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USCIS is using new I-9 forms starting January, are you in compliance!?

(ENTREPRENEUR NEWS) January 2017 brings changes to the I-9 form, alongside the increased penalties for non-compliance regarding their completion and retention just enacted in August 2016. Now’s the time to take a look at what’s different.

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What’s new?

With January 2017 bringing changes to the I-9 form, alongside the increased penalties for non-compliance regarding their completion and retention just enacted in August 2016, it’s a good time to take a look at what’s different, as well as the possible ramifications if you’re not completing them correctly.

Changes to the form I-9

The current I-9 form doesn’t look like a technically complex document, but it’s got the potential for both the new employee and the HR professional assisting them to make costly mistakes. The new revisions attempt to address many of the sources of common errors, all of which can lead to fines for the employers. Revisions include:

Information Verification Assistance: Select fields of the new I-9 form will have tools in place to ensure that numerical information (such as Social Security numbers or dates) are entered correctly, by using calendars and drop-down menus to provide information. QR codes are also now generated for each form once printed to allow for ease of tracking documents in audits.

Document Aids: The new I-9 will have instructions embedded within the document to assist users in knowing exactly what to do. These will be supported by intuitive spots that allow the user to access the instructions on demand, as well as print and clear the form, as desired. HR professionals will appreciate the addition of an area that’s solely dedicated for the entry of required information, such as Temporary Protected Status or Optional Practical Training extensions, which is now currently placed in the margins, lacking a permanent place.

Substantive Changes:  There are several substantive changes in addition to the cosmetic ones.

Section 1 changes to provide additional space to enter the names of multiple preparers and/or translators, along with an affidavit statement if the employee didn’t use any assistance in completing their I-9. Additionally, the requirement that employees use all other names has been changed to only reflect the need to provide all other last names. Finally, immigrants are no longer required to provide their I-94 Form number and their foreign passport information.

Section 2 provides a new “Citizenship/Immigration Status” field.

Instructions have also been separated from the form. These are still required to be provided to the employee when filling out the I-9 form. Although there are a great number of electronic enhancements to the form, it does not yet meet the definition of an electronic I-9 as found under the law. Employers will still be required to have the new employees complete the form, print it, and obtain a hard signature.

Why do I care?

Because ignorance is expensive, and lack of compliance with this requirement can not only be costly, but can prevent your business from being able to bid for government contracts or receive federal benefits.  Not enough?

If employers responsible for ensuring the completion of the forms are found to have falsified documents or otherwise acted in bad faith, you can go to jail.

How expensive? New penalty schedules placed into effect by the Justice Department raise the minimum fines for paperwork violations from $110 to $216 and maximums to ten times that amount, jumping from $1,100 to $2,156. These penalties are for each incorrect I-9 form. For those companies which choose to knowingly hire undocumented workers, first offender penalties now range from $539 to $4,313 per employee. For companies who have done this more than once, or who show a pervasive pattern of hiring ineligible employees, fines now range from $6,469 to $21,563 for each ineligible employee hired.

“It is more important now than ever for companies big and small to make sure they have effective policies and procedures in place for properly ‘I-9ing’ employees during the onboarding process,” said Mitch Wexler, an immigration attorney speaking to the Society for Human Resource Management on the issue.  “This includes a regular review of existing I-9s and training staff that touch this critical function.”

Ok, so that sounds bad, but what’s the real risk? In 2013, Immigrations and Customs Enforcement (ICE), the federal agency responsible for enforcement of the correct completion of I-9 forms, levied over $15 million in fines to nearly 700 companies for their lack of compliance, along with the arrest of 179 employers for their complicity in falsifying or incorrectly completing the I-9 forms.

This is a problem that can quickly spiral out of containment for you once an audit happens, even for seemingly minor clerical mistakes.

What should I do?

While the completion of the I-9 document may seem like a trivial detail, it’s obviously one that can cause you to meet a significant pain point if not done correctly and in time.

Know Your Responsibilities
Knowing the basic requirements and the retention schedules will go a long way towards ensuring that you don’t run afoul of the law. Let’s review:

  • You have to do it: I-9 forms are required to be completed at any time you hire someone in exchange for wages or items of value (such as food or lodging). The requirement is applicable to employees hired after November 6, 1986. For employees hired before that date and who have been continuous in their employment and the expectation of continued employment, the requirement doesn’t apply.
  • You have to do it fairly quickly: The I-9 form must be completed in a timely fashion. Employees must complete Section 1 at the time of hire, which is the first day of employment. They can fill out Section 1 at the time that you make the job offer, and they accept but not sooner. As the employer, you’ve got to review the employee’s document selection from Columns A, B, or C and complete Section 2 within three business days of hire. This isn’t negotiable. If they can’t provide you those documents, or if you can’t get to Section 2 within three business days, they shouldn’t be working. If you’re new employee is a hire for fewer than three business days, then Sections 1 and 2 must be completed at the time of hire.
  • You have to know what documents are required: The employee’s responsible for showing you original, unexpired documents that establish their identity and employment authorization. The employee has the right to choose what documents they present to you. They must provide one from List A (identity and employment authorization), or one from List B (identity only) and one from List C (employment authorization only). For E-Verify participants, only List B documents with a photograph are acceptable.

This process needs to be done face-to-face with the new employee; federal regulations require that the new employee be physically present with the examiner during the review of documents.

All documents presented must be authentic and unexpired. You may copy the documents that the employee provides to you, but you must do it for all of your employees, regardless of their citizenship status or nation of origin.

  • You have to keep them handy: The I-9 form must be kept separately from the employee’s personnel file, and must be retained for as long as the employee works for the company. Once they’ve moved on, the retention rules shift; you must determine the later of these two conditions: three years after hire date, or one year after the day that the employee terminates employment. I-9 forms can be maintained in multiple formats (paper or electronic), but must be accessible for review and audit.

Don’t be sketchy

Acting in bad faith is a quick path to see fines increased to the maximum and run the real risk of going to jail. If you find yourself in a situation that tempts you to alter dates, forge signatures, or hire those without proper documentation, think long and hard.

While a federal audit might be years in coming, or never come at all, is this the type of business practice that you want to maintain? Is that who you are?

Be careful of allowing even small ethical lapses slide into your business practices; what’s a small intentional oversight in this corner today can easily be spread to others tomorrow.

Furthermore, that teaches your employees that it’s acceptable to cut corners, and once that attitude festers and takes root, it’s nearly impossible to predict the amounts of damage that it can cause.

Train, train, train and audit, audit, audit

Make certain that the trained staff who handles these documents are also well-trained on their responsibilities and the proper procedures to take when completing them. The U.S. Citizenship and Immigration Services (USCIS) department has wonderful training aids to assist in ensuring that your employees know what to do, and the Society for Human Resource Management is a resource for FAQ and good practical, in-the-trenches advice on pitfalls and scenarios that HR professionals face daily.

Beyond training, ensure that you take the time as a part of your annual HR calendar to set a time to perform a self-audit of current and stored I-9 files.

By making certain that you’re well trained on how to properly complete these forms, and taking the time on a regular basis to self-identify and correct any mistakes on forms, you’ll be moving towards full compliance and have nothing to fear in case of that eventual audit.

#I9

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Roger is a Staff Writer at The American Genius and holds two Master's degrees, one in Education Leadership and another in Leadership Studies. In his spare time away from researching leadership retention and communication styles, he loves to watch baseball, especially the Red Sox!

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Business Entrepreneur

Teach kids music and they’ll learn entrepreneurship

(ENTREPRENEUR) Sowing the seed of music education and appreciation in your child when they’re young is a great way to produce the fruit of entrepreneurship when they’re older.

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With all the focus sports gets as the petri dish for producing driven adults, I’d like to offer up a different extracurricular activity for your consideration: music. Supporting your child as they learn how to harmonize with others will help set them up for success later in life, as music cultivates many of the characteristics that entrepreneurs rely on every day.

Iteration

Anybody who’s played an instrument or been a part of a choir can tell you that the number one thing you’ll learn in a musical group is that you won’t make it unless you practice, practice, practice. Although in the moment it’s not that great to hear little Timmy or Ginny run through their C-scale a hundred times, a few years down the line when all those hours of iterating result in the lilt of Beethoven through your household, you can be sure that your kid has learned that repeating the little steps helps them achieve large goals.

Showmanship

A large part of being a successful entrepreneur is knowing your markets, or your audience, and able to keep their attention so that they come back to you when they need your business. Being a part of an ensemble not only teaches children to be comfortable in the spotlight but to crave putting on a show.

Teamwork

When young musicians come together to play in a band or raise their voices in a choir, they’re learning a lot about how to collaborate with others in order to achieve a goal. When a young alto sings alone, her notes may sound strange without the soprano tones filling out the melody. The duet that comes from them learning to work together and complement each other builds a strong foundation for any team venture your child will encounter later in their careers.

Competiveness

Although music provides a solid foundation in harmony, it also contains just as much grit and competition as the football field. Music groups compete in regional and national championships just as athletes do, and solos offer opportunities to self-select and advocate. Hell hath no fire like a second seat musician who dreams of being first chair.

Self Confidence

Unlike sports, music is accessible to those who might struggle with finding confidence. There are no “best” requirements to play—regardless of height, weight, and other characteristics that nobody has any control over—nearly anyone can pick up an instrument or find their voice. This perhaps may be the greatest gift that you can give your child, the confidence that no matter what they look like they can excel.

As your child begins to consider the different activities that will help them build toward their future, don’t discourage them from pursuing a musical path. When they have to stand in front of an audience of their peers and deliver a presentation with an unwavering voice, they’ll thank you for the years they spent getting comfortable in the spotlight. Especially if they pursue entrepreneurship!

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Business Entrepreneur

What’s the secret to startup productivity? Here are 5 quick tips

(PRODUCTIVITY) There’s no concrete formula for startup success. However, if you study what successful startups are doing, you’ll notice that they almost all emphasize productivity. The question is, do you?

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At the heart of any efficient business is a productive set of processes, people, and systems. For startups with limited resources, maximizing productivity isn’t optional – it’s mandatory.

Here are some specific ways you can nudge your startup forward and increase productivity on a day-by-day basis:

1. Organize your thoughts.

“The more thoughts and ideas floating around in your head, the harder it is to concentrate on what’s in front of you,” entrepreneur Kristina Proffitt believes. “Every thought or idea that you don’t write down works like a plug, stopping your creativity from flowing freely. That’s why it’s so important to write everything down?—?even the bad ideas.”

If you’re old school, you may want to keep a legal pad or notebook on you at all times. If you’d prefer to go digital, an app like Evernote or Trello will allow you to jot down notes on any device and access them at any time.

2. Try a coworking office layout.

Believe it or not, your startup’s office environment has a direct impact on productivity. In particular, you’ll discover that the layout of the office is critically significant. Try experimenting with different styles, but you may find that a coworking layout is ideal.

“Directly inspired by an open office layout, a coworking layout also eliminates walls or boundaries, but is much larger and often shared among multiple companies,” Novel Coworking explains. “The coworking space may feature couches, shared desks, private or dedicated desks, or high counters. Coworking has the added benefit of encouraging cross-company communication and networking.”

3. Permit flexible scheduling.

The 9-to-5 schedule is no longer efficient or cost-effective. Research shows that people function differently and reach their peak productivity at different times throughout the day. If you want to maximize productivity for each of your employees, you should allow for flexible scheduling.

With flexible scheduling, you give your employees the ability to choose their hours. While some may prefer the 9-to-5 time slot, others might prefer 6-to-2 or 12-to-8. Allow your employees to set their hours (within reason) for a few months and see if you notice a positive impact on productivity. Most of the time, there’s a pretty significant boost.

4. Cut back on email.

There’s a fine line between over-communicating and not communicating enough. In startups, there’s a tendency to lean towards the first one. And while it may seem like a sound practice to communicate as much information as possible, it actually bogs down your team and inhibits creativity and innovative thinking.

Try implementing smart email practices within your company. Encourage people to only CC relevant parties and to pick up the phone when there’s something important to discuss. You may also transition to an app like Slack to cut down on the distractions.

5. Encourage physical activity

In pursuit of productivity, many people try to put in as many hours as they possibly can. But there isn’t a direct correlation between time and productivity. In fact, sometimes there’s a negative relationship.

Too much time hunched in front of a computer doesn’t do anyone any good. Encourage your team to get physical activity in the middle of the day. They’ll come back refreshed and ready to work.

The goal is to optimize your business.

Running a successful business requires an intimate understanding of how your business functions at its core. But even more important than processes and technology are the people you have on your team. It’s people who make decisions, execute, and build relationships with people and partners in the industry.

And if you want to get the most out of your people, you must learn to maximize productivity and efficiency.

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Business Entrepreneur

Top 11 productivity tools for entrepreneurs that work from home

(BUSINESS) We asked remote professionals what some of their favorite (and most necessary) productivity tools were for the home office, and have 11 ideas that you might not have tried yet.

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Working from home comes with its perks – comfortable pants (sweat pants*), working at your own pace, and not having your boss breathing down your neck are only a few. But staying productive and on-task can be a challenge when the only one watching is you (and your cat [who requires frequent cuddle breaks]).

We asked remote workers how they collaborate, stay on top of their work, and get shit done. Here’s what they said are their most reliable and necessary work-from-home tools:

First, let’s check out collaboration and team productivity tools:

Time Doctor

timedoctor780x433
Manage a remote team? When you need them focused on that time-sensitive report you needed yesterday, we’ve got a solution.

We use our own time tracking tool which we find essential for remote work and remote teams. It has everything you would need to give you an analytics of your workday and managing remote teams,” says Carlo Borja, Online Marketing Head of Time Doctor. This includes real time updates, gentle nudges to get you and your employees back on track, and a free trial run.

Azendoo

azendoo
Stop miscommunication in its tracks.

One of the best tools that we use to keep in contact and make sure everyone stays on task is Azendoo,” says John Andrew Williams, PCC, Founder and Lead Trainer at Academic Life Coaching, “It is an amazing tool that allows you to assign tasks to members of your team, leave comments and messages, and organize everything based on projects. It has truly been the best thing for us to improve our productivity and stay connected when we all work remotely.

RealtimeBoard

realtimeboard
What about brainstorming and collaborating with your team in real time? “RealtimeBoard is an online whiteboard and super simple collaboration service for marketers, developers, designers and creatives worldwide with user list exceeding 675k. It’s frequently used for project management, user experience planning, creative concepts visualization, story mapping, brainstorming, etc,” says Anna Boiarkina, Head of Marketing at RealtimeBoard.

Popular Favorite: Slack

slack780x433
Without question, it is Slack! With our marketing team spread from San
Antonio to San Francisco, Seattle and Madison, we couldn’t do our job
efficiently without this messaging communication tool,
” says Marcia Noyes, Director of Communications with Catalyze, Inc.

Noyes adds, “Before I took the job with Catalyze, I wondered how I could possibly stay on top of the very technical subjects of HIPAA compliance, digital healthcare and cloud computing, but with Slack, it’s easier than email or being there in person at corporate headquarters. I don’t think I could ever go back to being in an office. With this tool and others, I get so much more accomplished without the commute times and interruptions from water cooler talk and discussions about where to go for lunch.”

Now, let’s move on to tools and tips for your health:

A treadmill desk

treadmill desk
Slump no more.

Gretchen Roberts, CEO of Smoky Labs, a B2B digital and inbound marketing agency says that her treadmill desk helps her fight through the afternoon slump. “The endorphins that are released from the walking get me right into a feel-good mood again, same as a conversation and piece of chocolate would.

Not only is it great for you, but it keeps you awake and alert so you can fight the urge to take a “quick nap” right around 3pm. Good weather not required.

Lumbar support

lumbar-support
Then there’s always the issue of your health. We asked Dr. Barbara Bergin, M.D., Board Certified orthopedic surgeon her thoughts on how to best furnish your home office, and she had a few simple ideas that go a long way.

Invest in a good chair, a McKenzie lumbar pillow (because no work chair has the perfect lumbar support), and a drop down tray for your keyboard and mouse. If you have short legs which don’t quite reach the floor, either adjust your chair (which means adjusting everything else) or get some kind of a platform on which to rest your feet. I recommend those old bench step aerobics steps.

These are all suggestions that are easy to implement and positively impact your health (and wallet, when you consider chiropractic visits, massages or even surgery).

And some of our favorites – tools to manage time, data, and communications:

ClockingIT

clockingIT
In a similar fashion to Time Doctor, ClockingIT is a time-tracking application that logs everything you do. This allows you to keep track of how much time you’re really spending on a project (or time spent off-task on a project).

I work from home exclusively as a freelance communications and marketing manager. One of my clients, Simon Slade, CEO of SaleHoo, introduced me to ClockingIT. ClockingIT, a free project management system, is now a tool I can’t work from home without. It provides an easy way for me to log my time on different tasks and communicate project updates to colleagues without sending cumbersome mass emails. I like ClockingIT so much that I’ve created an account separate from SaleHoo’s, just for myself, and I use it to manage my work for other clients as well.

This would be a great tool for freelance designers and writers who need to keep track of time so they can appropriately charge their clients.

Zoho Vault

zoho vault
Throw away the Rolodex. With all of the social media information, websites, passwords, and logins a company might need to remember, there is a better way. Molly Wells, an SEO Analyst with Web301 believes in the power of Zoho.

The one tool that I can’t work at home without is the one that stores our many clients personal information. Links to live websites, production websites, their social media usernames and passwords. All of our own websites logins, social media logins along with all the tools we use. Rather than storing all of these on our server or on pen and paper, we use Zoho Vault. It’s a lifesaver for accessing information while at home or on the go. All of our passwords are all in one place.

Cloze

cloze
Winner for most comprehensive all-in-one freelancing app goes to Cloze, which does… pretty much everything.

As a freelancer, the tool I absolutely can’t live without is Cloze,” explains JC Hammond, “Cloze is a contact management app and website that is perfect for freelancers because it is highly customizable, links email, social, phone and notes in one place, lets you track interactions and statuses of projects, companies, and people and even delivers an informative “Morning Briefing” to help get your day off to a great start.

She thinks one of the most useful tools is the email read receipts and the ability to link with your cell phone provided to track calls. It also schedules and posts social updates to Twitter, Linkedin, Facebook and other platforms. Because it’s designed for individual or very small team use, it’s easy to use and a user can efficiently run their entire day from the app.

Uberconference

uberconference
When it comes to phone conferences, meetings and client phone calls, Jessica Oman, Planner-in-Chief at Renegade Planner loves Uberconference.

She says, “As a business plan writer who in 2014 made the transition from leasing an office to working from home, I can say that Skype and Uberconference are the tools I can’t live without! Uberconference is especially wonderful because it easily allows me to record calls, use hold music, and connect with people who either call in from computer or phone. It allows me to have a 1-800 number too. It’s like having a virtual assistant to manage my calls and I love the professional feel of the service.

My Tomatoes

mytomatoes
And finally, a quick and simple idea – a timer. Jessica Velasco, Senior Editor at Chargebacks911 works exclusively from home. She uses the Pomodoro technique of time management: work for 25 minutes, take a 5 minute break, work for 25 more minutes.

She says, “I use My Tomatoes. I like this particular timer because the countdown is shown in my browser tab. I can be working on other things and quickly glance over to see how much time is left. I like to race the clock; see how much I can get accomplished before the timer goes off. I also use it to limit my unproductive moments. Fun things like checking social media must end with the timer dings.”

Got a favorite?

All of these tools are yours for the taking, so why not give them all a shot? Then, even if you’re wearing your most comfortable pants (sweat pants*) – with all of the right tools, you can run your business from home like a boss, and give people the impression that you probably showered today.

*no pants

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