InfoComm: Live Events Community

Open question to the community:

How is everyone dealing with I-9 verification?  Especially for remote or freelance (part time) employees that might be an occasion worker in a distant city?

For those of you who don't know what an I-9 is, and why you should care - I'd suggest you talk to a labor lawyer as soon as possible.  In a nut shell, it certifies that a (prospective) employee (full time, part time - anybody on a W-2 also needs an I-9) is legally allowed to work in the US.  At it's simplest, a passport must be presented to your and you must must certify "under penalty of perjury" that the documents "appear to be genuine."

The form & instructions are attached & also available at:
http://www.uscis.gov/files/form/i-9.pdf

My concern is the stable of freelance employees that we all use across the country.  First off, these guys are no longer on 1099's & must submit a W-4.  Second, they are also subject to Dept of Labor overtime rules (OT after 40 hours - doesn't matter what they invoice you for.)  Now, thirdly, we need to have some sort of mechanism to see their documentation IN PERSON and sign off on that documentation.

I have been hearing - through the grapevine - that some staging companies are just requiring a photo copy of the required documentation.  As you can see toward the end of page 1, "Employees must create original documents."

Thoughts?  Ideas?  Something that's going to keep all of us out of jail?

Many thanks,

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Murray Lapides
AVFX, INC.
President/Owner
Boston MA
United States
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Murray,
You raise a great point about documentation. I've had to deal with this as an employer for many years in a couple of industries.
The simple answer is: do the letter of the law. I've had a threatened INS raid at a restaurant I managed and when the government is looking for the slighest infraction, they'll find it. You don't want to deal with the consequences. There's format to follow but once you start doing it, it gets very easy.
To start the payroll process get every new recruit signed in with the proper paperwork. That goes for "freelance" labor and Union labor, too; I-9, W-4 and any state documentation that may be necessary (Arizona has a state deduction form and I'm sure, so do many other states.). Just follow the rules.
I'm happy to talk you and anyone through it if they wish.
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Richard Bloom CTS
Rick Bloom Audio Visual
CEO
Ventura CA
United States
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Show Original Message -------------------------------------------
Original Message:
Sent: 01-10-2013 18:56
From: Murray Lapides
Subject: I-9 Verification for Remote (Freelance) Employees
Open question to the community:
How is everyone dealing with I-9 verification? Especially for remote or freelance (part time) employees that might be an occasion worker in a distant city?
For those of you who don't know what an I-9 is, and why you should care - I'd suggest you talk to a labor lawyer as soon as possible. In a nut shell, it certifies that a (prospective) employee (full time, part time - anybody on a W-2 also needs an I-9) is legally allowed to work in the US. At it's simplest, a passport must be presented to your and you must must certify "under penalty of perjury" that the documents "appear to be genuine."
The form & instructions are attached & also available at:
http://www.uscis.gov/files/form/i-9.pdf
My concern is the stable of freelance employees that we all use across the country. First off, these guys are no longer on 1099's & must submit a W-4. Second, they are also subject to Dept of Labor overtime rules (OT after 40 hours - doesn't matter what they invoice you for.) Now, thirdly, we need to have some sort of mechanism to see their documentation IN PERSON and sign off on that documentation.
I have been hearing - through the grapevine - that some staging companies are just requiring a photo copy of the required documentation. As you can see toward the end of page 1, "Employees must create original documents."
Thoughts? Ideas? Something that's going to keep all of us out of jail?
Many thanks,
-------------------------------------------
Murray Lapides
AVFX, INC.
President/Owner
Boston MA
United States
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