When was the last time you reviewed your employee personnel files and Forms I-9? For many employers, routine HR tasks can make it easy for small record keeping errors to go unnoticed, and those errors can add up.
A recent internal audit conducted for one of our clients illustrates just how much can be missed. Of the 23 personnel files reviewed, 22 contained findings. Issues included medical and workers’ compensation records stored in personnel files, missing wage-change documentation, incomplete hiring records, missing handbook acknowledgments, and employee files that could not be located.
The I-9 review identified similar concerns, including missing signatures and dates, incorrect document information, missing dates of hire, incomplete employer information, and outdated forms. Of the 23 I-9s reviewed, 21 contained findings. While an internal audit is not the same as an agency investigation, the results gave the employer an opportunity to correct these issues before they potentially became larger problems.
I-9 Compliance Is Especially Important
Employers should take I-9 compliance seriously. U.S. Immigration and Customs Enforcement (ICE) can conduct inspections and require employers to produce their Forms I-9. Penalties for I-9 violations can be significant, and DHS has increased civil monetary penalties in recent years.
With enforcement receiving increased attention, now is a good time to review your organization’s I-9 practices. Look for missing information, signatures, dates, incorrect entries, outdated forms, and problems with retention of former employees’ I-9s.
Don’t Wait for an Audit
Regular internal reviews can help employers identify and correct issues before an agency audit occurs. They can also help ensure that personnel records are properly organized, confidential information is stored separately, and required documentation is consistently maintained.
Want to review your Forms I-9? Download HR Synergy’s I-9 Internal Audit Checklist for a helpful starting point. And if you need assistance reviewing your employee files or strengthening your recordkeeping practices, HR Synergy is here to help.
This article is provided for general informational purposes and is not legal advice.