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Form I9: Are you out of your mind?

Posted By Administration, Monday, September 17, 2018
Updated: Thursday, September 13, 2018

 

 

If you haven’t seen this year’s SHRM article on the increase in I9 Audits by ICE for 2018, you may have heard it at this year’s HR Florida Conference by Attorney Eduardo Suarez who mentioned that ICE has increased raids four times more than previous years. If that wasn’t enough to scare you, how about knowing the cost of violations on Form I9? Using the example noted in SHRM’s article by Bruce Buchanan, “If you have 100 employees with 10 substantive paperwork violations and 20 hiring or continuing-to-employ violations, you'd have 10 + 20 = 30 to calculate 30 percent violations, leading to a fine of $60,270 using the 2017 penalty matrices.”

 

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Ask yourself, if ICE were to walk into your company now, would you be ready? And would you have less than 10 percent of errors to hopefully get away with just a warning? If the answer is you’re not sure or probably not, you may want to prepare yourself.

 

Here’s how:

 

  • Check out the USCIS.gov website and register for their free webinars.  They are extremely informative and they help you understand the required fields of Form I9 as well as how to make corrections. I found that the Form I9 webinar, usually held on Tuesdays, are the best. 
  • Make sure you’ve downloaded the newest version of M-274. There are some recent changes so you want to ensure you have the most up to date information.
  • Always reference the USCIS website on how to correct Form I9. This allows you to get the guidance you need straight from the source.
  • Lastly, if a self-audit is the way to go, reference the USCIS I9 Central: Self Audits page. There you’ll find a pdf that you can reference called Guidance for Employers Conducting Internal Employment Eligibility Verification Form I9 Audits.  This guide will go through some of the topics mentioned previously in one document.
  • Also, if you’re not the only person in your company who has the responsibility of verifying identity and employment authorization of individuals hired for employment, I recommend having each person take the free webinars provided by USICS to fully understand their responsibilities.

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While Form I9 audits sounds daunting, ICE agents are looking for unsafe employers and the likelihood that your company may be a target may be slim. It never hurts to be cautious because in the end, it’s your duty as the employer to ensure you understand how Form I9 should be filled out, what you can and cannot ask for in terms of documentation, and that you’re not participating in discriminatory practicing when it comes to Form I9.

 


 

Ramona Kwong, PHR, SHRM-CP

Written by Ramona Kwong, SHRM-CP, PHR, HR Client Manager at Paylocity. 

 

The views stated and positions taken in this post are my own and do not reflect the positions or views of my employer and should not be attributed to them.

 

 

 

"All data and information provided on this blog is for informational purposes only and does not constitute legal or HR advice (which should be obtained through formal retention of a lawyer or HR professional, respectively).  Nothing contained in this blog reflects the opinions of GOSHRM or any of its directors or members. GOSHRM makes no representations as to accuracy, completeness, current-ness, suitability, or validity of any information on this blog and will not be liable for any errors, omissions, or delays in this information or any losses, injuries, or damages arising from its display or use. All information is provided on an as-is basis."

 

Tags:  Audit  I9  SHRM 

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Introducing a New GOSHRM Mentorship Program

Posted By Administration, Sunday, September 16, 2018

 

 

WHAT IS THE GOSHRM MENTORING PROGRAM?

 

It is a developmental partnership in which Mentors share their knowledge, skills, information, coaching, and feedback to cultivate the professional growth of a Mentee.  It supports the Chapter’s goal of “developing HR professionals to lead through the development and implementation of mentoring opportunities to foster relationships with members at all levels.”  It provides Senior-level HR professionals a unique opportunity to share and professionally develop other members through a one-of-a-kind partnership that includes problem-solving, collaboration, and goal achievement.  It provides an opportunity for Mentors and Mentees to earn 8 general recertification credits for successfully completing their assignment.

 

 

Click here for more details. 

 


Tags:  mentee  mentor  mentorship  shrm  students 

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How HR Can Encourage a Respectful Workplace

Posted By Administration, Tuesday, September 11, 2018

 

 

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There are many different ways to define Respect in the Workplace.  There are probably as many different definitions of a Respectful Workplace as there are personalities in your company.  Each employee will define Respect in the Workplace through their own cultural lens and work experiences.  To some, it means having empathy for others around you regardless of whether they are a subordinate, coworker or superior.  To others respect is a safe and open environment where all employees are supportive of each other.  Some feel respect is more authoritarian and reserved for people of power and influence in the organization. There were hundreds of responses when I googled “What is Respect in the Workplace?” The explanation I liked most was the one on Wikihow. It said…”At its heart, being respectful means showing that you value other people's perspectives, time and space.”  I like this response because it is just specific enough to encompass almost any workplace environment you could think of.  Whether it is a law firm, a theme park, government agency, hotel or hospital, this explanation of workplace respect makes sense and fits well.

 

As a mediator who has facilitated hundreds of employment mediations over the past twenty years, I can confidently say that a vast majority of workplace cases stem from someone feeling disrespected in the workplace.  This is not always the obvious stated reason but when you dig deep and uncover the underlying issues that led up to the conflict and mediation, they usually boil down to the employee feeling they were disrespected by a manager, co-worker, corporate policy or a combination of those. Often times the employee who files a discrimination claim or requests a workplace mediation will ask for large sums of money or to have the manager fired or moved to a different department.  Through the mediation process, it is often discovered that the employee just wants to feel respect in the workplace. 

 

The following is a very common workplace mediation scenario, with names changed of course.  David, an hourly employee working in the customer service department of a large organization claims he was discriminated against by his supervisor because of his Age.  David is a 45 year old male who has been with the company for 20 years.  He claims that his supervisor, Gabe, treats him different than the other employees who are younger and faster.  David claims that he knows how to do his job and does not need a young wiper snapper who just started working at the company to tell him what to do.  He is just not as fast as he was when he was younger. At the beginning of the mediation, David was visibly angry and insisted that his supervisor be fired due to his discriminatory practices.  Through the mediation process, David was able to express to Gabe how disrespected he feels when Gabe tries to micromanage him.  David is the most senior worker and feels that Gabe should respect his years and knowledge in the job.  Gabe was able to share that the company was pushing all supervisors to increase the productivity of their subordinates to prevent layoffs.  Through this process, David better understood the pressure his supervisor was under and recognized that everyone was being pushed, not just him.  After going back and forth with various ideas, they settled on an agreement.  Gabe and David signed the agreement and shook hands with a clear understanding of how the other man felt and how they could move forward and work together in a mutually respectful manner.

 

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I have been asked by many HR professional and company executives “Why it is so important to create a respectful workplace and how is the more respectful environment going to make my job easier?”  Another question I am asked a lot is “If most workplace disputes stem from disrespectful managers, co-workers or corporate policies, what can I do to promote a respectful workplace?”

 

Also, I am definitely not suggesting that HR professionals should be the sole creator and keeper of workplace respect.  Additionally, HR professionals often have to overcome the hurdle of convincing company leaders and executives of the importance of creating a respectful workplace environment.    Once those hurdles are tackled, HR professionals can focus on creating company policies that support a respectful workplace environment.  Hence the title of this article.

 

Establish an early intervention conflict resolution policy that supports the type of environment you are trying to create.  Offer employees a way to voice their concerns and opinions.  When an employee feels disrespected, they should be able to express that and work towards an acceptable resolution without feeling the possibility of retaliation.  An early intervention conflict resolution policy should include two options for employees to pursue.  First option might be an anonymous type of survey or comment box.  Many companies offer surveys but often ask the wrong questions, ask leading questions or they do not offer the security of a confidential process.  Any of these mistakes can easily diminish the survey results.  An effective survey or comment box should ask the employees what their main concerns are and what their suggestions are to improve any issues or concerns.

 

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Second options should include a facilitated meeting with an HR professional or Professional Mediator.  Early intervention mediation can help to empower employees to speak up without the fear of retribution.  Mediation offers employees a forum to be heard on a level playing field. When early intervention becomes part of the culture where employees feel they have a safe avenue to be heard, they are less likely to file a discrimination lawsuit, quit or create unnecessary conflict in the workplace.  These two options are a great way to reduce costs in the organization and create a respectful work environment.

 

Respect should be a focal point in new hire and continuing training for employees at all levels.  Whether an employee is part time, hourly, middle management or a top executive in the company, the culture needs to reflect the importance of a respectful environment. A conflict resolution class should be integral to any organizations employee training program with a separate class designed specifically for managers and executives. Conflict resolution skills are rarely taught in school and often only briefly touched on in the workplace but these skills can make the difference between low or high employee turnover rates, expensive lawsuits, high or low productivity and non-violence or violence in the workplace.   

    

As HR professionals, it is important to actively work on the skills to put yourself in someone else's shoes as well as assist managers to better understand employee issues and concerns.  When HR staff and management are able to be empathetic and show employees that they are a resource for them when they have concerns or problems, the culture can begin to shift to a more open and respectful environment.

 

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Of course, the recommendations above will only be successful in creating a respectful workplace after upper management buys into this shift 100% and employees feel the company culture has shifted.  Policies and training are only effective when employees feel the policies and training are sincere and not a just a band aid.  Depending on how far or close your organization is from having a truly respectful workplace will have a huge impact on how much effort an HR professional will have to put into this effort.  Regardless, there is no doubt that your sincere efforts will be noticed and effective over time. 

 

 

 

 

 

 

 

Written by Sheryle S. Woodruff, MS, Owner of Conflict Management Associates, Inc. www.cmafla.com  407-417-7791. Sheryle holds a Master's degree in Conflict Studies and Analysis.  She is a Florida Supreme Court Certified Mediator and has been a full time trainer, conflict coach, consultant and mediator since 1997.  She specializes in preventing and resolving workplace conflicts.  

 

 

 

 

"All data and information provided on this blog is for informational purposes only and does not constitute legal or HR advice (which should be obtained through formal retention of a lawyer or HR professional, respectively).  Nothing contained in this blog reflects the opinions of GOSHRM or any of its directors or members. GOSHRM makes no representations as to accuracy, completeness, current-ness, suitability, or validity of any information on this blog and will not be liable for any errors, omissions, or delays in this information or any losses, injuries, or damages arising from its display or use. All information is provided on an as-is basis."

Tags:  blog  conflict resolution  HR  mediation  respect  SHRM  workplace 

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#AskAmanda: How to Make the Best of Your State Conference Experience

Posted By Amanda Brunson, Wednesday, September 5, 2018

 

I recently attended the 2018 HR Florida State Conference. Since this was my fourth year in attendance, I felt like I had a pretty good idea of what to expect. However, a couple of my peers were attending for the first time. After offering suggestions to the first-timers, I thought to myself: I bet there are a ton of people out there that wish they knew how to make the best out of their own state conference experience, so I want to offer the following generalized tips in hopes that your conference experience is one you won’t forget.

 

Click here to continue. 

 

 

 

Written by Amanda Brunson. Originally posted on the SHRM Blog. 

 

 

 Attached Thumbnails:

Tags:  Conference  Networking  SHRM  SHRM Conferences  SHRMYP  State Conferences 

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Breaking Into HR

Posted By Administration, Wednesday, July 25, 2018

 

 

It is common knowledge that some young HR professionals struggle at the beginning of their careers. We find that companies are looking for someone with experience and/or a certification to fill their positions. It can be very difficult to overcome this obstacle. Through my experience, successes, and research; I discovered four key steps to help young professionals break into HR.

 

Click here to continue. 

 

 

 

Written by Amanda Brunson. Originally posted on the SHRM Blog. 

 


Tags:  BreaktHRough  SHRM  SHRMStudent  SHRMYP 

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Resume Myths, Truths, & Tips for Young HR Pros

Posted By Administration, Thursday, May 31, 2018

 

Like everything else in our ever-evolving world, the process of selling yourself through your resume is always changing. As young HR pros, we get so much advice on the “right way” to write our resume that it can sometimes be overwhelming. The whole goal of writing your resume is to find that perfect first job that we spent so much time in college studying for. The last thing you want to do is get missed in the shuffle.

Here are three situations to be cautious of as you begin your career. Click here to continue.

 

 

Written by Amanda Brunson. Originally posted on the SHRM Blog. 

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Tags:  Resumes  SHRM  SHRMStudent  SHRMYP 

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Take Your Seat at The Table

Posted By Administration, Wednesday, May 9, 2018

 

Take Your Seat at The Table

As Human Resources (HR) professionals, we’ve all heard the phrase ‘seat at the table’; this notion that we must manage our careers in such a way to be included in senior-level business decisions in order to be considered successful. Many of us are over it.

Amy Lein, who is the Director of Human Resources at Second Harvest Food Bank of Central Florida, and currently serving a two-year term as President of the Greater Orlando Society for Human Resource Management (GOSHRM), is taking a much more meaningful approach to the phrase.

Encouraged by her faith, and her collaborative effort through The Gotham Fellowship, an intensive training program offered by The Collaborative Orlando, Lein is working to blend her personal beliefs with her professional life. “Using the parable of people being invited to a banquet table – a lesson about choosing where to sit, serves as a great analogy for HR’s desire to gain a seat at the table in the business world,” said Lein.

 

Interested in reading more? Click here.

 

 

Written by Amy Lein. Originally posted on the HR Mouth of the South Blog, the official blog of the HR Florida State Council, Inc. 

Tags:  GOSHRM  HR  Leadership  SHRM 

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Got 60?

Posted By Leslie Mizerak, Friday, October 20, 2017

As a SHRM Certified Professional (SHRM-CP) or SHRM Senior Certified Professional (SHRM-SCP) you already recognize the relevance and importance of SHRM certification. Earning your certification is the first step toward a rewarding career and a commitment to advancing the future of HR. Recertification is how you will continue to grow and adapt to meet the evolving needs of the profession. 

 

If you obtained your SHRM credential in 2015, your recertification date is in 2018, but if you get 60 PDCs this year, you are eligible to apply for recertification now—you don't have to wait until 2018 to do so. SHRM will provide $20 to a chapter and $10 to a state council for each credentialed member who recertifies within the 2017 calendar year.  We are encouraging our SHRM-certified members to "just do it". 

 

Early recertification helps you as a credential-holder, too. If you apply in 2017, your next recertification date will still be 2021. If any of the activities you submitted in your application turn out not to be eligible activities, you will have all of 2018 to resubmit and reach the required 60 PDCs. 

 

You can login and enter your recertification credits at www.shrm.org/certification/recertification/Pages/default.aspx

 

Again the program is designed to promote early recertification, before the end of the year, in exchange for a financial stipend to support your local chapter, GOSHRM and our State Council HR Florida.  GOT 60?  Why not take care of your recertification today?

Tags:  GOSHRM  Recertification  SHRM  SHRM-CP  SHRM-SCP 

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