If you’re in the trucking business, you might encounter drivers presenting a Social Security card labeled, “Valid for work only with DHS authorization.”
This restriction raises a crucial question: Can you legally hire them?
What steps are necessary to ensure your company remains compliant when hiring drivers with this type of Social Security card?
This article will walk you through exactly what you need to know—from verifying work authorization to tracking expiration dates—so you can confidently bring these drivers on board without risking compliance issues.
Read on to understand how to properly handle DHS-restricted Social Security cards, maintain the right records, and avoid any potential legal hurdles for your trucking company.
What Does “Valid for Work Only with DHS Authorization” Mean?
Some Social Security cards include a note that says, “Valid for work only with DHS authorization.” This label means that the cardholder can legally work in the United States, but only if they have authorization from the Department of Homeland Security (DHS). These cards are usually issued to people who are not U.S. citizens but have temporary permission to work here.
For trucking companies, this type of Social Security card signals a few important steps. Before hiring, you need to confirm that the driver’s legal right to work is up to date since their permission is limited and often temporary.
How to Hire Truck Drivers with DHS-Restricted SS Cards
To hire a driver with a DHS-restricted Social Security card, follow these steps to ensure you’re meeting legal requirements:
Step 1: Ensure All New Drivers Complete the I-9 Form
Every new employee, including those with DHS-restricted Social Security cards, must fill out an I-9 form. This form is government required and helps confirm the individual’s identity and their right to work in the United States. Make sure all your employees complete this form as part of the hiring process. The employee is required to present documents (see the list), along with the I-9, that prove employment eligibility.
Step 2: Verify Work Authorization with DHS
If the Social Security card includes the text “valid for work only with DHS authorization,” you also need to ask for proof of work authorization from DHS. This will be in the form of an Employment Authorization Document (EAD), which confirms that the person is legally cleared to work in the United States.
Step 3: Check Expiration Dates on All Documents
Make sure the work authorization document is valid and not expired. In fact, all documents presented with the I-9 form are required to be valid and not expired. It is your responsibility to confirm that the documents are still active before hiring the driver.
Step 4: Keep Copies in Driver Files for Compliance
Once you’ve confirmed the document’s authorization, make copies of all documents presented for work authorization. Keep these records in the driver’s file for future reference. These documents protect your business if you’re ever audited or questioned about compliance.
Once you’ve completed the initial steps to verify a driver’s work authorization, the next crucial part of staying compliant is keeping track of authorization expiration dates.
Why Tracking Authorization Expiration Dates Matters
For drivers with DHS Social Security cards, authorization often has an expiration date. Keeping track of these dates is crucial. Here’s why:
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Avoid Penalties by Tracking Expiration Dates
Allowing a driver to work after their authorization expires can lead to fines, penalties, and even legal trouble for your business. Failure to follow DHS rules could also hurt your company’s reputation. -
Setting Up Reminders for Renewal Deadlines for Document Expirations
Use a calendar or a digital reminder system to stay on top of expiration dates. Set reminders to check on the driver’s authorization at least 30-60 days before it expires. This gives both you and the driver time to renew without stress. -
Helping Drivers with Timely Reminders
Drivers will need to renew their authorization from time to time. Send a reminder a month or two before it expires to help keep everything running smoothly. Remember, once their document expires, they are no longer authorized to work.
Along with tracking expiration dates, there are other simple but essential practices that can help keep your trucking business compliant with DHS requirements.
Additional Tips for Staying Compliant
Here are some additional tips to keep your trucking business compliant with DHS rules:
Organize Driver Files and Keep Essential Documents on Hand
Make sure each driver’s file includes a copy of their Drivers License, Social Security card and any work authorization documents. Good record-keeping makes it easier to prove compliance if your business is audited.
Use Digital Tools for Compliance Tracking for Document Expiration Reminders
Many HR systems allow you to set up automatic reminders for important dates. Use these reminders to keep track of upcoming expiration dates and renewals.
Consider HR Support for Compliance Management
Managing DHS requirements can be challenging. An HR service can help keep track of paperwork, reminders, and other compliance needs.
By following these tips, you’re well on your way to building a strong compliance process—but let’s recap the important takeaways to make sure you’re fully prepared.
Final Compliance Tips for Hiring DHS-Authorized Drivers
Hiring drivers with DHS-authorized Social Security cards can be done smoothly if you follow the right steps. By verifying their work authorization, tracking document expiration dates, and keeping proper records, you can ensure compliance and avoid costly mistakes.
Remember, each new driver with a restricted Social Security card brings specific requirements. Missing an expiration date or failing to verify authorization can lead to serious consequences, so staying organized is key.
To stay compliant, double-check that you have completed I-9 forms and, if needed, up-to-date DHS authorizations on file for each driver. Set up reminders to review authorization documents well before they expire and keep clear records for easy access.
By following these practices, you’ll be prepared to hire qualified drivers while keeping your company safe from compliance issues. Your commitment to staying on top of these details will protect your business and help maintain smooth, lawful operations.
For a deeper look into best practices for hiring and onboarding drivers, read our article: Best Practices for Hiring Your First Driver.
