{"id":861,"date":"2026-04-24T14:28:36","date_gmt":"2026-04-24T14:28:36","guid":{"rendered":"https:\/\/pbspay.com\/news\/?p=861"},"modified":"2026-04-24T14:31:30","modified_gmt":"2026-04-24T14:31:30","slug":"important-i-9-compliance-update-increased-risk-for-errors","status":"publish","type":"post","link":"https:\/\/pbspay.com\/news\/2026\/04\/24\/important-i-9-compliance-update-increased-risk-for-errors\/","title":{"rendered":"Important I\u20119 Compliance Update: Increased Risk for Errors"},"content":{"rendered":"\n<p><a href=\"https:\/\/www.ice.gov\/factsheets\/i9-inspection\">U.S. Immigration and Customs Enforcement<\/a> (ICE) has issued updated guidance that significantly tightens Form I\u20119 enforcement. Under the revised ICE fact sheet, several common I\u20119 mistakes that were previously viewed as technical or correctable are now classified as substantive violations, which may result in immediate fines during an audit.<\/p>\n\n\n\n<p>Accuracy and consistency at the time of hire are more critical than ever.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-common-i-9-errors-now-considered-substantive\"><strong>Common I\u20119 Errors Now Considered Substantive<\/strong><\/h2>\n\n\n\n<p>ICE has reclassified the following frequent I\u20119 errors as substantive violations:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Missing the employee&#8217;s date of birth<\/li>\n\n\n\n<li>Missing date of hire<\/li>\n\n\n\n<li>Using the Spanish\u2011language I\u20119 outside of Puerto Rico<\/li>\n\n\n\n<li>Preparer and\/or translator errors, including missing the preparer or translator\u2019s full name, address, signature, or date when Supplement A is used<\/li>\n\n\n\n<li>Missing title of the employer or authorized representative<\/li>\n\n\n\n<li>Failure to date Section 1 or Section 2<\/li>\n\n\n\n<li>Failure to enter the rehire date in Supplement B<\/li>\n<\/ul>\n\n\n\n<p>These issues are no longer viewed as minor administrative oversights and may result in penalties even if the employee&#8217;s work authorization is valid.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-remote-verification-requirements-are-stricter\"><strong>Remote Verification Requirements Are Stricter<\/strong><\/h2>\n\n\n\n<p>ICE has also elevated procedural errors related to the 2023 remote document inspection alternative to substantive violations. This includes:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Failing to check the box in Section 2 or Supplement B indicating remote inspection was used<\/li>\n\n\n\n<li>Using the remote inspection option without being an active E\u2011Verify participant at the time<\/li>\n<\/ul>\n\n\n\n<p>Because eligibility to use remote inspection depends on meeting specific requirements, incomplete documentation can now trigger penalties.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-electronic-i-9-systems-require-ongoing-oversight\"><strong>Electronic I\u20119 Systems Require Ongoing Oversight<\/strong><\/h2>\n\n\n\n<p>While electronic I\u20119 systems can help reduce mistakes, ICE has clarified that using electronic forms alone is not sufficient. If an electronic I\u20119 system lacks adequate audit trails, electronic signature controls, or security documentation, ICE may treat resulting procedural failures as substantive violations attributable to the employer.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-this-means-for-clients\"><strong>What This Means for Clients<\/strong><\/h2>\n\n\n\n<p>The key takeaway is that the margin for administrative error has narrowed. Items that were once correctable after an audit may now result in immediate fines.<\/p>\n\n\n\n<p id=\"h-to-reduce-risk-we-strongly-recommend-clients\"><strong>To reduce risk, we strongly recommend clients:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Complete Form I\u20119 fully and accurately at the time of hire<\/li>\n\n\n\n<li>Follow all requirements when using remote document inspection<\/li>\n\n\n\n<li>Ensure authorized representatives are properly trained<\/li>\n\n\n\n<li>Respond promptly to audit findings and correction requests<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-potential-fines-and-financial-exposure\"><strong>Potential Fines and Financial Exposure<\/strong><\/h2>\n\n\n\n<p>Under the current ICE fine structure, substantive Form I\u20119 violations are assessed on a per\u2011form basis, and penalties can add up quickly:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Paperwork and substantive I\u20119 violations can range from $288 to $2,861 per Form I\u20119<\/li>\n\n\n\n<li>Knowingly hiring or continuing to employ an unauthorized worker:<br>Ranges from $716 to $28,619 per worker, depending on prior violations<\/li>\n<\/ul>\n\n\n\n<p>Fines are adjusted annually and may be increased based on factors such as employer size and history of violations. Because fines are assessed per violation, multiple errors across multiple forms can result in significant cumulative penalties.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-we-support-compliance\"><strong>How We Support Compliance<\/strong><\/h2>\n\n\n\n<p>As part of our service model, we complete E\u2011Verify submissions and conduct routine I\u20119 audits to help identify issues and provide corrective guidance. However, compliance ultimately depends on accurate and timely I-9 completion by the employer.<\/p>\n\n\n\n<p>We will continue to monitor regulatory changes and provide resources, training, and audit support to help you navigate these evolving requirements.<\/p>\n\n\n\n<p>If you have questions about I\u20119 completion, remote verification procedures, or audit findings, please contact your designated <a href=\"http:\/\/www.pbspay.com\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-green-cyan-color\">PBS<\/mark><\/a><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-green-cyan-color\"> <\/mark>HR representative.<\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>U.S. Immigration and Customs Enforcement (ICE) has issued updated guidance that significantly tightens Form I\u20119 enforcement. Under the revised ICE fact sheet, several common I\u20119 mistakes that were previously viewed as technical or correctable are now classified as substantive violations, which may result in immediate fines during an audit. Accuracy and consistency at the time [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":862,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[6,1,3],"tags":[],"class_list":["post-861","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-labor-laws","category-pbs","category-peo"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.0 (Yoast SEO v27.0) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Important I\u20119 Compliance Update: Increased Risk for Errors - Payroll &amp; Benefits Solutions Blog<\/title>\n<meta name=\"description\" content=\"Learn more about the new I-9 compliance requirements including some risk factors you should be aware of. PBS is here to help.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/pbspay.com\/news\/2026\/04\/24\/important-i-9-compliance-update-increased-risk-for-errors\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Important I\u20119 Compliance Update: Increased Risk for Errors\" \/>\n<meta property=\"og:description\" content=\"Learn more about the new I-9 compliance requirements including some risk factors you should be aware of. 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