Form I-9 Compliance for US Employees in Keka

Introduction

Form I-9 is a mandatory compliance requirement for all new hires in the United States to verify their identity and work authorization. Employers are responsible for ensuring the timely and accurate completion of this form to avoid potential penalties. With this rollout, Keka enables US-based organizations to streamline the Form I-9 process within the system.

Understanding Form I-9

Form I-9 consists of two sections:

• Section 1 (Employee Fills): Employees must provide their personal details, work authorization status, and identity verification documents. This section must be completed on or before the employee's joining date.
• Section 2 (Employer Verifies): Employers are responsible for verifying the documents presented by the employee. This section must be completed within three business days of the employee's start date.

Compliance Timelines

• Section 1: Must be completed by the employee on or before their first day of work.
• Section 2: Must be completed by the employer within three business days.

Failure to comply can result in penalties ranging from $200 to $2,000 per violation.

Key Features of Form I-9 in Keka

1. Admin Dashboard for Form I-9 Management

Keka provides a dedicated dashboard for admins to manage Form I-9 compliance efficiently:

• View pending Form I-9 completions for new hires.
• Track verifiers responsible for Section 2 completion.

2. Configurable Form I-9 Settings

• Admins can enable or disable Form I-9 based on organizational requirements.
• If disabled, the Form I-9 process will not be triggered for new hires.
• Ensures compliance with US employment regulations while offering flexibility.

3. Assigning Verifiers for Section 2 Completion

• Multiple verifiers can be assigned to complete Section 2 verification.
• Ensures thorough and accurate compliance with work authorization requirements.
• Allows tracking of who verified an employee’s documents.

4. Initiating Form I-9 Post Offer Acceptance

• The Form I-9 process begins as soon as a candidate accepts the job offer.
• Candidates can access Form I-9 from their welcome page on their joining day.
• Ensures that all employees complete the process before starting work.

5. Document Submission Process

• Section 1: Employees enter personal details and submit identity verification documents.
• Section 2: Employers verify the provided documents and confirm their authenticity.
• Employers must physically verify the documents or conduct verification via video call if needed.

6. Option for Preparers/Translators

• Employees facing language barriers can appoint preparers or translators to assist in completing Form I-9.
• The details of the preparers/translators must be included in Section 1.
• Ensures that all employees can accurately complete their work authorization process.

7. Reinitiating Section 1 If Needed

• If Section 2 verification fails, employers can reinitiate Section 1 for the employee.
• The employee will be notified to complete Section 1 again with the appropriate reason.
• This ensures that any discrepancies or issues are promptly addressed to maintain compliance.

Conclusion

With Keka’s Form I-9 implementation, US-based organizations can efficiently manage work authorization verification while ensuring compliance with legal requirements. The structured workflow, dashboard tracking, and configurable settings streamline the process, reducing compliance risks and administrative burdens.