When hiring new employees, companies have a list of requirements to complete according to government standards. One such guideline is finishing and filing the Employment Eligibility Verification form or I-9 documentation. U.S. Citizenship and Immigration Services uses this form to ensure an employee is eligible to accept work in the United States and to verify his or her identity. While the current revision of the I-9 document expired on March 31, USCIS has instructed businesses to continue using the form until a newly amended version is released.
Proposed changes offer benefits
Government-related forms are always subject to change, and frequently are altered when agencies realize common mistakes or issues with the documentation. Enhancements to the current I-9 have been proposed and are currently being reviewed and commented on by the public. Once the discussion period has wrapped up, USCIS will look over the remarks, finalize the changes and spread the word of the new document's adoption among employers.
According to HR Business and Legal Resources, the modifications would simplify the verification process for organizations and reduce the number of technical errors that are consistently witnessed. The introduction of functionality and assistance tools will further streamline this documentation practice and help mitigate or prevent these mistakes moving forward.
A passport will verify a candidate's identity and work eligibility.New hire requirements
The process of bringing a candidate onboard can be stressful for human resource teams. There is a lot of documentation for both parties to complete including I-9 forms. Companies should make new employees aware of the requirements tied to this form, especially for identification purposes. Workers tend to fill out their portion of the I-9 on their first day with their new employer and are required to bring in a form of identification. These forms include:
- A U.S. passport.
- Foreign passport with temporary work authorization.
- A permanent resident card.
- An alien registration receipt card.
- An employment authorization document with a photo of the applicant.
The business, on the other hand, must complete the second section of the document within three days of that hire date, or first date of pay, according to USCIS. The finalization of the form – including signature of the HR leader – should occur once all necessary identification has been thoroughly examined for verification.
Completed I-9s should be organized into an employee file and kept for three years, if the worker continues with the company. Should the person cease employment, HR teams are only required to retain the document for one year, The Houston Chronicle noted.
Submitting comments
USCIS is asking for the public's opinion on the proposed changes to the I-9 form. The comment period will last until April 27. Written suggestions can be sent to the Office of Management and Budget Desk Officer via email to: oira_submission@omb.eop.gov. Businesses can also submit their comments via fax at: (202) 395-5806.
Companies and their HR teams should keep an ear out for information relating to potential changes to I-9 forms for employees. Once these alterations have been approved, it's crucial for employers to provide the right documentation to their workers on their first day.