Immigration Compliance: How to keep the Government from knocking on the Door?
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Immigration Compliance: How to keep the Government from knocking on the Door?
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  • 1. Immigration Compliance: Howto keep the Government fromknocking on the Door?Compliance Explained Simply to Corporate America -A webinar by Jon Velie, Velie Law Firm, and OnlineVisas.com
  • 2. Sponsored by
  • 3. IntroductionsMike Lengel, Marketing Coordinator– AscentisHeather Bansemer, Marketing Manager, Ascentis Asc e ntis off e rs e a sy-t o-us e h u m a n c a p it a l m a n a g e m e nt soft w a r e in c lu din g S a a S w e b-b a s e s soluti o ns: HRIS, o nlin e p a yroll, r e c ruitin g , s e lf s e rvi c e a n d ti m e k e e p in g Al m ost 30 y e a rs in b usin e ss; 1,500 c ust o m e rs a n d gro win g
  • 4. About Our SpeakerJon Velie, Attorney at Law 17 y e a rs of e x p e ri e n c e I m mi gr a ti o n L a w , C orp or a t e L a w , a n d Liti g a ti o n. Te stifi e d in c o urt a s e x p e rt o n i m mi gr a ti o n m a tt e rs. Sp o k e n a t US C o n gr e ssi o n a l a n d a g e n c y p a n e ls, US O p e n (Te n nis) 2010, G irl 2.0 Ex p o in Sh a n g h a i, C hin a 2010, Sp orts L a w Asso c i a ti o n An n u a l C o nf e r e n c e 2010, Asp e n Ski C o m p a n y, 2005-2009, Te lluri d e Ski C o m p a n y, 2010, Lu c e nt’s B e ll L a b or a t ori e s 2002, a n d O kl a h o m a Univ e rsity. Bri e f e d thr e e c a s e s b e f or e th e U.S. Su pr e m e C o urt F e a tur e d in n u m e ro us p u b li c a ti o ns in c lu din g th e N e w York Ti m e s, LA Ti m e s, W a shin g t o n Post, C hi c a g o Tri b u n e , L e M o n d e , a n d Lo n d o n Ti m e s a n d f e a tur e d o n a s e g m e nt of C BS 60 Min ut e s II.
  • 5. RCH CreditsAPA and HRCI credits are still pending.• O n c e c r e d its a r e a p pro v e d , c e rtifi c a t e s w ill b e pro c e sse dTo earn RCH you must:• St a y o n th e w e b in a r f or th e full 60 min ut e s• B e w a t c hin g th e w e b in a r usin g y o ur u ni q u e URLCertificates of Completion• Will b e d e liv e r e d e l e c tro ni c a lly t o e m a il th a t y o u us e d t o r e gist e r f or this w e b in a r• Se nt t o y o u n o l a t e r 5 p m PDT o n 09 / 06 / 2012
  • 6. AgendaWhat you’ll learn: O v e rvi e w o f Im mi gr a tio n C o m p li a n c e in th e w ork pl a c e : I-9 c o m p li a n c e Prose c uti o n o f c o m p a ni e s a n d e m p l o y e e s f or Im mi gr a tio n C ri m e s C r e a tin g a c o m p li a nt w ork pl a c e Q u e sti o ns a n d a nsw e rs
  • 7. A brief historyWho is I.C.E. ?• Th e Unit e d St a t e s I m mi gr a ti o n a n d C ust o ms Enf or c e m e nt (I C E) is th e in v e sti g a tiv e a rm of th e D e p a rt m e nt of H o m e l a n d Se c urity (D HS).• Form e d in th e w a k e of 9 / 11 a s p a rt of a m a ssiv e r e org a niz a ti o n c a m p a i g n d e si g n e d t o pro t e c t th e c o u ntry fro m futur e a tt a c ks.• I C E a g e nts h a v e a wi d e v a ri e ty of d uti e s u n d e r th e l a w , a n d th e y c a n b e f o u n d s e rvin g in a n a ssort m e nt of lo c a ti o ns a ro u n d th e w orl d .• O n e a sp e c t of its pr a c ti c e is t o a u dit U.S. e m p lo y e rs, a n d th e ir e m p lo y e e s, thro u g h I-9 in v e sti g a ti o ns.
  • 8. A brief historyI C E’s w orksit e e nf or c e m e nt n u m b e rsh a v e c lim b e d t o hist ori c hi g hs w ithr e c ord br e a kin g n u m b e rs o f I-9 a u d its, fin e s a n d in c r e a se d c ri min a lprose c uti o n o f e m p l o y e rs.
  • 9. B e t w e e n 01 / 09 a n d 10 / 10, I C E c o n d u c t e dI-9 a u d its o f m or e th a n 3,200 US e m p l o y e rsr e sultin g in d e b a rm e nt o f 225 c o m p a ni e sa n d in d ivid u a ls fro m d oin g b usin e ss w ithth e f e d e r a l g o v e rn m e nt a n d i m p ose da p proxi m a t e ly $50 millio n in s a n c ti o ns.–ICE announcement 10/31/11
  • 10. I C E h a s r e c e ntly a n n o u n c e d th e ire nf or c e m e nt r e l a t e d st a tisti c s in th e a r e ao f I-9 c o m p li a n c e f or 2011, a s f ollo ws: 2,496 I-9 a u d its w e r e c o n d u c t e d 3,291 w orksit e e nf or c e m e nt c a se s w e r e initi a t e d C ri min a lly a rr e st e d 221 e m p l o y e rs Issu e d 385 Fin a l O rd e rs f or $10.4+ millio n in fin e s; a n d D e b a rr e d 115 in d ivid u a ls a n d 97 b usin e sse s
  • 11. What is the I-9 Employment Eligibility Verification Law?Ill e g a l R e f orm a n d C o ntrol A c t of 1986 (IR C A )r e q uir e s e m p l o y e rs to v e rify:W ork a uth oriz a tio nI d e ntiti e s of a ll n e w e m p l o y e e s w ithin 3 d a ys ofhir e
  • 12. I-9 – Employee SectionNew hire fills out part 1. If translator is needed he/she fills out translationcertification portion.
  • 13. I-9: Employer SectionNew hire presents documents from lists A or Band C.
  • 14. I-9:AcceptableDocuments
  • 15. I-9 Issues• Hirin g p e rso n n e l m ust d e t e rm in e w h e th e r th e d o c u m e nts a p p e a r to b e “ g e n uin e .”• A c o m p a n y m a y k e e p or n o t k e e p c o p i e s of th e d o c u m e nts. But it m ust b e c o nsist e nt.• Hirin g p e rso n n e l m ust b e kn o w l e d g a bly of n e w hir e s priv a c y rig hts.• Viol a tin g priv a c y rig hts m a y su b j e c t e m p l o y e r to l a wsuit
  • 16. Triggers for an I-9 InvestigationC o m p l a ints to I m migr a tio ns a n d C usto msEnf or c e m e nt (I C E), D e p a rtm e nt of L a b or (D O L) orO ffi c e of Sp e c i a l C o u ns e l ( O S C )In d e p e n d e nt in v e stig a tio ns b y I C E, D O L, or O S CN a tio n a l s e c urity c o n c e rnsBusin e ss e s p e r c e iv e d to e m p l o y u n d o c u m e nt e da li e nsR a n d o m a u d its
  • 17. When an I-9 Violation OccursF a ilin g t o c o m p l e t e or in c orr e c tlyc o m p l e tin g I-9 r e c ordsKn o w in gly hirin g or c o ntin uin g t oe m p l o y a n u n a uth oriz e d a li e n
  • 18. What Constitutes “Knowingly” Hiringor Employing an Unauthorized Alien To e m p lo y a w ork e r th a t e m p lo y e r kn o ws is n o t a uth oriz e d t o w ork in th e U.S. Kn o w l e d g e in c lu d e s b o th a c tu a l kn o w l e d g e a s w e ll a s c o nstru c tiv e kn o w l e d g e th a t c a n b e inf e rr e d thro u g h sp e c ifi c f a c ts or c ir c u mst a n c e s Pro p e rly c o m p l e tin g a n I-9 d o e s n o t a bsolv e e m p lo y e r fro m li a b ility if e m p lo y e r kn o ws w ork e r is n o t a uth oriz e d
  • 19. Social Security Mismatch Letters: “Constructive Knowledge”• Wh e n e m p l o y e r g e ts o n e : Mism a t c h b e tw e e n e m p l o y e r a n d SSA d a t a• Wh a t it m e a ns: N o t a p e r s e st a t e m e nt a b o ut im m igr a tio n st a tus• H o w e m p l o y e rs sh o ul d d e a l w ith th e m : A c t q ui c kly a n d f oll o w pro c e d ur e . F a ilur e to f oll o w priv a c y rig hts of e m p l o y e e is a viol a tio n of r e g ul a tio n a n d m a y su b j e c t y o u to fin e s or l a wsuit
  • 20. ICE’s “Safe Harbor” ProceduresWithin 30 days of receipt of a no match letter:1. C h e c k f or c l e ri c a l e rrors A. C h e c k f or p e rso n n e l a n d p a yroll r e c ords t o d e t e rmin e w h e th e r th e mism a t c h disc r e p a n c y B. If y e s, fil e n e w W-2 with SSA. Us e SSN VS t o v e rify it w a s a c c e p t e d . C . M a k e a r e c ord of th e m a n n e r, d a t e a n d ti m e th a t th e c orr e c t e d inf orm a ti o n w a s v e rifi e d with SSA a n d r e tr a in th e r e c ord with th e e m p lo y e e s I-9 f orm.2. C h e c k with e m p lo y e e t o e nsur e th a t his or h e r so c i a l s e c urityn u m b e r inf o is c orr e c t. D e t e rmin e if disc r e p a n c y is r e sult of c l e ri c a le rror; inf orm So c i a l Se c urity.
  • 21. ICE’s “Safe Harbor” Rule: SSA Mismatch Letters (Cont’d)Within 60 days of receipt: If issu e is n o t r e solv e d , c o m p l e t e a n e w Form I-9, e x c e p t e m p lo y e e m a y n o t pro v e i d e ntity or w ork a uth oriz a ti o n b y pr e s e ntin g a d o c u m e nt th a t c o nt a ins th e “susp e c t” n u m b e r. C o m p l e t e Form I-9 within 3 d a ys of th e 60th d a y of r e c e i p t of SSA n o ti c e . If e m p lo y e e is u n a b l e t o pro d u c e a p pro pri a t e d o c u m e nt a ti o n t o s a tisfy I-9 r e q uir e m e nts, e m p lo y e r m ust t a k e a c ti o n or risk d e t e rmin a ti o n b y I C E th a t e m p lo y e r h a d c o nstru c tiv e kn o wl e d g e .
  • 22. Unresolved Questions : ICE’s “Safe Harbor” RuleD o e s e m p lo y e r h a v e o b li g a tio n t o in v e sti g a t e w h e ne m p lo y e e r e solv e s d isc r e p a n c y b y pro d u c in g n e w SSN th a t isd iff e r e nt fro m prior n u m b e r?W h a t d o e s e m p lo y e r d o w h e n e m p lo y e e , w h o is th e su b j e c tof r e c urrin g n o-m a t c h l e tt e rs, pro c ur e s a d iff e r e nt n u m b e ry e a r a ft e r y e a r in r e sp o nse t o e m p lo y e r’s r e q u e st t o r e c tifyd isc r e p a n c y?H o w d o e s e m p lo y e r r e -v e rify a n e m p lo y e e w h o d i d n o t use a“susp e c t” SSN w h e n h e or sh e initi a lly c o m p l e t e d F orm I-9?
  • 23. Immigration CrimesIn A pril 2009, DHS issu e d n e w g ui d e lin es a n d r e g ul a tio nsth a t a r e in c r e a sin g a tt e ntio n a n d r e so ur c es o npros e c utin g e m p lo y e rs w h o viol a t e o ur n a tio n ’sim mi gr a tio n l a ws.I C E’s hi g h e st priority is o n th e c rimin a l prose c utio n ofe m p lo y e rs w h o kn o win gly hir e u n d o c u m e nt e d w ork e rs, a b us e a n d e x p loit th e ir w ork e rs, e n g a g e in th e sm u g glin gor tr a ffi c kin g of th e ir a li e n w orkf or c e , or f a c ilit a t ed o c u m e nt or b e n e fit fr a u d . Th e a g e n c y ’s e ff orts a lsoin c lu d e i d e ntifyin g , in v e stig a tin g , a n d p e n a lizin ge m p lo y e rs w h o e n g a g e in vis a or l a b or c e rtifi c a tio nfr a u d . In a d d itio n t o e nf or c e m e nt e ff orts, h o w e v e r, I C E ispro vi d in g c o m p li a n c e t o ols t o a ssist e m p lo y e rs ind e t e rminin g th e e li gi bility of th e ir e m p lo y e es t o w ork inth e U.S.
  • 24. Immigration CrimesJo h n M orto n, Dir e c tor of th e U.S. I m migr a tio n a n dC usto ms Enf or c e m e nt (I C E) r e p ort e d r e sults f or 2010.M orto n s a i d th a t in 2010, I C E a rr e st e d 195 e m p l o y e rsf or c rim in a l w orksit e im m igr a tio n viol a tio ns.Un d e r th e A pril 30, 2009 I C E Enf or c e m e nt M e m o ,t a rg e t e d e m p l o y e rs a r e d e fin e d a s “ o w n e rs,c orp or a t e m a n a g e rs, su p e rvisors,” a n d “so m e o n ein v olv e d in th e hirin g or m a n a g e m e nt of e m p l o y e e s.This in c lu d e s o w n e rs, C E O s, su p e rvisors, m a n a g e rs,a n d o th e r o c c u p a tio n a l titl e s.”
  • 25. Harboring Undocumented AliensR e c e nt r a i ds a n d e nf or c e m e nts a c tio ns t a rg e tin ge m p l o y e rs d e e m e d to b e h a rb orin g or sm u g glin gu n d o c u m e nt e d a li e nsH a rb orin g m a y in c lu d e pro vi d in g tr a nsp ort a tio n,sh e lt e r, or a ssist a n c e in o b t a inin g e m p l o y m e nt ife m p l o y e r kn o ws or sh o ul d kn o w th e w ork e r isu n d o c u m e nt e d
  • 26. Penalties for Knowingly Hiring orContinuing to Employ Unauthorized Aliens First offense: C ivil fin e of $275 t o $2,200 f or e a c h w ork e r Second offense: C ivil fin e of $2,200 t o $5,500 f or e a c h w ork e r Third or more offense: $3,300 t o $11,000 f or e a c h w ork e rPattern and practice: fin e s of u p t o $3,000 f or e a c hw ork e r a n d / or im priso n m e nt of u p t o 6 m o nths
  • 27. Penalties for Harboring of Undocumented AliensF orf e itur e o f b usin e ss a sse tsIm priso n m e nt o f u p t o 10 y e a rsFin e s o f u p t o $250,000
  • 28. Creating and maintaining a compliant environmentIf y o u d o n o t h a v e a n HR soft w a r e syst e m , m a int a in I-9n o t e b o o k of c urr e nt e m p lo y e e s, d o n o t in c lu d e inp e rso n n e l fil eM a int a in t e rm e d e m p lo y e e s f or thr e e y e a rs or o n ey e a r a ft e r th e d a t e of e m p lo y m e nt, w hi c h e v e r is l a t e rC o n d u c t int e rn a l a u d its of I-9’s r e g ul a rlyUse HR Soft w a r e th a t a ut o m a ti c a lly pro c e sse s a n dst or e s I-9’sUse HR Soft w a r e th a t us e s E-v e rifySSN VSIM A G E Pro gr a m
  • 29. Questions?
  • 30. Ascentis Software Helps Companies Be I-9 CompliantA uto m a t e s e m p l o y e e d a t a d urin g th e o n b o a rd in gpro c e ss – in c lu d e th e c o m p l e tio n of I-9’s.A l e rts HR m a n a g e rs th a t f orms a r e c o m p l e t e so th e yc a n m e e t e m p l o y e e in p e rso n f or I-9 i d e ntifi c a tio npro c e ssin g a n d w itn e ssin g of sig n a tur e .Stor e s I-9 d a t a e l e c tro ni c a lly, in c lu d in g tim e / d a t esig n a tur e .Int e gr a tio n of E-V e rify
  • 31. Certificates of CompletionOnce approved by HRCI and the APA:• D e liv e r e d to th os e a tt e n d e e s w h o st a y f or full w e b in a r• Will b e d e liv e r e d e l e c tro ni c a lly to e m a il th a t y o u us e d to r e gist e r f or this w e b in a r• S e nt to y o u n o l a t e r 5 p m PDT S e p t e m b e r 6th
  • 32. View this webinar againArchived on our website:Just c li c k o n r e so ur c e s, th e n 2012 w e b in a rs:Pi c k y o ur titl evi e w th e r e c ord in gd o w nl o a d th e PDF
  • 33. More RCH credit webinarsSustainability for the HR Leader (RCH 1.0 - HRCI -PENDING)Aug. 9, 10am PDTEVerify: Getting Started (RCH 1.0 APA -HRCI CREDITS PENDING)Aug. 16, 10am PDTW-2’s vs. 1099’s: Who Should be an IndependentContractor (RCH 1.0 APA - PENDING)Aug. 21, 10am PDTGood Beginnings Make Good Employees: Legal &Effective New Employee Orientations (RCH 1.0 HRCI)Aug. 23, 10am PDT
  • 34. Blog: blog.ascentis.com Twitter: @AscentisCorpwww.Ascentis.com LinkedIn: Linkedin.Com/Company/Ascentis Email: info@Ascentis.com Phone: 800.229.2713Contact Ascentis for: Compliance Automation Info Twitter: @JonVelie Email: jon@velielaw.com Phone: 405.310.4333www.OnlineVisas.ComImmigration MagazineContact Jon for: Strategy Consultation - Free DVD 34