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deverus Team

deverus Team

Wednesday, 25 October 2017 15:59

Introducing Swifthire Mobile Hiring Solution

Introducing Swifthire, it's the best way for applicants to enter their background check information while improving candidate satisfaction and helping HR and Recruiters increase speed to hire.

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Wednesday, 25 October 2017 15:46

Introducing Swifthire Mobile Hiring Solution

When it comes to background checks, Swifthire was made for the applicant. Everything about it says this simple, fast, let’s get this done. The result is now applicants get fill out their information anytime. This dramatically reduces speed to hire because they can do at lunch, on there way home, or when they have a break.

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Tuesday, 25 July 2017 20:32

The User Comes First in User Success

Clicking with Calvin Click, User Success Manager at deverus

With 11 years under his belt at deverus, Calvin has played many roles; developer, tech support, customization lead, and project manager to name a few. Calvin was recently put in charge of the user success team and is now stepping into his expanded responsibilities in what he calls, “The Go-To Guy”.

As deverus has grown, it became apparent that tapping Calvin to be on the front lines with customers was a natural next step. “He literally knows the answer to everything, can fix or troubleshoot anything, and knows what it takes to resolve customer issues and concerns,” says Sarah Alwais, deverus COO. Calvin also has a vision for the future and is focused on rapid response, accuracy, streamlined communications and most importantly, happy customers. And because he’s the go-to guy, he can often handle a customer question on the spot and effectively and efficiently manage expectations.

Calvin now also manages the user success team and is looking forward to leading the team to serve customers both as a help desk as well as a proactive resource for tips and tricks, how-to’s, solutions, training and analytics and wants to engage customers and ensure the user success team maintains its promise to be the best in the industry.

“He has already worked with his team to establish new processes and decision trees to evaluate, prioritize and solve customer issues and has set up an escalation process that gets the right resources on solutions. His new processes have dramatically reduced tickets and feedback from our customers has been tremendous,” says Sarah.

We love Calvin’s easy going approach and appreciate his giving personality. He always puts others first and making others happy is what makes him happy. Join us as we welcome Calvin to his new role.

Sunday, 11 September 2016 00:00

It’s Always a Good Time for an I-9 Audit

At deverus, we’ve seen a lot of concerns for employers when it comes to a governmental audit of their I-9 forms. We want you to avoid as many fines and problems as possible. To help, we’ve crafted this internal Form I-9 audit program for all of your employees.

Do you know why most employers keep solid I-9 records? It’s because Immigration and Customs Enforcement has built a national culture of compliance with a large amount of inspections and external I-9 audits each year. ICE audits grew 1100% – from 250 annually to more than 3,000 annually – and we’ve seen the number of fines typically rise each year. Unfortunately, every error has a significant fine attached.

Before we show you how to perform an audit, we’d like to point out some of the key reasons that you need to perform an internal audit. These internal reviews protect you by:

• Preparing yourself in advance of an ICE or OFCCP audit to avoid fines and save yourself potentially thousands of dollars.
• Avoiding legal costs involved with defending against I-9 fines and employee claims.
• By giving employees time to correct mistakes and verify the corrections.
• Negotiating with workers’ unions and have them present to prevent claims of bias or unfair practices.
• Avoiding immigration-related discrimination claims.

We recommend you use the checklist below at least once a year. If you have a seasonal business, it’s best to perform this audit about a month after your big hiring influx.

Perform Your Audit

Knowing that it’s a good time to do an I-9 audit is just the start. Here’s the checklist that you need for your next audit:

Your I-9 Checklist

Paperwork You Need
• List of all current employees hired after Nov. 1, 1986.
• List of employees terminated during the past 3 years.
• List of employees whose contracts expired and were not renewed during the past 3 years.
• Form I-9 for every employee on your lists.
• Hiring dates for employees on your lists.

Section 1 Review

Verify that each I-9 has the following filled out:
• Name
• Address
• Maiden Name
• Date of Birth

• Ensure that the Social Security number is provided for all employees involved with the E-Verify program. (Optional for other employees.)
• Verify each employee properly noted their citizenship or immigration status.

Check that each employee signed and dated the I-9.
• Verify the date against hiring information on file.
• (Optional) Verify the proper information is provided in Section 1 for any employee who used a translator or preparer to fill out the form.

Section 2 Review

• Check signing date against hiring documents to make sure form was completed within three days of employment start.
• Check: 1 document from List A is listed and completed; or 1 document from List B and 1 from List C are listed and completed.
• Verify that each provided document is listed under the correct section.
• Ensure all of the document is filled out by employee.
• Check business name and address are provided.

Review any photocopies of documents.
• Photocopies must be readable and attached to the proper I-9.
• If you keep photocopies, they must be made available for all I-9s.

Section 3 Review

• Make sure this section is complete if an employee was rehired or if the employee’s work authorization expired.

I-9 Forms with Errors

Minor errors can be corrected on the form itself.
• Cross out the incorrect information and provide the correction nearby.
• Changes must be signed by the person making the corrections.
• Examples: A wrong business ZIP code listed or a List A document written out under List B (because only 1 List A document is needed so it will satisfy verification requirements.)

Major errors require a new Form I-9 for existing employees.
• Have the employee fill out the new form. Make sure it is properly signed.
• Attach the old I-9 to the back of the new I-9.
• For digital records, maintain both copies. If possible, use a PDF program to combine the documents into a single PDF.

Former employees whose files are incorrect or incomplete:
• Create a memo detailing the problems and provide the date when you noticed there were errors.
• In the memo list out any correct information you may know and list out what actions were taken to collect the new, proper information.
• Explain the circumstances of the error determination (such as your I-9 audit). The purpose of this is to show any governmental reviewer that you acted in good faith and collected information as soon as an error was discovered.

Create an audit list and keep it with your records.
• This should contain a list of all remedied errors.
• Also list out all errors that could not be resolved.
• (This is also used to show a good-faith effort to keep I-9 documents in proper condition).

Missing I-9s

Current Employees
• Fill out the proper Form I-9 for all employees currently without one.
• Use the current form, which expires 3/31/16.
• Make sure you list out the true hire date, not the date of your audit.
• Create a memo for each missing I-9 explaining your audit process and note when the new I-9 was created.

Former Employees
• Create a log of missing I-9 forms.
• Fill the memo with as much information about each employee as possible.
• Keep this log with your remaining forms.

Moving Forward Together

This checklist is just a piece of the deverus commitment to help you run a safe and secure business. Background checks and hiring documents should never be a cause for concern. We’ve been working hard to help protect your business for more than 17 years and we’ll be here the next 17 years to keep you safe.

Contact us today and let’s start working together for a smarter, safer workforce.

Thursday, 01 October 2015 00:00

I-9 Automation Can Keep You Safe

New employees are almost always required to fill out an I-9 form to verify that they can legally work in the U.S. Unfortunately, many employers get stuck in common problems with I-9 verifications and are hit with fines.

Both I-9 requirements and fines for mistakes are increasing, so it’s time for you to reset your focus and make compliance a majority priority for your organization. Thankfully there are some new ways that today’s technology can help you stay abreast of I-9 changes and ensure that you’re doing your full duty.

Fines Rise on I-9 Errors

The most important piece for many businesses to understand is that fines are on the rise for I-9 errors. Auditors are reviewing more cases each year and compliance analysts and experts feel the trend is only going to continue.

Fines have been on the rise since the 2013 revision of the I-9 form as audits skyrocketed. ICE says it carried out more than 3,100 inspections and audits in 2013, triple its 2009 rate. The agency has made a public pledge to continue to increase these inspections.

Over the past five years, businesses have paid more than $91 million in fines.

It’s now time employers learn the most common errors for I-9 documentation and how best to avoid them. While some practices are simple good-governance rules for HR, there are also new opportunities to introduce checks and verifications through technology, allowing you to ease the burdens on your staff while still conforming to the law.

Most Common Errors

Last year’s decisions by the Office of Chief Administrative Hearing Officer (OCAHO) show consistent errors that businesses make when filling out and filing I-9 forms. Let’s look at the top four errors and see what companies can do to avoid them.

1. Not Filing the I-9

Unfortunately, most employers hit with fines last year seemed to suffer from not filing an I-9 Form—this includes waiting to file until after being served a notice of inspection. Nearly 90% of the cases heard by OCAHO last year involved this issue. This is a basic problem on its outset, but some businesses struggle to file due limited staff or a lack of knowledge about filing requirements. Automating part of your HR systems can help by adding in reminders for I-9 forms and setting these reminders to rules around job descriptions, hire dates and other factors that are easy to identify and track.

2. Back-dating Forms

What’s worse than getting caught with your hand in the cookie jar? Getting caught lying about it.

Backdating can get a company slammed with fines because you’ve not only filled out your documents wrong but the lying will count as “lacking good faith” and this aggravating factor increases the I-9 penalties being assessed. ICE has become smart about detecting backdating; increasing the likelihood that you’ll get caught.

Your HR professionals know I-9 Forms needs to be signed within three days of the employee’s first day of work and today’s technology is also smart enough to incorporate warnings and notices around these dates. It’s worth investing in services that will give you this reminder and investing in people who’ll pay attention to it.

3. Section 1 Problems

Sometimes things slip through the cracks, and ICE is there to catch it. In 50% of the cases OCAHO handed down decisions for last year, errors were included in Section 1. While the employee is required to fill out Section 1, the employer is still held responsible for mistakes. That means training your staff to look out for errors and adopting electronic systems that can help you catch problems.

According to OCAHO, top Section 1 problems include:

• Not signing the attestation.
• Checking off the wrong number of boxes for an employee’s status. This could be checking no boxes or checking more than one.
• Checking the box for permanent residence or employment authorization but not including an “A” number on the I-9 Form.

4. Document Troubles

Section 2 has also proven to be troublesome for employers because of the many different types of documents available and places to provide the needed information. First and foremost, employers must not only provide the documents supplied by your employee, but you have to properly indicate what documents and provided and fill out all of the relevant data in existing fields. Simply attaching documents isn’t good enough.

Again, using digital forms and verification systems for I-9 and E-Verify can help to ensure you have the correct combination of documents from A or lists B and C. Digital systems can also provide secondary checks of things we often forget to look at, such as the expiration date of driver’s license.

Related to this issue but not necessarily to ICE is the prevalence of discrimination lawsuits that crop up when employers request too many documents for these fields.

Increasing Role of E-Verify in I-9

Another key point in the I-9 discussion is the growing importance of E-Verify.

E-Verify not only speeds up some of the I-9 process and gives you improved access to authorization lists and information form the Department of Homeland Security, but it’s also on the fast-track to becoming a national standard.

The intersection of E-Verify and the I-9 Forms are exactly where deverus has positioned the upcoming improvements to its Verocity system. By supporting electronic versions of the I-9 forms, employers or employees can input all of their data and documents and then get walked through the E-Verify process.

This gives any business the comfort of properly filing an I-9 — errors are noted during the input process — but also providing an instant authorization in most cases. When authorization isn’t immediate, you’ll see step-by-step prompts to gather the needed additional information.

The goal of deverus is to build you a robust I-9 Forms compliance program that lets new employees know of their requirements and helps HR personnel fill out every form correctly every time.

This broad system also provides you with a protection against discrimination claims because it gives you a chance to verify your commitment to not hiring undocumented workers. By simply providing a statement to that effect before an employee fills out their portion of the I-9 Form, and requiring a single click to indicate they read and are aware of the process, you’re helping to guard yourself against fraud and undue legal action.

Smart digital partners are working everyday to mitigate the risk that businesses face when onboarding new employers. It’s time to choose the right systems to integrate as you do your part in getting America back to work.

Monday, 06 February 2017 04:58

Swifthire Applicant Experience

Introducing Swifthire, it's the best way for applicants to enter their background check information while improving candidate satisfaction and helping HR and Recruiters increase speed to hire.

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Monday, 30 January 2017 05:20

Swifthire On The Go!

Introducing Swifthire, it's the best way for applicants to enter their background check information while improving candidate satisfaction and helping HR and Recruiters increase speed to hire.

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Wednesday, 18 January 2017 12:17

Lauren with CRI

Lauren with CRI discusses about how fast deverus listens to customers and then delivers solutions.

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Wednesday, 18 January 2017 12:16

Brian talks about the superiority of deverus

Brian talks about the superiority of deverus and how much we innovate and listen to customers. Explains how we listen to the market to come up with new innovations.

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Wednesday, 18 January 2017 12:15

Staci Laird with CRI

Staci Laird with CRI talks about how deverus is the undisputed industry leader when it comes to background check technology.

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