Front Desk Protocol for Handling Government Agents or Compliance Officers

As immigration enforcement actions have increased in the United States, people are encountering immigration agents more frequently, including at their workplaces. Employers must have a plan for employees to follow if immigration officers visit their company, school, restaurant, or other place of business.

If you are part of an organization’s reception staff, it is especially important to know what to do if there is an immigration-related visit since you will be their first point of contact. It is your responsibility to respond professionally while protecting company and employee information and ensuring that the workplace response complies with applicable law. Our experienced immigration attorneys work with companies to develop a front desk protocol for handling government agents or compliance officers to help prepare them for these occurrences.

Creating a Front Desk Immigration Protocol for Your Workplace

Every employer needs to proactively create a protocol for handling immigration visits by compliance agents and make sure all employees, especially reception staff, understand it.

The first step is to assign a point person for each immigration visit. This should be a designated contact whom the front desk staff should immediately inform in the event of an immigration visit. Ideally, the contact would be the employer’s legal counsel or a representative from HR.

Another important step is to organize records and make sure that the reception staff knows where to find the necessary I-9 documentation. Essential immigration-related records include copies of petitions, approval notices, immigration forms, job description information, and wage records.

What Should You Do During the Visit?

When a regulatory visit occurs, the first duty of the front desk staff is to verify the identity of the immigration officials. Ask for appropriate identification and find out what agency they are from while maintaining a calm and professional demeanor. Record any names, titles, and contact information that they will provide. This is also a good opportunity to notify the company’s designated contact for compliance visits.

Next, ask for the purpose of the visit. While remaining respectful of their inspection, try not to provide any documents and limit access to other parts of the facility until the designated legal or HR contact becomes involved. If the agents have a warrant, take a picture of it and make sure to inform legal counsel.

After the visit is complete, document any information about what happened. Write down questions that the officials asked or documents they requested. Make sure that the appropriate person follows up on any deadlines or requests from the agency.

Contact Our Team to Discuss Reception Protocols for Handling Government Agent Visits

If you have questions about creating a front desk protocol for handling government agents or compliance officers, our team at Monty & Ramirez LLP could help you establish a plan and prepare if an ICE agent visits your workplace. We provide dedicated and compassionate immigration and business guidance, helping empower employers and employees alike and protecting U.S. immigrants and permanent residents. Contact us today to schedule an appointment to discuss your specific needs.