Protect Your Mission through I9 COmpliance

As immigration policy enforcement continues to evolve, nonprofits and churches need to stay ahead of the curve to safeguard their mission and their people. Work authorization compliance is no longer a minor administrative task—it’s a critical responsibility. The potential for increased I-9 audits and other immigration enforcement actions under the Trump Administration demands proactive preparation to avoid significant penalties and disruptions.

Here’s what you need to know about I-9 compliance and actionable steps your organization can take to prepare.

Why I-9 Compliance Matters

Under federal law, all employers must use Form I-9 to verify that their employees are authorized to work in the U.S. While this process might seem straightforward, even small errors can lead to hefty fines, business disruptions, or even reputational harm.

Nonprofits and churches, like any other employer, are not exempt from these requirements. Whether you’re employing a diverse international staff, hiring seasonal workers, or working with volunteers who may also be employees, you must ensure that your I-9 records are accurate, complete, and up-to-date.

Steps to Prepare for an I-9 Audit

1. Conduct an Internal Audit
   Regularly review your I-9 records for all employees, including those still within the retention period (three years after the date of hire or one year after termination, whichever is later).

   • Identify and correct technical errors, such as missing dates or document numbers.

   • Address substantive issues like incomplete forms or late filings immediately.

2. Verify Your Forms Are Current
   Ensure your organization is using the most recent version of Form I-9 (effective August 1, 2023). Outdated forms can result in penalties during an audit.

3. Train Your Team
   Equip your administrative staff with proper training on I-9 procedures. This includes knowing how to verify work authorization documents and how to correct errors without backdating or using correction fluid.

4. Strengthen Third-Party Compliance
   If your organization uses contractors, verify that they have robust immigration compliance procedures. ICE investigations targeting third-party vendors can impact your operations and leave you open to financial and legal risk.

5. Implement E-Verify
   While E-Verify is optional, it adds an additional layer of compliance by cross-checking employee information against government databases. Consider implementing it to reduce risks and demonstrate good faith efforts.

6. Document Your Efforts
   Keep thorough records of all internal audits, training sessions, and corrective actions. In the event of an audit, these records can show ICE that your organization takes compliance seriously.

Potential Consequences of Noncompliance

Failing to comply with I-9 requirements can result in fines of up to $2,789 per paperwork violation and up to $27,000 for knowingly employing unauthorized workers. In severe cases, organizations may face business license revocations or even criminal charges.

How Fortress Coaching + Consulting Can Help

Navigating I-9 compliance can be complex, but you don’t have to do it alone. At Fortress Coaching + Consulting, we specialize in helping nonprofits and churches protect their mission by staying compliant with employment laws. Our tailored services include:

• Conducting comprehensive I-9 audits.

• Providing training to staff on compliance best practices.

• Developing processes to mitigate risks and prepare for audits.

• Administering the onboarding process to ensure compliance with new employee.

Your mission deserves to thrive without the fear of legal or financial setbacks. Contact us today to schedule a consultation and learn how we can support your organization’s growth while ensuring compliance.

Let’s work together to protect your mission and empower your impact!