a new form i-9 is here and this is what you need to know

Attention employers, a new I-9 is has arrived. On November 14th, 2016 the United States Citizenship and Immigration Services (USCIS) published a revised Form I-9, Employment Eligibility Verification.
Even though the form is available right now, and your small business can start to use it right now, the official compliance deadline is January 22, 2017.  Starting January 22, all employers must use the new version of the Form I-9 dated 11/14/2016. Until then employers may continue to use the version dated 03/08/2013. So if you have some of these still laying around, go ahead and use them up before January 22.

The new I-9 Form is Available Here

So what’s so different about the form? Well, I took a look and did some research to fill you in on the changes and how they may affect your small business. The main goal of the revisions according to the USCIS is to reduce errors and make it easier to complete to form using a computer. The updates made to accomplish these goals include:

• Section 1 asks for “other last names used” rather than “other names used” (This is a welcome change, as this caused confusion for some new hires. They often listed nicknames or names other than last names.)
  
• When completed on a computer there are on screen prompts that provide clarity of the information requested and how to fill out the section.
  
• The ability to enter multiple preparers and translators.
  
• A dedicated area for including additional information so it doesn’t have to be written in the margins.
  
• A separate page for the preparer/translator.

Another thing good thing about the revisions is that the instructions have been separated from the form, which makes it easier to print the form without all those additional pages. The instructions now also include specific instructions for completing each field on the form.
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In addition, the form is set up to be completed online using a computer. You will however need to have Adobe Reader 8 or better installed on your computer to do this. If you choose to use this functionality there are some pretty nice enhancements. Those include:

• Drop down lists and calendars for filling in dates
  
• On screen instructions for each field
  
• Full form instructions are easily available by clicking the on screen button.
  
• Option to clear the form and start over.
  
• Automatically generated QR code when the employer prints the completed form.
  

So now that you know what’s new, here’s how to get ready.

• Use up or destroy all Form I-9s dated 03/08/2013 by January 22, 2017. I just went ahead and threw away all of these forms and restocked them with the updated form. That way I won’t get distracted and forget.
• Update any employees involved in the hiring process on the changes to the Form I-9 and when to start using the new form.
• Read the Handbook for Employers Guidance for Completing the Form I-9. It provides very detailed information on everything you need to do and know about correctly completing the Form I-9. It may be a good idea to have all employees involved in the hiring process to read this guide as well.
• Print out copies of the new Form I-9 and have them ready for use.

In addition to these steps and becoming familiar with the new I-9 form, it is recommended that employers stay vigilant about I-9 compliance.  Proactive activities would include reviewing your current I-9 processes for compliance and completeness as well as conducting an I-9 audit.