HR Review
August 2023

Important Update: DHS Announces Revised Form I-9 and New Remote Verification Procedures

Effective August 2023

Important news for all employers! The U.S. Citizenship and Immigration Services (USCIS) has released the revised Form I-9, which came into effect August 1, 2023. The new form brings several changes aimed at streamlining the document and reducing burdens for both employers and employees. After October 31, 2023, use of the outdated form may attract penalties.

Three Simple Steps to Compliance

• Download the New Form: Click on the Download Form I-9 link to download the updated Form I-9 from the USCIS website.
• Implement the Changes: Train your team on the updates, particularly on filling out the newly streamlined sections and using the new checkbox for alternative document examination procedures.
• Inform your Employees: Keep your employees in the loop about the new form and any updates to your Form I-9 processes.

Key Changes to Form I-9

• Unified Format: Sections 1 and 2 consolidated onto a single page.
• Additional Supplements: Preparer/Translator Certification and Reverification/Rehire now on standalone Supplements A and B.
• Terminology Refresh: “Alien authorized to work” is now “noncitizen authorized to work” with clear definition for “noncitizen national”.
• Enhanced Accessibility: Mobile-compatible form, no “N/A” entries required in certain fields.
• Alternative Verification Checkbox: For employers using DHS-approved alternative verification methods.

Get Started with Remote Verification

Alongside the Form I-9 updates, DHS is allowing optional remote document verification for enrolled E-Verify employers. To use this option, employers need to enroll in E-Verify, retain copies of all documents, conduct a live video interaction with the employee, and indicate on Form I-9 that an alternative procedure was used.

Lifestyle Spending Account: Equity & Inclusion, Leadership, Total Rewards

In the current labor market, attracting and retaining top talent has never been more critical. One potential solution gaining traction is the Lifestyle Spending Account (LSA), a flexible, employer-funded benefit that can be tailored to individual employee needs. Recent survey data indicates that while just under 10% of employers have an LSA in place, 70% are considering this addition to their benefits package.

LSAs offer numerous advantages. Employers can use them to supplement compensation without permanently increasing base pay and to fill benefit gaps for diverse employee groups. LSAs are flexible in design, with eligible expenses ranging from wellness and financial planning to pet care or even surrogacy. Typically, contributions range from $500 to $2,000 but can go higher for big-ticket expenses.

Keep in mind LSAs are generally taxable. We recommend consulting experienced tax advisors before rolling them out. LSAs, with their adaptability and personalization, offer a compelling pathway for businesses to achieve their goals by supporting their employees’ diverse lifestyles.

Underwriting Uncovered: GRx’s Role in Insurance Risk Assessment

Risk assessment is a crucial part of insurance. But how do underwriters get the data they need to assess your group’s risk accurately? This is where GRx Underwriting comes into play. GRx Underwriting uses AI to analyze census data and create a detailed health history for your group. It looks at past health records to predict possible risks and future healthcare needs. This vital data helps underwriters understand your group’s risk profile accurately.

GRx Underwriting can generate an in-depth analysis of your group’s prescription data. This gives a clearer picture of your group’s health, providing information that was once hard to gather quickly and efficiently. This results in a faster, more accurate underwriting process.

As an employer, knowing how these AI tools work can give you a better understanding of how insurers calculate your group’s risk. This can inform your discussions and negotiations with insurance companies. By using GRx Underwriting, you can align your company’s health and wellness strategies with identified risk areas. This not only promotes a healthier workforce but could also lead to lower insurance premiums.

From Classroom to Conference Room: Mastering the Art of Onboarding Recent Grads

Hiring recent graduates poses unique opportunities and challenges. The transition from university to professional life is significant, often marked with enthusiasm and uncertainty. An effective onboarding process is critical to equip new hires with the confidence and knowledge they need. Here are three strategies for a smooth onboarding experience:

1. The Power of Preboarding

Preboarding, the stage between hiring and onboarding, plays a critical role in setting the tone for new hires. Send a welcome pack and preliminary onboarding schedule to set expectations. Additionally, providing paperwork ahead of their start date and encouraging electronic submissions reduces first-day stress.

2. Leverage Technology and Mentorship

Assign a point of contact to answer questions new hires might have. Utilize technology, such as an online portal, to provide easy access to handbooks, documents, and training materials. Job shadowing can also provide practical insights into company dynamics.

3. Balance Workloads and Update Processes

Avoid burdening new hires with heavy workloads initially. It’s important to introduce work gradually and assign flexible deadlines. Also, be sure to regularly review and adapt your onboarding process to meet changing needs.

Reconnect and Innovate: Our Annual eBen Meeting Sets the Course for Enhanced Benefits

It is that time of year again, and we are gearing up for our annual eBen Team Meeting! A time to get away, reconnect, and dive deeper into our company vision, charting the course for our future path in terms of employee benefits, compliance, and HR.

Our commitment to you has always been to listen, adapt, and innovate to support you in more effectively managing risk and making it easier for employees to see the tremendous value of your benefits.

Our Innovation and Marketing teams are constantly working to adapt, looking for new ways to educate and market, and developing cutting-edge risk strategies and best practices which we will actively share during our time together. While there are many market changes and fluctuations, the goal for our relationship with you remains constant, to make the complex simple.