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New Hire Forms: Stay Simple and Compliant

Are you being overwhelmed by data entry and paperwork?
Kwantek Team

Once an employee is hired, there are many new hire forms to fill out to ensure employment eligibility, as well as to prevent unemployment compensation fraud, and to locate parents who owe child support.   Those documents include Form W-4 and I-9. Employers are also able to use E-Verify to check work status against the employee’s I-9.

With Kwantek’s OnBoarding solution, all forms are completed easily and integrated into our software, saving you time and expense by eliminating redundant data entry and paperwork.

What is a W-4?

The Withholding Allowance Certificate, or W-4, is completed so that you know how much federal income tax to withhold from your new employee’s wages, and in many states, is sent to a state agency as part of the required information about new hires.

What is an I-9?

The Immigration Reform and Control Act of 1986 introduced the I-9 to prevent employment of undocumented immigrants and to prevent workplace discrimination based on citizenship or national origin. All employers must complete and retain a Form I-9 for every employee within three business days from the date of hire. Failure to file an I-9 can result in significant fines if audited by Immigration and Customs Enforcement or the Department of Labor.

What is E-Verify?

This internet-based system allows any U.S. employer to electronically verify the employment eligibility of a newly hired employee. It is a voluntary program for most employers, but mandatory for those with federal contracts or subcontracts that include the Federal Acquisition Regulation (FAR) E-Verify clause. It compares information from an employee’s Form I-9 with Social Security Administration or Department of Homeland Security records to verify employment eligibility.

What is the Difference Between I-9 and E-Verify?

The I-9 is mandatory for all employers. E-verify is voluntary for most businesses. The I-9 requires a social security number, while E-verify does not.   The I-9 does not require a photo on identity documents, whereas E-verify does require a photo, and the I-9 must be used to re-verify expired employment authorization.

Our Solution Keeps it Simple.

Civil fines and criminal penalties for violating employment eligibility laws vary based on the number of offenses, a pattern of violations, and the type of violation that has occurred. Since fines are calculated per violation, the larger the company, the more substantial the total fine can be.

The best way to keep your company I-9 compliant is to use a third-party service provider. Form I-9 services are designed to facilitate electronic completion, detect and correct errors, securely store completed forms, and retain them for the required period of time. Before you do anything else, first check that you understand your responsibilities as an employer as it relates to Form I-9. Design your compliance policy around these responsibilities and consider implementing internal audits to identify opportunities for potential errors or mistakes. To simplify this process, you can take advantage of Kwantek’s comprehensive I-9 Form Manager.

E-verify management is integrated directly into the OnBoarding process, so you’ll know immediately if the prospective employee is eligible to work in the U.S. You will have the option to complete the employment eligibility verification process using our Department of Homeland Security certified integration with the USCIS E-Verify system.

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