New Report Finds There Is Room for More Efficiency in Many Transportation Organizations’ Employment Eligibility Processes

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Form I-9 paper storage

For many organizations, the employment eligibility process is one that is characterized by considerable amounts of paperwork.

Compliance with the form I-9 requirements and keeping track of the associated paperwork can seem like an onerous and trying task.

Therefore, it is no surprise that many employers, including those in the transportation space, would benefit from greater efficiencies.

Electronic Form I-9 Benefits
One area for improvement would be to move from a paper-based storage process to a digital one. In the Transportation Spotlight from HireRight’s 2013 Employment Screening Benchmarking Report, 67 percent of respondents in the transportation industry indicated that they store I-9 forms in paper format only.

Form I-9 Storage

Source: HireRight 2013 Transportation Spotlight

Only 4 percent use a digital storage format, while 29 percent use some combination of both paper and digital storage format.

Enhance Employment Eligibility Programs with E-Verify
Another possible opportunity to enhance employment eligibility programs is to participate in the E-Verify program. E-Verify is an online system used to confirm employment eligibility by comparing information from an employee’s I-9 form against data from the U.S. Department of Homeland Security (DHS) and Social Security Administration.

For transportation organizations, only 38 percent report participating in E-Verify, a similar rate to that of last year’s 37 percent. There is definite interest in the program, as 11 percent of respondents indicated an interest in using E-Verify in the future. Respondents using E-Verify report their top reasons for doing so are: compliance with state/local regulations (66%), compliance with federal contracts (46%), and voluntary participation (27%).

The use of electronic I-9 forms also presents another area where transportation companies can make their employment eligibility programs more efficient. Electronic I-9 forms can help to decrease potential risks of non-compliance, and associated high costs for violations, for an organization.

Additionally, an electronic I-9 form process can help increase efficiency, provide error messages for incomplete/ incorrect work, and issue automatic reminders prior to employment authorization expiring.

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HireRight is a leading provider of on-demand employment background checks, drug and health screening, and electronic Form I-9 and E-Verify solutions that help employers automate, manage and control background screening and related programs.

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The HireRight Blog is provided for informational purposes only. It is not intended to be comprehensive, and is not a substitute for and should not be construed as legal advice. HireRight does not warrant any statements in the HireRight Blog. Any statutes or laws cited herein should be read in their entirety. You should direct to your own experienced legal counsel questions involving your organization’s compliance with or interpretation or application of laws or regulations and any additional legal requirements that may apply.