ZipID: Your Trusted Partner in I-9 Compliance
Navigating Form I-9 compliance can be complex and time-sensitive, especially given the risk of costly civil penalties during audits by Immigration and Customs Enforcement (ICE). At ZipID, we simplify the compliance process, ensuring every new hire is accurately processed and documented, regardless of your location or device. Our platform offers a reliable, automated solution to I-9 compliance, helping employers reduce errors, streamline onboarding, and protect against discrimination.
Key Features of ZipID for I-9 Compliance
ZipID’s platform is designed to address the most common compliance challenges in the I-9 process, with a focus on accuracy, timeliness, and proper record-keeping.
1. Guided, On-Time Completion
Automated Invites for New Hires: New employees receive direct invitations from your ZipID portal, encouraging them to complete the I-9 as soon as they are hired.
Activity Tracking: A comprehensive dashboard updates employers on all new hire events, with automated reminders that begin a 3-day countdown for timely completion of I-9 requirements.
2. Autofilled and Accurate I-9s
Section 1 Automation: A series of simple, guided questions automatically populates the employee’s details in Section 1, ensuring complete accuracy.
Section 2 Automation: For employers, ZipID provides prompts and guidance to help complete Section 2, including document verification.
E-Verify Integration: For E-Verify users, ZipID autofills key details like case number, status, and date, simplifying verification and minimizing manual entry errors.
3. Standardized Processes to Prevent Discrimination
Automated Workflows: ZipID uses a consistent, automated process for each new hire to ensure all employees are treated fairly, eliminating potential bias and ensuring compliance with anti-discrimination regulations.
Consistent Document Requests: Our platform standardizes the document collection process, protecting against discriminatory practices that could arise from requesting excessive or unnecessary documentation.
4. Live Audit Trail for Transparency
Track by HR Rep, Location, and New Hire: ZipID’s live audit trail feature allows you to organize and track records by HR representative, location, and new hire, providing a clear, comprehensive view of compliance activities.
Transparent Record Management: Every action is documented, enabling full transparency during internal or external audits.
5. Timely Digital Corrections
Editable Fields: ZipID’s system allows for quick digital corrections, helping employers rectify errors promptly and maintain compliance.
Video Conference Tracking: If remote verification is used, ZipID records video conference dates in the I-9’s "Additional Information" box, maintaining detailed records for audit purposes.
6. Comprehensive Record-Keeping
Organized Storage: Sort and stack I-9s by name, HR rep, location, and date, creating an organized, searchable database.
Retention Compliance: ZipID assists in maintaining I-9 forms according to legal retention requirements, reducing the risk of non-compliance due to record-keeping errors.
How ZipID Helps Employers Stay Compliant
Through automation, guided workflows, and intuitive organization, ZipID provides employers with the tools to achieve I-9 compliance efficiently and accurately:
Accuracy: With autofilled data and guided sections, ZipID ensures that forms are accurate and error-free.
Timeliness: The 3-day countdown and automated reminders help keep the process on track, reducing the risk of late or incomplete submissions.
Non-Discriminatory Practices: ZipID’s standardized workflows prevent any bias in document requests, ensuring a fair hiring process for every employee.
Audit Readiness: With a live audit trail and well-organized records, employers can confidently face ICE audits, knowing their I-9 documentation is accurate and accessible.
Note: While ZipID streamlines the I-9 process, employers remain responsible for any errors or omissions. Please refer to our Terms and Conditions for further details.
With ZipID as your trusted partner, maintaining compliance with I-9 and E-Verify requirements is straightforward and stress-free. Our platform is designed to support you through every step, allowing you to focus on building a compliant, inclusive, and efficient workforce.