Why Multi-Location Employers Fail I-9 Compliance

Why Multi-Location Employers Are Failing I-9 Compliance (and How to Fix It)

Managing I-9 compliance across multiple worksites, franchises, or hiring managers is tough—especially when each team does things a little differently. From inconsistent document review to outdated paper processes, these errors quietly build until you’re facing an ICE audit with five-figure penalties at every location.

This article covers:

Why multi-location businesses are especially vulnerable
The top I-9 compliance breakdowns
How to centralize, standardize, and protect your company

The I-9 Problem Most Multi-Site Employers Don’t See Coming

Whether you’re running 10 retail locations or 200 restaurant franchises, most multi-location I-9 problems boil down to one thing: inconsistency.

Common pain points:

Paper I-9s being stored in filing cabinets (or emailed to HR)
Managers trained differently on Section 2
No unified re-verification process
Corporate unaware of document errors until an audit happens

This leads to:

Incomplete forms
Expired work authorizations
Forms missing entirely
Discrepancies between what’s in the I-9 and payroll system

“We just audited a multi-location franchise and they thought each location was handling I-9s—but the reality was far from it.” — Alley Grey, Business Development Manager

The Risk Is Real: Fines Multiply by Location and Employee

ICE penalties range from $288 to $28,619 per I-9 violation, depending on whether errors are technical or substantive.

5 Signs You’re at Risk (Even If You Think You’re Not)

Each location handles I-9s “their own way”
You use paper forms with no digital backup
Managers aren’t trained or certified on I-9s
Supplement B reverification is “out of sight, out of mind”
You’ve never done an internal audit across all locations

How to Fix I-9 Compliance Across Locations

1. Unify Your Process with Digital I-9 Software
Standardize how every hire completes the I-9—whether onsite or remote. A platform like i9 Intelligence provides a single source of truth across all sites.
2. Use Centralized Dashboards and Notifications
Let local teams complete their part while giving corporate HR full visibility into errors, expirations, and completions.
3. Train Every Hiring Manager (and Track It)
Make I-9 training part of onboarding for managers. Use training support with confirmation logs so you’re protected during audits.
4. Automate Section 3 Reverification Alerts
Your corporate team should receive automated reminders before work authorizations expire. Don’t leave this up to local memory.
5. Schedule Internal I-9 Audits Across Locations
At least annually, audit a sample from each region. Use an I-9 self-audit checklist to spot issues before ICE does.

Location Growth Requires Compliance Maturity

If you’ve scaled your business but haven’t scaled your compliance process, you’re exposed. Whether you’re a retail chain, franchise brand, hotel group, or regional operator, standardizing your I-9 system is one of the highest-ROI moves your HR team can make.

Ready to Standardize I-9 Compliance Across All Your Locations?

ICE doesn’t audit one manager—they audit your entire operation. Whether you’re managing 5 locations or 500, inconsistent I-9 processes can expose every site to massive liability. Our software and support can help you