Reporting: I-9 Management

Electronic I-9 Solutions

All new hires must fill out a Form I-9, Employment Eligibility Verification, within the first 3 days of employment. Processing the forms can be time-consuming, resource-intensive, and error-prone. Incorrect forms can result in stiff penalties and fines and even debarment of government contracts. We can help.

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Let Us Help Manage Your I-9 Process

Combining two decades of I-9 experience with the latest paperless technology, the Maximus Tax Credit & Employer Services practice is the industry leader in I-9 processing and verification. Integrating our electronic I-9 management software with your standard hiring procedures will help you:

  • Onboard new hires quickly and accurately

  • Eliminate common violation risks

  • Fulfill hiring compliance

Helping employers to achieve compliance with all U.S. Department of Homeland Security guidelines, our electronic I-9 management software is easy to use. In just minutes, managers can verify each new hire’s information and sign the form electronically. Human errors are virtually eliminated due to validation checks, built right into the software, which prevents progress without first entering the proper information. You no longer have to worry about lost forms or forgotten signatures. You can feel confident that you are getting your I-9s done right the first time, saving time and valuable resources.

Estimate the potential fines you face for misfiled I-9s

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Leverage our leadership in I-9 and E-Verify solutions

After the electronic I-9 form is completed on the Maximus electronic portal, employee data is automatically submitted to the E-Verify program. The majority of employees are successfully and immediately verified/work authorized; however, if a non-verification or a tentative confirmation is returned, the Maximus solutions help employers ensure that this difficult process is managed and tackled until completion. Managers are able to view in real-time the status of an E-Verify case to ensure they take the required steps to complete the process. It's as easy as that.

Understand why E-Verify is important to your business

E-Verify is a web-based system that allows employers to electronically validate the employment eligibility of newly hired workers.

In 2009, the U.S. Department of Homeland Security made it mandatory for federal contractors and subcontractors to use E-Verify to validate that employees are eligible to work in the United States.

Three states (Arizona, Mississippi, and South Carolina) require E-Verify participation for all employers, both public and private.

Nine other states (Colorado, Georgia, Idaho, Minnesota, Missouri, North Carolina, Oklahoma, Rhode Island, Nebraska, and Utah) require E-Verify participation for those working in the public domain: state agencies, contractors, or subcontractors.

Want to learn more about our I-9 service?

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Top 10 reasons to go electronic with your I-9s

With Immigration and Customs Enforcement (ICE) increasing I-9 audits, it’s important to ensure your company’s I-9 compliance. Our interactive guide provides the top ten reasons on why it is essential to employ I-9 management and Employment Verification Services for your organization.

Download the free guide
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A walkthrough of the remote I-9 process

Where and how we work is changing, and so should your I-9 Service. Maximus understands that today’s workforce is going remote, and the need to have I-9 employment verification has created a unique challenge for employers. Using the Maximus I-9 Remote Hire Service eliminates the challenges and headaches of maintaining a compliant I-9 process. Through our nationwide network of remote I-9 authorized representatives, our clients can rest assured that their remote hires I-9s will be completed and compliant. Explore our Remote I-9 infographic to learn more.

Explore the remote I-9 process
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How to ensure your existing I-9s are audit ready

Now, more than ever, I-9 compliance represents a huge liability for companies, just sitting in their filing cabinets. ICE has committed to increased audits.

Do you know what percentage of your I-9s are paper? Do you know if I9s are stored at various worksites, and how easy it is to gain access? Are those locations secure in the event of a natural disaster? If your I-9s are electronic, were they validated and audited internally?

Learn how to be compliant

Estimate the potential fines you face for noncompliant I-9s

Use the I-9 Potential Fines Calculator »

Enjoy the benefits of a fully-automated, error-free process

With more than two decades of I-9 experience and our proprietary Electronic I-9 Management Software, we are the industry leader in I-9 processing and verification. Our I-9 Compliance Service delivers a comprehensive review of employer I-9 forms to assist with DHS and the US Citizenship and Immigration Services (USCIS) E-Verify requirements. The service can be implemented electronically or manually using paper forms and offers the flexibility to include a sampling of employees, all active employees, or an entire organization.

  • Easy-to-use interface walks managers through the I-9 process step by step

  • Simple, fast, paperless I-9 processing

  • Accessible anywhere with internet connection

  • Immediately validates information

  • Sign the form electronically in just a few minutes

  • Maximus-trained auditors and a dedicated I-9 specialized council

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Common I-9 form Questions

The question "what is an I-9 form" is a common one, especially for new businesses hiring employees for the first time or for employees looking for work for the first time in the U.S. Form I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States. This form must be completed by the employer and employee. Acceptable documents must also be provided by the employee that gives evidence of employment authorization and identity. The employer will examine all documentation to determine they are genuine and valid. The form must be kept for a designated period of time and made available for inspection on request from authorized government officials.

If you are an employer or employee wondering how to complete an I-9 form, here are the basic steps for filling out each section. The form should be completed on the first day of work or before if possible and MUST be completed within three days of the employee's first day of work. The I-9 form has three sections; two to be filled out by the employer and one by the employee.

  • Section 1: The employee fills out the first section, entering their name, address, and birth date. They must also provide information on their legal status within the United States and their Social Security Number, if applicable. The form must be signed and dated by the employee. The employee will then need to present valid documentation to the employer. See further in this FAQ to see which documents are acceptable.
  • Section 2: Once the employer is satisfied that part 1 has been completed correctly and is in possession of acceptable documentation, they can fill out the final part of the form. The employer will need to include information, such as the employee's information, the date their employment started, and information about the company.
  • Section 3: This section should only be completed if the employee previously verified is being rehired or requires re-verification.

If you are an employee wondering what you need for the I-9 form, you will need to be in possession of acceptable documentation that proves your identity and that you are authorized to work in the United States.

It is the responsibility of the employer to examine all documentation provided as evidence of identity and employment authorization. But what are acceptable documents? All employees completing an I-9 must provide valid documentation to show their authorization to work in the United States and prove their identity. For an up-to-date list of acceptable documents, check the United States Citizenship and Immigration website.

According to government legislation, employers need to retain original I-9 forms for three years after the hire date, or one year after the employee leaves the company. You should keep all forms separately away from other personnel records.

Employers may have heard of the E-Verify platform, but how can it benefit employers when verifying employee information? E-Verify is an internet-based system that allows employers to compare information provided by employees on Form I-9 against records held by the Social Security Administration and the U.S. Department of Homeland Security. The E-Verify website offers useful guidance on how employers can use E-Verify to compare employee information with official records held on file.

One question we are often asked is should employers use a designated E-Verify agent to complete employment eligibility checks on their behalf. There are a number of reasons for and benefits to using an agent, including:

  • If you do not have the necessary equipment, such as internet access or a computer to use E-Verify.
  • If you do not have the staff available or the time to use E-Verify.
  • If you already outsource your Form I-9 process and also wish to outsource E-Verify processes.