Immigration Site Visit HR Guide: The Essential Playbook for Unannounced Visits

Immigration site visits are stressful because they are usually unannounced. They can involve multiple agencies, each with different goals, and HR is often the first line of response. This Immigration Site Visit HR Guide breaks down exactly what HR leaders need to know, from who might show up to what documents to prepare, and how to train your team.

Why this matters for HR leaders

• You own compliance: Even if Legal files petitions, HR is the team that agents interact with first.

• Multiple agencies can knock on your door: It’s not just the Department of Labor (DOL). ICE and SEVP (Student and Exchange Visitor Program) can also visit your worksites.

• Preparation reduces panic: A clear response plan keeps your company compliant and your employees supported.

Who Might Show Up — and Why

Agency	Focus	What They Check
DOL / FDNS	H-1B & PERM	Compliance with job details, wages, and worksites listed in petitions
SEVP (DHS)	F-1 / STEM OPT	Whether the training plan (Form I-983) is being followed and the job matches filings
ICE	All employees	I-9 compliance across your entire workforce

Immigration Site Visit HR Guide: What Each Visit Means

1. DOL / FDNS Site Visits (H-1B & PERM)

• What they look for: Confirmation that the foreign national’s job, wage, and worksite match what was filed with USCIS and the DOL.

• What HR should prepare:

  • Employee’s current job description and salary records.

  • Documentation of worksite location(s).

  • Public Access Files (PAFs), which can be stored electronically or in paper form, but in either case should be organized and accessible. If electronic, access should be limited to HR and compliance staff. If paper, they should be kept in a secure but easy-to-retrieve location where HR can quickly provide them during a visit.

• HR tip: Designate a folder or system where these files can be retrieved quickly. Don’t assume they need to be at a physical office if everything is digital.

2. SEVP STEM OPT Visits

• What they look for: Verification that the employer is following the STEM OPT training plan (Form I-983) filed with DHS.

• What is a training plan?: A written document (Form I-983) outlining how the foreign national will be trained and supervised during their STEM OPT period. It includes:

  • Learning objectives.

  • Specific skills to be developed.

  • How progress will be measured.

  • Who is supervising the employee and how.

• Where to store it: Keep signed copies of the Form I-983 in your HRIS or shared compliance folder. Both HR and the employee’s manager should have access.

• HR tip: Train managers on what they signed off on. Officers often interview supervisors to confirm the plan is real, not just paperwork.

3. ICE I-9 Inspections

• What they look for: Compliance with the federal requirement to verify identity and work authorization for all employees, not just foreign nationals.

• What HR should prepare:

  • Organized I-9 files for current and past employees (within retention timelines).

  • Records of reverification for employees with time-limited work authorization.

• Where to learn more: See our detailed HR playbook here: Immigration I-9 Verification Guide

• HR tip: Conduct annual I-9 self-audits to correct mistakes before ICE finds them.

How to Respond When Agents Arrive

1. Stay calm and professional.

2. Ask for identification and any official notice or warrant.

3. Direct them to your designated HR/Legal contact. Never let reception or managers improvise.

4. Provide only what is requested. Don’t hand over unrelated files.

5. Log the visit. Record who came, what they asked for, and what was shared.

Internal Protocol for HR Leaders

• Designate a first responder: Decide in advance which HR leader will handle visits.

• Loop in Legal/WayLit immediately before producing documents.

• Debrief afterward: Document the visit and share next steps with leadership.

Proactive Steps You Can Take Now

• Train reception and frontline managers on a simple script: “Our policy is to route all requests to HR. Please wait while I contact them.”

• Store all immigration records electronically in one secure location.

• Schedule quarterly reviews of:

  • I-9 compliance.

  • STEM OPT training plan updates.

  • H-1B Public Access Files.

• Run a tabletop exercise with your HR team so everyone knows their role.

Final Takeaway

Unannounced visits are rare but real. As the HR leader, you don’t need to know every regulation, but you do need a playbook that ensures your team responds consistently and compliantly. With clear roles, organized files, and a simple escalation plan, you can turn an unexpected visit into a controlled process and keep your company protected.

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This article is intended as a process guide for HR leaders. It is not legal advice. Companies should consult with their qualified immigration and labor law attorneys for formal legal opinions and to address company-specific situations.