There’s a new Form I-9? Yes! And here’s three ways to do it right.
A new Form I-9 is available for employers to use after 8/1/2023. If you have employees, what does this mean for you? If you’re like me, it’s nice to have someone just give you the bullets to what is often a drawn-out, more-complicated-than-it-needs-to-be process.
For those who haven’t worked in HR, the Form I-9 is used to verify the identity and employment authorization of individuals hired in the United States. If you hire people, it’s required for all employees to complete the Form I-9 for each individual they hire and both the employee and employer must complete sections of the form by providing acceptable documents as evidence of identity and employment authorization.
Does that sound scary? Bottom line: it’s required to complete the form if you hire employees.
First, don’t panic. The prior version of the form (Rev. 10/21/19) can be used through 10/31/2023, but beginning 11/1/2023, only the new Form I-9 will be accepted.
Here’s three ways to ensure you’re doing it right:
Use the new form
By 11/1/2023, ensure you’re using the new Form I-9 dated with 8/1/2023 at the bottom for all new hires. If you complete employment verifications through your payroll system or HRIS, contact them to ensure they’re prepared for the transition and processes will be updated, if necessary.
Remote verification is now allowed for qualified employers
All I-9 verifications used to be required to be in-person. During the pandemic, there was a temporary flexibility to complete verifications remotely (ie. the new hire holding their documents up to a camera) and recently, these had to be updated or reverified. With the new form, however, if remote verification is offered, then all employees are eligible to use the remote verification process. This is to minimize discrimination against citizenship or immigration status (ie. “I want to see your documents in person because it’s suspicious.”) Make sure to check the “alternative procedure” box to indicate the verification was completed remotely. A “qualified employer” just means they are enrolled and in good standing with E-Verify.
Train your HR employees
Many companies suffer the consequences of innocent mistakes regarding employment verifications. Has your HR team (or whoever hires employees) been trained so you can avoid costly fines or violations? Make sure you know how to correctly fill out the I-9 form, collect proper documentation, and comply with record keeping best practices.
Employment law is a moving target and new forms and guidelines are published often. If this seems confusing, overwhelming, or it’s just not the best and most efficient use of your time, let’s connect to see how I can support you. Let’s chat!