I-9 Verification

Form I-9 & Employment Eligibility Verification is the process every U.S. employer must follow to confirm that each new hire is legally authorized to work in the United States. The Form I-9 is a federal form where an employee provides documents (like a passport or driver’s license and Social Security card) to prove their identity and work authorization, and the employer reviews those documents for authenticity and records them on the form. ScoutLogic’s I-9 & E-Verify service helps employers manage this process electronically and accurately.

Getting I-9 and employment eligibility right is critical.

Avoid huge penalties. US federal law requires I-9s for all employees, and if you’re enrolled in E-Verify (mandatory for some employers in certain states or federal contractors), you must do that too. Form I-9 errors or missing forms can result in hefty fines if discovered in an immigration audit. And hiring someone not authorized to work can lead to even bigger penalties and legal trouble.

Keep your operation stable. Verifying upfront ensures each hire is clear to work long-term (or if they have temporary authorization, you know when to reverify or that they might need sponsorship). It’s part of risk management to ensure your workforce is secure and authorized.

Onboard with efficiency and professionalism. A clunky process can sour a new hire’s first days and consume HR time. ScoutLogic’s approach makes it easier for the employee to fill Section 1 even before day one and for HR to complete Section 2 quickly (even remotely if needed via authorized agents). Also, being able to do it electronically means fewer errors, no illegible handwriting issues, and automatic storage.

Meet state and contract requirements. Some states require all employers use E-Verify, and many others require it for public contractors or have certain thresholds. Additionally, if you have government contracts, you may be mandated to use E-Verify and have impeccable I-9 records. Meeting these requirements is not optional if you want to do business in those domains.

Protect against discrimination claims. ScoutLogic’s guided system ensures you’re not inadvertently violating anti-discrimination rules in the I-9 process. We make certain the lists of acceptable documents are clear and that you don’t do things like ask for a specific document. By taking this off your plate and into a standardized system, you reduce the chance of an employee claiming you treated them differently in the work authorization process.

ScoutLogic brings expertise and automation to I-9 and E-Verify that makes the process reliable and easy.

User-friendly digital workflow. We offer a secure online I-9 form. Employees can complete Section 1 electronically as part of onboarding, even before their first day. They’ll get prompts to fill in required fields and to check the correct boxes (citizen, permanent resident, etc.), which reduces mistakes. Plus, completed I-9 PDFs are stored and can be printed if needed.

Automated tracking and reminders. I-9 compliance isn’t just at hire. For example, if someone shows a work authorization that expires, you must reverification them by that date or remove them. Our system tracks document expiration dates you entered and will send you reminders well in advance. We also allow the scheduling of periodic audits.

Expert support and audit defense. Our Scouts know the I-9 and E-Verify rules inside and out.

Should you ever get a notice of inspection, we assist in compiling the digital records, and we can point out any technical errors that could be fixed in the 10-day grace period. We also keep up with legal changes and ensure you’re using the latest form.

Seamless onboarding integration. If you already use an onboarding or HRIS system, we can integrate our I-9/E-Verify workflow with it through APIs or partnerships.