Important Update: E-Verify Record Disposal

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Every January 1st, the USCIS disposes of E-Verify records that are over 10 years old in order to comply with the National Archives and Records Administration’s retention and disposal schedule. On January 1, 2016 you will no longer have access to E-Verify cases you created prior to December 31, 2005.

If you want a record of cases over 10 years old, you can download the Historic Records report between now and December 31, 2015.

Instructions to download the Historic Records report are here.

If you still complete the Form I-9 on paper and process E-Verify cases through the E-Verify website, then it is a best practice to record the E-Verify case verification number on the relating paper Form I-9.  Employers are encouraged to export and also retain the E-Verify Historic Records Report with the paper Forms I-9. If you use a smart and well designed electronic Form I-9 and E-Verify system such as Tracker I-9 Complete, then these and other best practices are built into the system and happen automatically, giving you peace of mind and allowing you to focus your time and energy on other priorities.

About Tracker

Tracker is the most trusted provider of I-9 and immigration compliance software. We help thousands of customers, including many of the nation’s top employers, manage the legally-mandated, time-sensitive processes with efficiency, reliability and complete visibility. Only Tracker has a perfect record with federal agencies and systems, delivering flawless compliance with just half the effort, every time.

Request a demo of Tracker’s I-9 and E-Verify solution.

Visit Tracker at the HR Technology Conference

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We are excited to attend the HR Technology Conference in Las Vegas on October 18-21. HR Tech covers all the latest trends in human capital management software and is also home to the world’s largest expo of innovative products and services. We will be exhibiting at booth #1757 and would love to see you if you are attending.

Tracker is the most trusted provider of I-9, E-Verify and immigration compliance software, with thousands of customers including the top U.S. employers.

  • Come see what’s new with our award-winning products, I-9 Complete and I-9 Resolve.
  • Learn about upcoming changes to the E-Verify process and how Tracker can ensure you will be covered.
  • Meet some of our customers and employees and learn how quick and easy it is to get on board with Tracker and achieve flawless compliance.

If you are attending, please stop by booth #1757. We look forward to seeing you in Las Vegas and learning more about your compliance challenges.

If you’re not attending, schedule a demo from the convenience of your office.

All Electronic I-9 and E-Verify Solutions are not Created Equal, Part 2

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Part #2: Look for True Efficiency Gains


This is the second of a three part series designed to help HR professionals determine the most important criteria for their organization to consider when selecting an automated I-9 & E-Verify solution. The first post focused on the solution’s ability to deliver complete compliance and eliminate risk for the organization.

This post is focused on true efficiency – or how to determine if adopting the solution will truly make your process and your people more efficient. Does the system provide the visibility your users need into the process so they can react and make decisions in a more timely fashion? Will the system integrate into other critical government and HR systems to provide seamless operations? Will your users find the solution to be intuitive and easy-to-learn, ensuring a faster time to adoption?

It is essential that the solution you choose gives HR an easy way to catch potential issues while there is still time to correct them. Don’t underestimate the importance of the system’s dashboard to drive the right activities and provide necessary transparency into the process – it is one of the most important features you will evaluate.

  • Is the dashboard set-up to inform HR of actionable risks open across the organization at the present moment? Are there strong visual indicators like color, graphs etc.? Can your users see what they need at-a-glance?
  • In the demo process look for real-life examples like the number of I-9s that do not have Section 1 signed, or that do not yet have Section 2 signed, but that are still within the on-time signature window. Also make sure that the dashboard can effectively handle the volume of I-9s typically in process in your organization.
  • Make sure you understand the dashboard’s role-based capabilities to ensure users are only presented with relevant information. It is critical for most organizations that the dashboard can be configured to aggregate worksites and groupings to reflect management hierarchies.

The deadline for E-Verify submission is the same as for I-9 completion. The best practice is to perform these two items simultaneously, eliminating errors that can take place when handled in separate systems.

  • Does the system offer the option for I-9 records to be submitted to E-Verify automatically at the time the Section 2 signature is submitted? Does the solution allow you to configure this option on a per-site basis?
  • Does the system allow you to see the status of all open E-Verify cases, on one screen, without ever logging into the E-Verify site?
  • Does the system automatically notify you of any sensitive E-Verify results (such as new TNCs, TNC referral or final results, and FNCs?
  • How does the system provide the required E-Verify Training for end-users? Is the training seamless and fit naturally into how new users are introduced to the system? Can HR report on the training results, or trigger training remediation if an end-user needs a refresher course?

Since many organizations are distributed and have to rely on field managers and remote employees to process their I-9s, the solution needs to be intuitive and built for error-proof self-service.

  • Take a close at the prompts presented to the hiring manager as he/she fills out the I-9. What errors are flagged? What are the accompanying error messages/prompts?
  • When managers make a mistake on an I-9 and need to correct it, what does the process look like? How many clicks are required? Does it require HR intervention?

Our I-9 Evaluation Guide contains 15 pages of questions like these to help you make the best choice when automating your process. Download it today or contact us for more info.

All Electronic I-9 and E-Verify Solutions are not Created Equal, Part 1

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Part #1 – Flawless Compliance


Human Resources professionals agree, automating the I-9 and E-Verify process is an important step for any organization to take if they want to reduce their compliance risk and gain efficiencies. While evaluating and purchasing technologies is a common practice for HR organizations, selecting a tool that will best automate a process with stringent government regulations and potential fines may be considered a daunting task. This is especially true when many providers make similar claims and products seem to include many of the same features.

This is the first of a three part series designed to help you unravel the most important criteria for consideration. This post is focused on flawless compliance – or the degree to which you can depend on the solution to ensure your organization’s risk has been eliminated. Does the product’s workflow systematically eliminate the natural faults of the paper I-9 process? Is the system’s compliance logic sound enough reduce your risk? Does the user experience enable non-experts in your organization to deliver consistent results?

Document errors are the single biggest cause of non-compliance – 55%+ of errors on paper I-9s have to do with documents. Here are some questions to ask to ensure the system is designed to eliminate these issues.

  • When filling out Section 2, can the manager choose an employment authorization document that is not applicable to the employee’s citizenship status in Section 1?
  • Does the system allow Section 2 to be signed with an invalid combination of documents?
  • When completing Section 3, does the system present any document choices that are not relevant to Section 3?
  • Before the hiring manager makes their document choice, can they see a sample image of the document?
  • Does the solution provide an image showing where to find the document number?
  • Does the system perform validation on the document number, issuing authority, and expiration date entered by the user?
  • Does the system have well designed workflows that support all nine (9) of the complex requirements described in the USCIS Handbook for Employers (M-274) for recording the additional document information that certain foreign national employee can present in order to prove their work authorization?

16% of compliance errors have to with late signatures. Here are some questions to ask to determine if the system facilitates a time-sensitive workflow:

  • Is there an intuitive dashboard that helps users quickly and easily determine the status of their tasks to ensure on-time completion?
  • Is the dashboard configurable by user types and able to show only the records and functions relevant to the user? Does it display at to-do list for that user?
  • Does the solution allow alerts to be set up so users can be notified of certain events? What level of configuration is available to set these up?

Our I-9 Evaluation Guide is jam-packed with 15 pages of questions like these to help you determine the best choice to automate your process. Download it today or contact us for more info.

myE-Verify is a Win-Win for Employers and Employees!


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Launched in 2014, myE-Verify is a free service from the DHS that helps jobseekers understand their rights, prepare for employment eligibility verification, and protect their identity. While E-Verify is designed for employers, myE-Verify was created to benefit workers and job-seekers.

Last week, the USCIS (U.S. Citizenship and Immigration Services) delivered a webcast from a panel of experts discussing new features and benefits of the myE-Verify system. Here are some of our observations.

  • E-Verify is rapidly growing with 600,000 employers utilizing it at more than 1.9 million hiring sites and 29 million cases. Click here for more information about E-Verify laws in your state.
  • Employers are encouraged to get the word out to potential employees about the benefits of myE-Verify. Incorporating information into employment tools and sites is a great way to accomplish this and improve your candidate experience.
  • Employers cannot require employees to utilize myE-Verify or use a myE-Verify Self-Check for verification, they must continue to follow the E-Verify MOU and any applicable laws in their state.
  • A Spanish language version of myE-Verify is now available. And, the myE-Verify resource center, with information for workers to understand their rights and responsibilities, is available in up to 20 languages.

With Tracker’s I-9 Complete, you can make E-Verify and I-9 into a single, compliant process that takes just half the time. Request a demo
.