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What You Need to Know About the Recently Updated I-9 Form

On Nov. 14 the U.S. Citizenship and Immigration Services (USCIS) published a new version of the Form I-9 which is used to verify the identity and employment authorization of workers.

When is it Valid?

While the revised version is available now, you can still use the current Form I-9 (dated 03/08/2013) until Saturday, Jan. 21, 2017. After Jan. 21, all previous versions will be invalid and employers must use the new version (dated 11/14/2016.)

What Changed?

According to their press release, USCIS explained Form I-9 changes to include:

“easier to complete on a computer.”

• The addition of prompts ensuring that information is entered correctly
• Section 1 now requires “other last names used” rather than “other names used,” reducing the probability of employees entering nicknames into the field
• The inclusion of a supplemental page for the preparer/translator
• Streamlined certification for certain foreign nationals

The changes are also expected to help make it “easier to complete on a computer.” This can be seen through enhancements such as online calendars, access to updated instructions and drop-down lists.

What to Look for In Your Software

Employers must ensure Form I-9 is completed properly for every individual they hire, so many businesses rely on HR technology to help them automate their employment verification process.

However, not all solutions meet U.S. federal regulations when it comes to filing I-9 forms. Moreover, the U.S. Immigration and Customs Enforcement (ICE) rulings hold employers responsible for their software vendor’s noncompliance. An article for HR Magazine entitled “The Compliance Risks of I-9 Software,” noted that the U.S. Immigration and Customs Enforcement regulations state that electronic I-9 systems should provide backup and recovery of records to protect against information loss, as well as reasonable controls to ensure integrity, accuracy and reliability.

Staying Informed

It’s crucial that HR leaders thoroughly research differences in systems and settle on one that ensures I-9 consistency and allows for easier spot-check audits. Moreover, businesses should consider an all-in-one human capital management (HCM) technology that provides peace of mind when updates, like the recent I-9 form, occur.

DISCLAIMER: The information provided in this blog is for general informational purposes only. Accordingly, Paycom and the writer of the above content do not warrant the completeness or accuracy of the above information. It does not constitute the provision of legal advice, tax advice, accounting services, or professional consulting. The information provided herein should not be used as a substitute for consultation with professional tax, accounting, legal or other professional services.