Manually tracking immigration requirements with paper, Excel and Outlook reminders is common among small employers. Here is an overview of how to manually track immigration requirements and the warning signs of when a company may have outgrown this approach.
Manual-Tracking How-To's
Small employers will typically maintain one or more spreadsheets that track key expiration dates for employees on work visas as well as any pending or future immigration matters, said John Fay, an immigration attorney and director of product strategy at Equifax Workforce Solutions in Phoenix, which specializes in cloud-based I-9, E-Verify and immigration case management solutions. Outlook reminders supplement the lists, particularly for important filing deadlines and status expiration dates.
For example, an employer may keep a spreadsheet of all employees with temporary work authorization—either employer-sponsored, such as H-1B, L-1 and TN visas or those with "open market" employment, such as individuals on employment authorization documents. "Within those sheets, they'll monitor I-94 expiration dates, I-797 petition expirations, visa max-out dates for H's and L's, and any time-sensitive requirements for future green card sponsorships," Fay said. "Each one of these may also be monitored through an Outlook reminder."
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