I-9’s and more – Staying compliant and efficient with HR documents

By Posted September 19th, 2012

I was having a conversation with one of our customers the other day about HR reporting and documents and the topic switched to the I-9 form. In case you’re not located in the US, the I-9 form is required by US Citizenship and Immigration Services (USCIS) to verify an employee’s identity and to prove that the employee has the necessary authorization to work in the US. Employees typically complete this form before or on their first day of employment.

Every US employer knows what the I-9 is, but what you may not know is that the current I-9 form has an OMB control number expiration date of August 31, 2012. Now, since that date has passed, what should HR do? The answer, according to the USCIS, is to keep using the existing form. The USCIS is planning to release an updated version of the form, but it is not yet ready, so employers should continue with the status quo. If you’re an employer with very specific suggestions for improving the I-9 form (or you have a thing for bureaucratic decision-making processes), the USCIS is also accepting suggestions for improving the form or process until September 21, 2012. You may read about the feedback process here.

What you also may not know is that SpinifexIT’s Easy Documents can be used to output any form such as the I-9 with pre-populated data from your SAP HCM system. This makes it easier for employees and employers to complete their on-boarding processes, compliance tasks, etc. All you have to do is scan the blank form into Easy Documents and initially set up the necessary output fields in the proper places on the form. Once you have done that, you can quickly produce the form on-demand and have the appropriate data pre-printed. You can even automatically distribute the forms via email to simplify the process. So, rather than giving an employee a blank form, you can provide them a head start by pulling existing data and making the completion of form faster and easier.