes based on the specific needs of each location while maintaining centralized oversight and reporting. For example, you might have different authorized representatives at each location, different notification preferences, or location-specific compliance requirements. The system allows you to manage Form I-9 preparation and manager review from any site, whether internal or external, with full management oversight. This flexibility ensures that organizations with distributed operations can maintain consistent compliance standards while accommodating location-specific needs and workflows.
EMP Trust provides an easy-to-use, intuitive interface that minimizes user mistakes and reduces training needs for both employees and HR personnel. The system provides complete error checking for missing data or incorrect forms during Form I-9 document completion and review process, alerting users to issues before the form can be submitted. This built-in validation ensures that common mistakes—such as missing signatures, incomplete fields, or incorrect document information—are caught and corrected immediately. The intuitive design guides users through the I-9 completion process step-by-step, making it clear what information is required and how to provide it. This user-friendly approach reduces the learning curve for new users, minimizes the need for extensive training, and significantly decreases the likelihood of compliance errors that could result in fines during audits.
Yes, EMP Trust supports both electronic and paper I-9 form processes, allowing you to capture and store all Form I-9 information in one database for easy retrieval regardless of how the form was originally completed. This dual capability is particularly valuable during transition periods when you’re moving from paper to electronic forms, or for organizations that need to maintain some paper processes for specific situations or locations. The system allows you to electronically store and retrieve all Form I-9 records for both active and inactive employees on demand, creating a centralized repository that eliminates the need to search through filing cabinets or multiple systems. Whether forms are completed electronically or scanned from paper, all I-9 records are accessible through the same interface with the same search, reporting, and audit capabilities.
EMP Trust’s I-9 software is fully integrated with DHS E-Verify services to verify work authorization with DHS, preventing duplicate data entry with a single click. This seamless integration means that once an employee completes Section 1 and the employer completes Section 2 of Form I-9, the information can be automatically submitted to E-Verify without requiring manual re-entry of employee data. The integration eliminates transcription errors that can occur when manually entering information into the E-Verify system, speeds up the verification process by removing manual steps, ensures that E-Verify cases are created within the required timeframe, and maintains a complete record of all E-Verify submissions and results linked to the corresponding I-9 forms. This integrated approach makes E-Verify compliance simple and efficient while reducing the administrative burden on HR teams.
EMP Trust’s I-9 software includes comprehensive automated email notifications and alerts to help manage compliance proactively. The system provides automated email notifications for exceptions that require management attention, ensuring that issues don’t go unnoticed. Users can set alerts to remind managers and employees in advance of the expiration of work authorization documents, enabling employees to apply for renewal of their work authorizations so they can legally continue to work without interruption. These proactive alerts help prevent situations where employees’ work authorization expires before renewal, which could result in unauthorized employment. The configurable notification system can be customized based on your organization’s preferences, such as how far in advance to send expiration reminders and who should receive different types of alerts. This automation reduces the manual effort required to track document expirations and ensures timely action on compliance matters.
EMP Trust’s I-9 software includes a record purge feature that allows managers to review Form I-9 records that have met the three-year/one-year rule and remove older records that have met the guidelines for data purge of older I-9 records. Federal regulations require employers to retain I-9 forms for either three years after the date of hire or one year after the date employment ends, whichever is later. Retaining I-9 records beyond this required period can actually increase your risk during a USCIS or DHS audit, as older records may contain errors or outdated information that could result in fines. The record purge feature helps you identify which records have met the retention requirements and can be safely destroyed, reducing your exposure to potential compliance issues. This proactive records management capability ensures that you’re maintaining I-9 records for the required period but not longer than necessary, balancing compliance obligations with risk mitigation.