The Department of Justice issued an excellent guide to employers (see below) today on the Do’s & Don’ts of name and social security “No Matches”:

DO:
1. Recognize that name/SSN no-matches can result because of simple administrative
errors.
2. Check the reported no-match information against your personnel records.
3. Inform the employee of the no-match notice.
4. Ask the employee to confirm his/her name/SSN reflected in your personnel records.
5. Advise the employee to contact the Social Security Administration (SSA) to correct
and/or update his or her SSA records.
6. Give the employee a reasonable period of time to address a reported no-match with
the local SSA office.
7. Follow the same procedures for all employees regardless of citizenship status or
national origin.
8. Periodically meet with or otherwise contact the employee to learn and document the
status of the employee’s efforts to address and resolve the no-match.
9. Submit any employer or employee corrections to the SSA.

DON’T:
1. Assume the no-match conveys information regarding the employee’s immigration
status or actual work authority.
2. Use the receipt of a no-match notice alone as a basis to terminate, suspend or take
other adverse action against the employee.
3. Attempt to immediately re-verify the employee’s employment eligibility by
requesting the completion of a new Form I-9 based solely on the no-match notice.
4. Follow different procedures for different classes of employees based on national
origin or citizenship status.
5. Require the employee to produce specific documents to address the no-match.
6. Ask the employee to provide a written report of SSA verification.

We link to SSA No Match FAQs

For more information on the anti-discrimination provision of the Immigration and Nationality
Act, feel free to call our office or contact the OSC through its employer telephone hotline or visit OSC’s Website:
Employers: 1-800-255-8155
Website: http://www.justice.gov/crt/osc/

Please visit our new employer I-9 resource center at:  www.I-9Audits.com

The Justice Department announced on November 10th that it has reached a settlement agreement with Hoover Inc., a leading manufacturer of vacuum and carpet cleaners with facilities in Ohio and Texas, to resolve allegations that Hoover engaged in a pattern or practice of employment discrimination by imposing unnecessary and discriminatory hurdles in the I-9 process upon lawful permanent residents.

According to the department’s findings, Hoover required all permanent residents who presented a permanent resident card (green card) for I-9 purposes to produce a new green card when theirs expired. In contrast, Hoover’s U.S. citizen workers were not required to present new documents. Like U.S. citizens, permanent residents are always work authorized, regardless of the expiration of their documentation. The Immigration and Nationality Act (INA) prohibits employers from treating permanent residents differently than U.S. citizens in the I-9 process.

Under the terms of the settlement, Hoover has agreed to pay $10,200 in civil penalties. Hoover will also train its human resources personnel about employers’ nondiscrimination responsibilities in the I-9 process, and it will provide periodic reports to the department for one year.  Here’s the Press Release

This is one of several recent settlements brought by the DOJ against employers that engage in document abuse.  This occurs when employers treat employees differently based on national origin or citizenship status during the I-9 process.

What does this ruling mean for employers?

Although some I-551 Permanent Resident Cards have an expiration date, employment authorization continues and there is no need to reverify this document upon expiration.  An expiration date on the Form I–551 reflects only that the card must be renewed, not that the bearer’s work authorization has expired,  8 C.F.R.§ 274a.12(a)(1). Further Question 39 on Pg. 36 of the M-274 Handbook states:  You may not re-verify an expired U.S. passport or passport card, an Alien Registration Receipt Card/Permanent Resident Card (Form I-551), or a List B document that has expired.

Here are some examples of prohibited practices that fall under document abuse:

1) Setting different employment eligibility verification standards or requiring different documents based on national origin or citizenship status. One example would be requiring non-U.S. citizens to present DHS-issued documents like “green cards”

2)  Requesting to see employment eligibility verification documents before hire and completion of the Form I-9 because an employee appears foreign or the employee indicates that he or she is not a U.S. citizen.

3)  Refusing to accept a document or hire an individual because an acceptable document has a future expiration date.

4)  Limiting jobs to U.S. citizens unless a job is limited to citizens by law.

5)  Asking to see a document with an employee’s alien or admission number when completing section 1 of Form I-9.

6)  Asking a lawful permanent resident to re-verify employment eligibility because the person’s “green card” has expired.

Should you have any questions, or know that your I-9’s have problems, be smart and proactive and contact an experienced professional in this field who knows the law and can assist you.

We have a terrific I-9 Resource Center for Employers and are available to design a cost-effective audit and training program to suit your particular needs.

It’s common knowledge that the U.S. government has been performing widespread investigations and audits of employers to crack down on employment of undocumented non-citizens. Immigration and Customs Enforcement (“ICE”) recently reported record-breaking figures citing the highest deportation numbers and the most employer audits in our nation’s history, and states:

“Since January 2009, ICE has audited more than 3,200 employers suspected of hiring illegal labor, debarred 225 companies and individuals, and imposed approximately $50 million in financial sanctions-more than the total amount of audits and debarments than during the entire previous administration.”

Because of this, employer compliance is becoming more complex and enforcement activities are increasing at record pace. The days of thinking that immigration enforcement is only targeting industries that employ a diverse workforce, such as healthcare, hospitality, restaurants, garment and the construction business, are long gone. Every employer must be aware of immigration laws as they relate to the processing and management of their I-9 forms and have a trained staff for those charged with the responsibility of managing I-9’s.  Many audits have resulted in fines for well known and respected employers,  for those that employ foreign workers, as well as businesses, both large and small, that unintentionally filled out I-9 forms incorrectly.  Document mistakes – missing signatures, dates, over-documentation problems on I-9’s, have resulted in fines from $110 to $1,100 per mistake.

Recent examples of I-9 violations and penalties involve:

1. A Colorado restaurant franchise who was fined $32K after an ICE inspection – not for hiring any illegal workers, but for I-9 document errors.
2. The clothing giant, Abercrombie & Fitch was recently fined over $1 Million when an I-9 audit revealed multiple technology errors with the electronic I-9 system they were using, shedding light on the fact that employers are not only responsible for the people that  they hire, but also for the internal systems that they choose to use to verify the eligibility of their workforce.
3. The Department of Justice recently settled with Catholic Healthcare West, the 8th largest  hospital provider in the nation, on discrimination against work-authorized individuals.  CHW agreed  to pay $257,000 in civil penalties, the largest amount ever paid to resolve such allegations.  This settlement sends a strong message to all employers how important it is to have a staff properly trained on I-9 regulations and on all sections of the form.  All workers who are authorized to work in the USA have the right to look for a job without encountering discrimination because of their immigration status or national origin”, said Thomas E. Prerez, Asst. Attorney General for the Justice Department’s Civil Rights Division.

The key to I-9 compliance for most organizations starts with a thorough self-examination of existing paper I-9’s, E-Verify submissions (if applicable), standard operating procedures, and past practices. While there are many checklists and do-it-yourself guides and Podcasts available on the Internet and elsewhere, consulting a licensed immigration or employment lawyer who is familiar with I-9 and E-Verify compliance issues can save employers hours of research, provide a solution tailored to the organization and save the employer thousands of dollars in fines and penalties.

Visit our new I-9 Employer Resource Center and contact our office.  We work  proactively with our clients to provide comprehensive, and cost-efficient assistance in developing and maintaining best practices necessary to assure compliance with USCIS and Department of Labor regulations.

The Justice Dept announced today that it reached a settlement with Catholic Healthcare West (CHW) to resolve allegations that they engaged in a pattern of citizenship discrimination by imposing discriminatory hurdles to employment for work-authorized individuals by requesting that non-US citizen and naturalized US citizens present more work authorization than required by law. CHW is the 8th largest hospital provider in the nation, operating facilities in California, Nevada and Arizona. CHW agreed to pay $257,000 in civil penalties – the largest amount of civil penalties ever paid to resolve such allegations.

This settlement sends a strong message to all employers how vitally important it is to have staff that is charged with the I-9 process properly trained on the laws governing I-9’s and specifically on each section of the form.  All workers who are authorized to work in the USA have the right to look for a job without encountering discrimination because of their immigration status or national origin”, said Thomas E. Prerez, Asst. Attorney General for the Justice Department’s Civil Rights Division.