Just before Thanksgiving, the United States Citizenship and Immigration Services (USCIS) published its plan to make new changes to the existing I9 form.  The I9 form is a mandatory form that must be completed for all newly hired employees within 3 days of hire.  The form was last changed in 2013, when the form was revised to add a second page and add additional requests for information.

What are the proposed changes to the I9?

• To cut down on errors and mistakes, the new I9 form will be completed on a computer (using a writable pdf form) after it is downloaded from the USCIS webpage.  Some fields will be changed for accuracy before it can be completed.
•  Some sections of the form will use drop down menus and calendars to improve accuracy and ease of use.
• Some on-screen instructions will provide guidance and information to employees and employer representatives.
• Once complete, the form will still need to be printed by the employer.  The new form is not an electronic I9.
• Once printed, the form will generate a quick-response matrix barcode, or QR code, which will be used to streamline audit processes by investigators.
• Form eliminates the “other names used” box.
• Additional spaces are added to enter multiple preparers and translators.
• Streamlines the certification in Section 1 for certain foreign nationals.

There are no proposed changes to the 3 day deadline for completion, the type of documents required to prove employment eligibility, the rules for storing the I9s and how to make correct mistakes on the forms.

After the 60 day comment period, the USCIS may make changes to the form and publicize an implementation schedule for the public.  See the new proposed I9 form by clicking here.

HR for Business – Consultstu LLC provides fractional HR services to small/mid businesses, and helps companies minimize HR costs and improve HR efficiency.  He assists clients with customized HR solutions that provide protection from expensive HR mistakes and strategies for improving employee engagement.  Contact Stuart Charlson at 727-350-0370, or email[email protected]