HVAC and plumbing companies rely on a diverse employee pool to get the job done for customers every day.
You may employ some workers who are immigrants — and that’s great. The dedication and hard work immigrants bring to this country, especially to small-to-mid-sized businesses, is vital to our economy.
But especially now, with heightened scrutiny about illegal immigration, it's crucial for businesses to keep employment eligibility paperwork up to date, namely the I-9 form required by the IRS.
Here’s a refresher into what it is, and why it’s important.
It’s the law. Federal law requires all U.S. employers to verify the identity and employment authorization of their workers. You need proof that your employees are who they say they are, and can legally work here. The way to that is via the I-9 form. And it’s not just for immigrants. U.S. citizens need to fill out the form, too.
Penalties exist. If you don’t comply, you can be subject to fines and penalties, adding up to thousands of dollars per violation.
You’ll protect your business. ICE audits and raids disrupt your operations and could lead to temporary lapses in service if your workforce disappears or is deemed ineligible to work. Having your ducks in a row before an audit happens is the key to business-as-usual.
How to ensure compliance
Make sure every new hire (and current employees) has an I-9 on file. This includes people you believe were born in the U.S. Having everyone fill out the form on their first day of work covers your bases. Train your managers to have this as a standard part of the onboarding process.
Verify the documents. Proof of eligibility requires original copies of a valid U.S. passport, or a driver’s license, birth certificate and other forms of identification. The Department of Homeland Security provides business owners with a List of Acceptable Documents. Follow the link if you don’t already have this on file.
Make copies. Once you’ve seen the documents, you are not required by law to keep copies of them. But, according to the Society of Human Resource Management, you might want to consider it. Keeping copies of these documents can show your good-faith effort to comply if indeed you are subject to an ICE audit. If you do make copies, you need to store them in a secure location, like a safe or lockbox.
Consider using E-Verify. This is an online verification system via the Social Security Administration and U.S. Citizenship and Immigration Services that does the verification for you.
Stay up to date. As we know from rules and regulations that relate to our industry, governmental requirements can and do change. Check the UCIS website for the latest information.
By verifying this information, the owners of plumbing and HVAC businesses can rest easy they’re in compliance with the law, and send their workforce out into the field with confidence.
