What You Really Need to Know About Immigration: The Facts Behind the Headlines and the Hype

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A Basic HOWTO and Primer to immigration

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What You Really Need to Know About Immigration: The Facts Behind the Headlines and the Hype

  1. 1. WHAT YOU REALLY NEED TO KNOW ABOUT IMMIGRATION: The Facts behind the Headlines and the Hype Eliot Norman Worksite Enforcement and Corporate Immigration Compliance Team 804-783-6482 [email_address] For updates and immigration alerts: www.world-visas.com
  2. 2. “Best Practices” and “Safe Harbors”
  3. 3. What do these Criminal Prosecutions and Mass Deportations have to do with My Company? <ul><li>Sloppy I-9 Records leads to other problems: Loss of Affirmative “Good Faith” Defense </li></ul><ul><li>Triggers for an I-9 Audit or worse </li></ul><ul><li>No-Match letters in the trash can or unopened </li></ul><ul><li>Add IRS to the mix </li></ul><ul><li>Who gets caught? </li></ul><ul><li>Imperative: Now is time to get paperwork in order </li></ul>
  4. 4. Civil Fines Against Employers for Immigration Violations <ul><li>Increase of about 25% beginning March 27, 2008 for most violations </li></ul><ul><li>Substantive Violations: Range from $375 to $16,000 </li></ul><ul><ul><li>First offense: $375 to $3200 </li></ul></ul><ul><li>Paperwork Violations: Range from $110 to $1100 for each I-9 Form </li></ul><ul><li>Substantive fines: assessed per illegal worker </li></ul><ul><li>Mitigating Factors, Negotiated Settlements, Notice of Intent to Fine, Hearing before ALJ. </li></ul><ul><li>Good Faith defense re paperwork violations </li></ul><ul><li>Substantive Violations: can’t fix, government does not have to prove that employer knew it hired or continued to employ illegal alien to assess fines. </li></ul><ul><li>VALUE OF DESK AUDIT OF SAMPLE OF 25 FORMS: determine scope of problems in advance of government inspection </li></ul>
  5. 5. The Nuts and Bolts of Filling in “Right” and Filling in “Wrong” the NEW I-9 Form <ul><li>Please See PDF of the I-9 Form and Document Lists A or B and C </li></ul>
  6. 9. Section 1 of I-9 <ul><li>Section 1 of the Form: Employee fills in: </li></ul><ul><ul><li>Who am I? </li></ul></ul><ul><ul><li>Is it Complete? </li></ul></ul><ul><ul><li>When to fill in? </li></ul></ul><ul><ul><li>The SSN? what to do? </li></ul></ul><ul><li>Signing as Preparer or Translator? </li></ul>
  7. 10. Date (month/day/year) Employee’s Signature I attest, under penalty of perjury, that I am (check one of the following): □ A citizen or national of the United States □ A Lawful Permanent Resident (Alien #) A                                                         □ An alien authorized to work until         /        /           (Alien # or Admission #)                                                                                    I am aware that federal law provides for imprisonment and/or fines for false statements or use of false documents in connection with the completion of this form. Social Security # City State Zip Code Date of Birth ( month/day/year) / / Address (Street Name and Number) Apt. # Maiden Name Print Name: Last First Middle Initial Section 1. Employee Information and Verification. To be completed and signed by employee at the time employment begins.
  8. 11. Completing the I-9 Form <ul><li>Section 1 : </li></ul>
  9. 12. Completing the I-9 Form (continued)
  10. 13. Section 2 of I-9 <ul><li>Section 2 of the Form: You fill it In. </li></ul><ul><ul><li>Timing </li></ul></ul><ul><ul><li>All Important Certification </li></ul></ul><ul><ul><li>Avoiding Substantive Violations </li></ul></ul><ul><ul><li>Most Common Mistakes </li></ul></ul>
  11. 15. Section 3 of I-9 <ul><li>Section 3: When do you Use it and How? </li></ul><ul><ul><li>Not for Green Cards. </li></ul></ul><ul><ul><li>TPS a special Case. </li></ul></ul><ul><ul><li>Rehires. </li></ul></ul><ul><ul><li>Receipts? </li></ul></ul><ul><li>Other Re-Verification problems </li></ul>
  12. 17. LISTS A, B AND C: The I-9 Instructions <ul><li>List A: What’s New and What’s not </li></ul><ul><ul><li>Green Cards </li></ul></ul><ul><ul><li>EAD= Employment Authorization Document </li></ul></ul><ul><ul><li>Combination: Foreign Passport + I-94 </li></ul></ul><ul><ul><li>Missing: Naturalization Certificate. </li></ul></ul><ul><li>List B: No changes </li></ul><ul><li>List C: confirms dangers of using social security cards with restrictions </li></ul>
  13. 18. Summary: I-9 Common Mistakes <ul><li>Section 1: </li></ul><ul><li>Section 2: </li></ul><ul><li>Section 3: </li></ul><ul><li>Timing of Signatures </li></ul><ul><ul><li>Our Training Manual: how it works. </li></ul></ul><ul><li>Copy Documents and Leave Form Blank? </li></ul><ul><li>Are you the Document Expert? </li></ul><ul><li>Originals and in-person review: Most common mistakes for multi-facility operations </li></ul><ul><li>Receipts and Specifying Documents </li></ul><ul><li>Consequences: Substantive Violations and Fines </li></ul><ul><li>Consequences: Paperwork Violations and Fines </li></ul><ul><li>Undermining “Good Faith” Defense </li></ul>
  14. 19. I-9 Form retention and re-verification policies <ul><li>Centralized or decentralized storage? </li></ul><ul><ul><li>Secure and Separate </li></ul></ul><ul><ul><li>Don’t make your records storage a “time bomb” or useless to management </li></ul></ul><ul><li>To Copy or not to Copy, “best practice” </li></ul><ul><li>Scanning the forms: going electronic so you can sort by data fields </li></ul><ul><li>Excel Spread Sheet or Three Ring Notebooks </li></ul><ul><li>Re-verification systems </li></ul><ul><li>Terminated Employees: 3 years from date of hire or one year from date of termination, whichever is later: how to handle and calculate; and when to do so </li></ul>
  15. 20. Reducing Corporate Liability and Risks: I-9 Compliance <ul><li>Desk Audit </li></ul><ul><li>Training </li></ul><ul><li>Dealing with Remote Sites and Offices </li></ul><ul><li>I-9 gets same attention as EEO compliance </li></ul><ul><li>Ready access to and control of records for re- verification </li></ul><ul><li>Preserve “Safe Harbor” When Government “knocks” </li></ul>
  16. 21. Questions? I-9 “Nuts and Bolts” & New Fines, Instructions, Forms, Acceptable Documents <ul><li>Eliot Norman , Immigration and </li></ul><ul><li>Worksite Enforcment Team 804-783-6482 [email_address] </li></ul><ul><li>For updates: www.world-visas.com </li></ul><ul><li>or www.williamsmullen.com </li></ul>

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