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Immigration Compliance and Avoiding Liability Presented by: Helen Parsonage, Esq. Elliot Pishko Morgan PA Winston-Salem, NC 27101

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A <ul><li>I-9 Compliance

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SSN Mismatches

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E-Verify </li></ul>

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Immigration Reform and Control Act of 1986 (“IRCA”) <ul><li>11/6/1986

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Requires that all employers complete Employment Eligibility Form (I-9) for newly hired employees.

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Designed to control the problem of illegal immigration </li></ul>

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IRCA’s Provisions <ul><li>New Employee must provide documents reflecting: </li></ul><ul><ul><li>He/She is eligible to work

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Identity must match work eligibility documents </li></ul></ul><ul><li>Sanctions for paperwork violations and document abuse. </li></ul><ul><li>Sanctions for knowingly hiring or retaining unauthorized workers. </li></ul><ul><li>Created the OSC to enforce anti-discrimination provision of the INA. </li></ul>

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Changes After IRCA -1997/2007 <ul><li>1997 – Interim Rule Reducing the Number of Documents for I-9 Form: </li></ul><ul><ul><ul><li>Certificate of U.S. Citizenship (item #2)

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Certificate of Naturalization (item #3)

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Reentry Permit (item #8)

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Refugee Travel Document (item #9) </li></ul></ul></ul><ul><li>2007 – Rebranded and New I-9 Form reflecting the changes from 1997. </li></ul>

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Document Abuse <ul><li>Documentation must only be requested after job offer is made.

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Employer cannot request specific documentation, applicant must decide.

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If new hire provides more documentation than required, new hire should select only the necessary documents – Employer Rep can assist. </li></ul>

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Completing Form I-9

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Section 1: Employee Information and Verification.

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Section 1: Employee Information and Verification. <ul><li>Must be completed by the New Hire.

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Employer should verify that all information is provided and correct.

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Should be completed on the first date of employment.

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Preparer/Translator field in Section 1. </li></ul>

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Section 2: Employer Review and Verification.

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Section 2: Employer Review and Verification. <ul><li>New Hire provides verification documents from List A, or list B and C.

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Employer reviews documents and completes Section 2.

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Must be completed w/in 3 business days.

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Making copies of the documentation is optional. </li></ul>

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Section 3: Updating and Reverification.

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Section 3: Updating and Reverification. <ul><li>Used to reverify documents from List C and some from List A.

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List B documents are never reverified.

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Be sure to reverify employees on the new 2007 version of the Form I-9. </li></ul>

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Internal Audits <ul><li>Missing or deficient I-9 Forms discovered during an audit.

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Missing I-9’s - complete one immediately and attach an explanatory note for your records.

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Deficient I-9’s - immediately correct and initial/date any changes.

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Termination of employees who cannot provide valid documents to avoid “knowing hire” or “knowing retention” violations. </li></ul>

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Retention Period <ul><li>Forms must be retained for: </li></ul>* One year following an employee’s termination. *Three years from the employee’s date of hire. <ul><ul><li>WHICHEVER IS LATER! </li></ul></ul>

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Recent Enforcement <ul><li>Shift in focus of enforcement actions from employees to employers and management.

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Reduction in penalties for paperwork violations. </li></ul>

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IMPORTANT NOTE Starting on APRIL 3, 2009 a new edition of the Form I-9 will be required. The chief significance of this new form is the requirement that all documents accepted for employment verification be unexpired. The new form is already available at www.uscis.gov and the old edition of the form will no longer be acceptable.

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Social Security No Match Issues <ul><ul><li>No Match Letters are sent to both employers and employees.

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Letters are generated and send to employers if .5% of the workforce has a SS no match issue.

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Can result from any number of factors. </li></ul></ul>

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New Safe-Harbor Procedures for Employers for No Match Issues <ul><ul><li>Within 30 days, employer should check records and contact employee to check their records too.

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Within 90 days the employee must take steps to resolve the issue.

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Then the employer has 3 final days to complete a new I-9 (with a new SSN) if the issue was not resolved. </li></ul></ul>

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B <ul><li>Undocumented Employees

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Improperly Documented Employees </li></ul>

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No Documents! <ul><li>Receipt showing application within 3 days

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Write in “receipt” in Section 2

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Provide document within 90 days

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Strike out “receipt” and write in number </li></ul>

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Employer Sanctions <ul><li>Employing Unauthorized Aliens: </li></ul><ul><ul><li>$250-$10,000 per alien. </li></ul></ul><ul><li>Improperly Completed, Retained or Missing Forms: </li></ul><ul><ul><li>$100-$1,000 per employee. </li></ul></ul><ul><li>Knowingly Hiring or Continuing to Employ Unauthorized Alien: </li></ul><ul><ul><li>Up to $3,000 per unauthorized alien.

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Imprisonment (if convicted). </li></ul></ul><ul><li>Participating in Document Fraud: </li></ul><ul><ul><li>1 st offense: $250-$2,000.

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Additional offenses: $2,000-$5,000. </li></ul></ul><ul><li>Discrimination: </li></ul><ul><ul><li>$250-$2,000 - $10,000 per individual. </li></ul></ul><ul><li>Requesting Specific Documentation: </li></ul><ul><ul><li>$100-$1,000 per individual. </li></ul></ul>

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C <ul><li>Employer Liability

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Independent Contractors </li></ul>

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When is an Employee an Employee? <ul><li>Labels not dispositive

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Issue is one of control over conditions of work

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Liability triggered by knowing use of undocumented independent contractors

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Knowledge can be actual or constructive (willful or wanton disregard for truth) </li></ul>CAUTION!!!

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D <ul><li>Applications

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Interviews

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Personnel Policies

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Minimizing Risk </li></ul>

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Unlawful Discrimination 1) Discrimination on the basis of “citizenship status” (2) Discrimination on the basis of “national origin” (3) Document abuse Be careful to apply uniform I-9 procedures

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Citizenship Status <ul><li>Permanent Residents (Green Card Holder)

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Asylees

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Refugees

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Citizens </li></ul>

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National Origin <ul><li>Country of birth

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Country of parentage </li></ul>

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Document Abuse <ul><li>Employer dictates which documents are produced

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Requiring additional documents

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Rejecting valid documents

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Rejecting valid EAD

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Protects all work-authorized foreign nationals </li></ul>

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Compared to Title VII <ul><li>INA

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Covers businesses with 4-14 employees

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The Office of Special Counsel for Immigration-Related Unfair Employment Practices (OSC), Civil Rights Division, U.S. Department of Justice

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Retaliation prohibited </li></ul>

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E <ul><li>Sponsoring applicants for a visa

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Minimizing Contract Liability </li></ul>

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Is a Visa an Employment Contract? <ul><li>No

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At-will

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Visa type most commonly used </li></ul><ul><ul><li>H-1B

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3 year approval period

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No “benching”

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Specific requirements for termination </li></ul></ul>

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F <ul><li>Terminating a non-citizen employee

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Minimizing Risk </li></ul>

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See D <ul><li>Unlawful termination

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INA

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Title VII

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H-1B visa holders </li></ul>

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Information <ul><li>Office of Special Counsel for Immigration-Related Unfair Employment Practices

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http://www.usdoj.gov/crt/osc/index.html

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Employer Hotline: </li><ul><li>1-800-255-8185 </li><ul><li>Assistance with I-9s

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Assistance with all compliance issues </li></ul></ul></ul>

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Thank you Feel free to contact me at: 336-724 2828 [email_address] Or visit us on the web at http://www.epmlaw.com