Compliance, eligibility and the way we work
Vendor managers ask how we verify work authorization, screen consultants and keep the process consistent. Here is exactly what we do, and who is responsible for what in each type of engagement.
- Form I-9 for every W-2 employee
- E-Verify whenever a contract requires it
- Documented SOPs from intake to offboarding
- Background checks and HIPAA training before day one
- Written I-9 confirmation from every subcontractor
Form I-9 and E-Verify
Every person iCareBilling LLC hires in the United States completes Form I-9, Employment Eligibility Verification. The employee completes Section 1 by the first day of work, and we review the original documents and complete Section 2 within three business days, as federal law requires. Forms are retained for the period the law requires.
E-Verify. When a client contract, a federal contract clause or a state rule requires E-Verify, we confirm it before the start date. The case is opened only after the offer is accepted and Form I-9 is complete, never to screen candidates, as the program requires.
We follow federal anti-discrimination rules throughout. We never ask for specific documents, we treat every work-authorized candidate the same, and we follow Illinois law on how E-Verify may be used.
Who is responsible, by engagement
I-9 always belongs to the employer of record. This is how it works in each model we offer.
- Our W-2 consultantsiCareBilling LLC is the employer. We complete Form I-9, and E-Verify where required, before the consultant bills a single hour.
- Payroll servicesWhen we put a consultant you found on our payroll, iCareBilling LLC becomes the employer and completes Form I-9 the same way.
- Corp-to-corp consultantsThe consultant's employer completes Form I-9 and any required E-Verify case. Our agreement requires it, and we keep their written confirmation on file before the start date.
- SOW project teamsEvery team member is either our W-2 employee or covered by a subcontractor confirmation, so the client never has a gap.
One documented process, every requisition
Every step below follows a written SOP, so every recruiter and every account works the same way, and a vendor manager can audit it.
Requisition intake
Every requisition is logged with the role, rate, location, work authorization rules and the client's screening requirements before sourcing starts.
Screening and submittal
Skills interview, reference checks, a LinkedIn and resume consistency check, a signed right to represent and a confirmed rate, in that order.
Onboarding and eligibility
Offer letter, Form I-9, E-Verify where required, background checks and HIPAA training, completed and checked before day one.
Timesheets and invoicing
Approved timesheets only, matched to the purchase order or SOW, invoiced by iCareBilling LLC on a fixed schedule.
Data protection
Candidate and client data kept in controlled systems, shared on a need to know basis and removed when it is no longer needed.
Offboarding
System access removed on the last day, equipment returned and the client's exit checklist completed and filed.
Checks before a consultant starts
- Background checksCriminal, employment and education verification to your program's requirements, with the candidate's written consent, through an FCRA compliant screening provider.
- Drug screeningWhen the client or the program requires it.
- HIPAA trainingCompleted before any consultant touches protected health information, with minimum necessary access.
- Right to representSigned for each requisition and end client, so a consultant is never submitted twice.
Documents we provide during onboarding
- W-9In the name of iCareBilling LLC.
- Certificate of insuranceNaming your company as certificate holder on request.
- Capability statementDownload the PDF
- Compliance confirmationsWritten I-9, E-Verify and background check confirmations for each consultant you engage.
Compliance FAQ
Are you ISO certified?
No. We do not hold an ISO certification. We run on documented internal standard operating procedures for every step from intake to offboarding, and we are glad to walk a vendor manager through them during onboarding.
What is E-Verify?
E-Verify is a free online system run by the Department of Homeland Security with the Social Security Administration. It compares the information an employee gives on Form I-9 with government records to confirm they are authorized to work in the United States.
Do you use E-Verify to screen candidates before an offer?
No. Federal rules do not allow that. Work authorization is discussed during screening, but Form I-9 and any E-Verify case are completed only after a job offer is accepted.
Who completes Form I-9 for a corp-to-corp consultant?
The consultant's own employer, because I-9 belongs to the employer of record. Our subcontractor agreements require that employer to complete Form I-9, and E-Verify where the client requires it, and to confirm it to us in writing before the start date.
Can you share I-9 documents with our program?
We share written confirmation that Form I-9 and any required E-Verify case are complete. The I-9 form and identity documents stay with the employer of record, as federal guidance expects, and are available for a lawful audit.
This page describes our process. It is not legal advice. E-Verify is a registered trademark of the U.S. Department of Homeland Security.
Adding us as a supplier?
We send the onboarding packet and walk your team through
our process within one business day.