Be confident of complete compliance, while experiencing the most innovative, mobile-enabled I-9 software solutions. Meet I-9 Advantage TM. The only cloud-based, mobile-enabled platform. 800.724.8546 i9advantage.com
THE MOST TRUSTED COMPLIANCE PROVIDER We re Experts: Founded in 2007 by technical innovators and experts in immigration law, I-9 Advantage delivers solutions for creating, managing, and storing new Form I-9s, remediating and digitizing existing paper Form I-9s, and enabling a hassle-free remote hire process from anywhere. We re Innovative: Our products provide seamless integration with your existing HR platform for an efficient and easy-to-use solution. I-9 Advantage distinctly delivers tailored solutions to meet each organization s specific needs for a personalized customer experience. We re Verified: Our solutions are certified by Clark Hill, a leading law firm for I- 9 compliance. Our solutions have passed numerous Immigration and Customs Enforcement audits. We re Trusted: I-9 Advantage achieves the highest level of standards for adherence. Standards such as ITIL, and ISO-27001 and 27002 are the foundation of our product and service offering. Our focus goes beyond following best practices, to exceeding the most rigorous compliance standards. Over 1,000 clients and partners trust I-9 Advantage for their compliance needs. I-9 Advantage saved us up to $9 M in potential liabilities by allowing us to remediate more than 7,000 paper files, some going back to 1986. Our HR Managers were amazed by the number of basic errors we had, and the ease in correcting the files. We are now prepared for any type of audit that we may encounter. I wholeheartedly recommend I-9 Advantage products and services. I have been in HR for 30 years, and these are the best tools I have used. The process is user-friendly for both our employees and HR Managers. -Talent Manager, Akzo Nobel Services Inc. 2
MEET THE NEXT GENERATION OF COMPLIANCE SOFTWARE A Complete Suite of Compliance Solutions I-9 Advantage I-9 Medic I-9 Remote Trusted by over 1,000 clients and partners, I-9 Advantage provides the most user-friendly and highly configurable Form I-9 compliance software available. Storing historic paper I-9s is putting your organization at risk. I-9 Medic provides electronic conversion and correction of historic Form I-9s. Your digitized forms are securely stored for easy retrieval. Hire employees anywhere with access to our Nationwide Partner Notary Network. Our cloud-based system uses the latest technology and features the only paperless, mobile-enabled platform. Since 2007, I-9 Advantage has provided a complete Form I-9 management software platform for companies of varying sizes, within diverse markets. Our software solutions feature a distinct differentiator from our competitors; our software seamlessly integrates with your existing HR software, payroll, or other system of record. Employment eligibility and immigration compliance is time consuming and confusing. On average 68% of paper Form I-9s contain errors, which can cost thousands of dollars in fines per employee. Modernize your I-9 process and protect your organization against government fines, by using our 100% cloud-based compliance solutions, built by experts in immigration law. The I-9 Advantage system eliminates the possibility of missed or duplicate data. It thoroughly error-checks Form I-9s as they are completed, which is why Human Resource Executive chose I-9 Advantage for Top HR Product of the Year. So Easy You re the Expert Experience Complete Compliance Modernize Your I-9 Process Computer, Tablet, and Smart Phone Enabled Walk-Up Usability Exclusive Mouse-to-Sign Electronic Signature Capture Section 2 Documents with Any Mobile Device Convert & Correct Historic Form I-9s 185-Point Error Checking with 20-Tier Validation One-Click Audit Reporting World Class, Tier-3 Data Center Eliminate Missed Deadlines with Our Notify Me Feature Lower Risk & Time Processing I-9s Instant Submission to E-Verify Secure Digital Storage of All Your Form I-9s Easy Search, Quick Retrieval & Printing of Form I-9s 100% Paperless Solution 3 3
FLAWLESS I-9S EVERY TIME The Only I-9 Solution You Will Ever Need Anyone Can Become an I-9 Expert Developed by technical innovators and immigration law experts, our award-winning software enables full Form I-9 compliance by providing a 100% paperless, wizard-driven solution. We maintain the most up-to-date software in the industry, working closely with the Department of Homeland Security and our software development team, to stay ahead of the ever-changing employment eligibility and compliance laws. Create error-proof Form I-9s every time. I-9 Advantage virtually eliminates the risk of government fines by providing our proprietary Validate-As-You-Go technology to instantly error-check Form I-9s as the user keys in data. Most important, we offer our clients impenetrable security by encrypting and storing Form I-9 data in our world-class, Tier-3 SSAE 16 data center. The software also instantly submits Form I-9s to the DHS s E-Verify system as an option. Integration The I-9 Advantage compliance platform can be integrated with any web-based service provider, onboarding, or HRIS system, to facilitate a streamlined user experience, while completing the Form I-9 in a compliant manner. Integrations have been, and are continuing to be developed by many of our clients and partners, to automate data transfers and create bi-directional data feeds from the I-9 Advantage compliance platform. Digital I-9 Storage & Printing I-9 Advantage automatically secures, stores, and provides easy search for quick retrieval and printing of Form I-9s and audit trails. 4 Single Sign-On Simplify the login process and save time by accessing all of your applications with a single, secure sign-on. Eliminate Missed Deadlines Stop worrying about missing re-verification deadlines for employee work authorizations. Receive weekly alerts through our real-time dashboard. 4
HIRE REMOTELY FROM ANYWHERE The Confidence of Compliance From Any Location Remote Hiring Made Easy Are you hiring in a industry that involves onboarding remote employees? The I-9 Remote hiring system eliminates the hassle of hiring at a remote location, where an employer representative is not available to complete the Form I-9. 100% paperless and mobile-enabled, I-9 Remote reduces the processing time of Form I-9s from days to minutes and automatically submits Form I-9s to E-Verify (optional). Completely customizable, users can organize I-9s by group or region, as well as configure reports and permissions. Our cloudbased system also uses cutting-edge technology, allowing an employee to complete their Form I-9 with an electronic signature. Use an authorized company agent, or one of 12,000 trained notaries available nationally through our Partner Notary Network. Notaries trained on the I-9 Remote system are proficient in accurately completing Form I-9s, and will travel to your location to meet your new hire. New hires receive an email or text message to securely complete Section 1. The authorized agent will receive instructions and a PIN to complete Section 2 of the Form I-9 with the new employee. Technologically Savvy Fully automated and 100% cloud-based, I-9 Remote is cutting-edge, assisted by mobile and dynamic routing technology. Our real-time dashboard updates allow you to monitor all of your Form I-9s and E-Verify processes for multiple accounts with a single login. Complete your remote I-9s via tablet, smart phone, and laptop. I-9 Remote is the fastest mobile solution on the market, so your organization can move at the speed of business. Nationwide Partner Notary Network Gain immediate access to our network of over 12,000 notarized agents across the country. Electronic Signature Options Mouse-to-Sign and Clickto-Sign provide employer and employee the option to sign the Form I-9 using a mouse, stylus, or finger. Smart Document Imaging New hires can capture secure images of Section 2 documents with any mobile, tablet, or computer camera, and upload them to our secure system. 5
medic restore the health of your archived i-9s RESTORE THE HEALTH OF YOUR ARCHIVED I-9s The Most Precise Way to Compliantly Correct Historic I-9s Digitally Correct and Convert Paper Form I-9s Many organizations continue to store archived paper Form I-9s, which are not up-to-date, securely stored, or compliant. One of the largest risks companies face is failure to comply with employment eligibility and I-9 verification. Since the Department of Homeland Security s 70-page Form I-9 handbook is difficult to navigate, attempting to self-correct archived Form I-9s may increase your risk of fines due to invalid data. In the event you receive a Notice of Inspection for an I-9 audit, you may only have three days after receiving notice to present your Form I-9s to Immigration and Customs Enforcement; putting you at risk of non-compliance. I-9 Medic eliminates the risk of human error, and reduces preparation time for an audit from days to minutes. Become an I-9 expert with our fully automated, wizard-driven system. After your archived forms are digitized, our advisory tool will remove the guesswork and ambiguity of how to amend a failed I-9, by providing guidance to the user on how to compliantly correct each Form I-9. By consistently remediating each form, our standardized process helps avoid the liability of employee discrimination. Real-Time Dashboard The I-9 Medic remediation system is built with clear visibility to the amendment and compliance process. Our real-time dashboard includes easy-to-use tools that allow an approved administrator to monitor the correction process of failed Form I-9s for multiple accounts, users, and locations. Enjoy the convenience of automatically purging expired Form I-9 s according to the three year/one year rule. I-9 Advantagetm protects the integrity of your data by exceeding the most stringent federal security requirements. Our world-class, Tier-3 SSAE16 data center safeguards sensitive information by providing the highest level of protection. 4 Forensic Quality Audit Trail Exhaustive Error Checking Automatically track and view Form I-9 corrections throughout the entire remediation process, and provide immediate proof of every amendment. The level of detail and steps in our 185-point error-checking algorithm, supported by 20-tier validation, comply with the most-up-to-date Iegal requirements to catch errors on your Form I-9s. Data Security 6
BECOMING COMPLIANT IS SIMPLE. Paper Forms Scanned and Digitized. medic restore the health of your archived i-9s Optional Data Export to the I-9 Advantage TM System & E-Verify Upload Data to I-9 Medic TM for Pre-Audit Files Returned to You or Destroyed Electronic Remediation & Correction Guidance 7
ADVANCED SECURITY A Secure Solution Comes with Peace of Mind The security of your sensitive, confidential company and employee information is our top priority. The I-9 Advantage team adheres to the most highly recognized security and compliance standards in the industry, including ISO 27002, PCI DSS, SSAE16, SOC 1, Type II and many others. We pride ourselves on a 99.5% uptime guarantee of our internet services. We hold our security to the most rigorous standards, so you can have the continued confidence that your data is safe. Physical Security I-9 Advantage takes every precaution to ensure our data center is physically protected from intruders and natural disaster. Security personnel and multiple surveillance cameras monitor our site 24x7x365. Our state-of-the-art data center is fortified with concrete and steel reinforced walls, with limited points of access. Biometric fingerprint readers and eye-scan technology are utilized to access critical areas of the facility. Network Security Our network infrastructure was designed to provide the highest level of network protection. We ve implemented best-in-class technologies including dual, separate firewall technology providers, intrusion detection and prevention technologies, and multiple anti-virus providers. I-9 Advantage ensures network protection by consistently assessing the security of our network and testing the possibility of data breaches, cyber-attacks, and gaps in security. Data Encryption The I-9 Advantage website uses 2048-bit SSL encryption, which meets or exceeds most major financial and e-commerce sites. Our database is encrypted using symmetric key algorithms to further protect your personal data while stored or in use. Data Loss Prevention We ve implemented an N+1 (redundant) infrastructure to minimize the chance of disruption. We offer redundant data communication connections, environmental controls, security devices, and emergency back-up power on premise to avoid single points of failure. Multiple Fail-Over Sites We employ a three-tiered approach to data center failover. Our N+1 component design allows us to have redundancy throughout the data center from everything from CPU to backup generators. Should a local or regional disaster occur, we have multiple geographically diverse data centers to fail-over to. 4 8
SEAMLESS INTEGRATION Don t Change a Thing. Our advanced cloud-service platform seamlessly integrates with your existing HR, payroll, or other system of record, and enables you to create a new custom solution. Seamless integration is accomplished through our REST API. An API, or Application Programming Interface, allows technology products and services to communicate with one another. APIs can work with any programming language. The most popular approach to delivering an API over the web is REST, or Representational State Transfer. Our industry standard REST API Technology Platform provides the easiest way for data to be sent from one web-based system to another, and greatly reduces time and costs associated with integrations. I-9 Advantage s REST API Technology also offers multiple data interchange formats (XML, JSON) for you to choose from, providing you the most flexibility to connect to us. Streamline Your Process With Our REST Technology Simplify the onboarding process by integrating Form I-9 completion into existing workflows Provision users and administrators from existing solutions Track and manage E-Verify cases from your dashboard or platform Secure data sharing across multiple applications and systems Build scalable and efficient data processing of large data sets Single-Sign On (SSO) Many compliance solutions require user access that is separate from your existing HR software system. I-9 Advantage simplifies the login process and saves time by providing access to all of your applications with a secure single sign-on. Our secure single sign-on process allows you navigate from your existing HR platform directly into the I-9 Advantage platform without being prompted for login credentials. Secure single sign-on is based on a combination of industry, and proprietary encryption key technology to ensure a simple, secure experience. 9
READY. SET. AUDIT. Think you re ready for an audit, or that the likelihood of your organization getting audited is improbable? The truth is if you are not 100% compliant, then you are at a high risk. Immigration and Customs Enforcement is aggressively enforcing and auditing Form I-9 compliance. Your business could be next. If your organization is issued a Notice of Inspection by Immigration and Customs Enforcement (ICE) you may only have three days to prepare. Over 68% of Form I-9s contain errors which could result in thousands of dollars of fines per form. ICE has increased the number of audits across the country covering all industries and business sizes, which is why over 1,000 clients and 100+ partners trust I-9 Advantage to prepare them for the possibility of an audit. You re Always Prepared. Our advanced cloud-based software solutions are designed with a 185-point error-checking algorithm and 20-Tier validation to maintain complete compliance. You re prepared for a Form I-9 audit from Immigration and Custom Enforcement or the Office of Special Counsel (OSC). Our system virtually eliminates the possibility of errors, missed or duplicate data, and automatically purges Form I-9s that should be eliminated according to the three-year/ one-year rule. Our system also maintains a legally compliant audit trail for every action made within the system. E-Verify Certified Our compliance solutions provide you with the option to instantly submit I-9s to DHS s E-Verify system. Immediately receive responses for any tentative non-confirmation notices (TNC), along with step-by-step guidance. COMMON MISTAKES MADE BY COMPANIES Lack of Expertise Failing to comprehend the complex 70-page Form I-9 handbook leaves ample room for administrative errors on Form I-9s. Failure to Use the Proper Form I-9 U.S. Immigration Services periodically issues new versions of the Form I-9. The last revision for use began in May, 2013. The latest version is two pages in length and has been substantially reconfigured. Timing Employers cannot afford to fall behind in getting Form I-9s completed; Section 1 must be completed within one business day of work for pay, and section 2 must be completed within three business days. Failure to Review Employee s Section 2 Documents Form I-9s require an in-person review of the employee s verification documents. This is a challenge for remote hires where a company agent does not have a physical presence. Invalid or Missing Data It is easy for employees and HR administrators to fill in form fields incorrectly. Common form errors include missing signatures and incorrect dates. Telling the Employee What Docs to Produce Employees must provide either one List A document, or one List B and one List C document. Employers who specify which documents an employee provides violate the Anti-Discrimination Provisions of the Immigration Nationality Act (INA). 10
LET S RECAP What s the difference between Form I-9 and E-Verify? Form I-9 is a document used for verifying the identity and employment authorization of individuals hired in the United States. All U.S. employers must ensure proper completion of Form I-9 for every individual they hire. E-Verify is a web-based service operated by the Department of Homeland Security (DHS), and the Social Security Administration. E-Verify allows employers to verify the eligibility of their newly hired employees to legally work in the United States, with information from the Form I-9. Unlike the Form I-9 which is mandated by the Federal Government, E-Verify is mandated by each individual state. Why is I-9 Advantage better than a paper-based Form I-9? Using a paper Form I-9 increases your chances of human error and non-compliance with federal regulations, which can lead to hefty fines if your organization receives an audit from Immigration & Customs Enforcement. The I-9 Advantage system virtually eliminates the possibility of missed or duplicate data, and offers the only end-to-end automated solution that protects against costly government audits. What will I need to run I-9 Advantage on my computer and mobile devices? You will need an internet connection and an up-to-date browser. What kind of support will I receive? We ve developed a market-leading support structure that can help you on any level. You will receive customized training based on the needs of your organization, which will include live training with your dedicated support specialist, training videos and documents for reference, and unparalleled customer support. How does the product implementation and integration work? You will receive support from one our IT specialists to determine your integration needs. Our implementation team will work with yours to get you up and running quickly. How many users will be able to access the I-9 Advantage system? The number of users is unlimited at no additional cost. How much does it cost? Our pricing is dependent on volume. Please contact a sales representative for more information at: 800.724.8546 or via email at Sales@i9advantage.com. How do I get started? Contact a sales representative at: 800.724.8546 or via email at Sales@i9advantage.com 11
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