U.S. Citizens and Immigration Services (USCIS) has released a new version of Form I-9, Employment Eligibility Verification.
What is a Form I-9?
Federal law requires employers to hire only individuals eligible to legally work in the United States – either U.S. citizens or foreign citizens who have necessary authorization. To comply with the law, employers must verify the identity and employment authorization of each person they hire by completing and retaining Form I-9.
When do I need to use it?
The new Form I-9 is dated November 14, 2016 and has an expiration date of August 31, 2019. Employers may use the new version or may continue using a Form I-9 with a revision date of March 8, 2013 through January 21, 2016. As of January 22, 2017, employers must use only the new version. Employers should also continue to follow existing storage and retention rules for all of their previously completed Forms I-9.
Among the changes in the new version of Form I-9, Section 1 of the form asks for “other last names used” rather than “other names used,” and streamlines certification for certain foreign nationals. Other changes include:
- The addition of prompts to ensure information is entered correctly, if completing on a computer;
- The ability to enter multiple preparers and translators;
- A dedicated area for including additional information rather than having to add it in the margins;
- A supplemental page for the preparer/translator.
Additionally, the instructions have been separated from the form and include specific instructions for completing each field.
According to USCIS, the new Form I-9 is easier to complete on a computer. Enhancements include drop-down lists and calendars for filling in dates, on-screen instructions for each field, easy access to the full instructions, and an option to clear the form and start over. When an employer prints the completed form, a QR code is automatically generated, which can be read by most QR readers.
The latest Form I-9 will be available within TLC’s Paperless Onboarding. All of our clients receive Paperless Onboarding for free to help your business stay efficient, secure, and to make you look professional to new employees.
You can download the new PDF Form I-9 and instructions from the IRS’s website by clicking here.