Employers Now Required to Use New Form I-9

Employers Now Required to Use New Form I-9
November 13, 2023

As of November 1, 2023, the Department of Homeland Security (DHS) has mandated that employers use the revised Employment Eligibility Verification form (Form I-9). This modified form officially replaces the October 21, 2019 version. Announcing this mandate also marks the end of the grace period that allowed employers to continue using the October version. With the end of this grace period, employers must now use the version dated August 1, 2023, for all new hires.

The new Form I-9 features several significant changes from the previous version. The most notable changes include Sections 1 and 2. According to the DHS, the new form has condensed both Sections to a single page. It still requires the employee and employer to complete their part. In addition, the U.S. Citizenship and Immigration Services (USCIS) stated that these changes will make the process more efficient for employers.

In another move to reduce paper use, the DHS separated the Preparer/Translator Certification from Section 1. It is now a stand-alone supplement titled Supplement B. In addition, the entirety of Section 3, Reverification and Rehire, also became a stand-alone supplement. This part became Supplement A, which employers can print out and complete as needed.

A substantial addition concerns the introduction of a new checkbox. This box allows employers to indicate whether they examined an individual’s identity and work authorization documentation using an alternative method. This change coincides with the remote verification procedures introduced by the DHS as an alternative to traditional physical inspection.

Another significant change concerns the Lists of Acceptable Documents page. This list now includes acceptable receipts and links to information on automatic extensions of some employment authorization documents and physical documents. In a quality-of-life upgrade for employers, the USCIS also eliminated the requirement to enter “N/A” into unused Section 1 fields.

This new Form I-9 is a significant change from the previous. That said, procedures for completing the form have not changed, easing the transition between the Form I-9 versions. With this mandated use, employers should take time to familiarize themselves with the revised Form I-9. Employers may find and download this version on the USCIS website.

The best way to ensure uniform completion of this and future versions of Form I-9 is to use an electronic I-9 management tool. This secure cloud-based program can guide HR personnel through completing the verification process. It also provides digital storage of forms and documentation for a convenient, paper-free process.

Streamline your hiring process with an automated employment eligibility verification and ensure compliance today with I-9Compliance.