Companies and their human resources teams have to complete and submit a number of documents on their employees' behalf. One of the most important forms is the I-9, which verifies workers' identities and ability to be employed within the U.S.
This paperwork is always subject to change but was last altered in 2013. The time has come for an updated form. The U.S. Citizenship and Immigration Services, a component of the U.S. Department of Homeland Security, has plans to release an upgraded version of Form I-9 by Nov. 23. Here's what employers need to know:
Current document still acceptable
Although the new form will be made available toward the end of November, the USCIS will continue to accept the current I-9 documentation for the next reporting period. Carrying a March 31, 2016, expiration date, the form will be accepted until Jan. 21, 2017.
Employers must have a completed Form I-9 on file for each person they hire who is also listed on payroll. This documentation should be stored for three years after the date of hire or for one year after employment is terminated, according to the USCIS. While this paperwork shouldn't be filed with the USCIS or U.S. Immigrations and Customs Enforcement departments, it should be available for inspection by the Department of Homeland Security or the Department of Labor or Department of Justice, if necessary.
"Employers will experience a longer grace period prior to the new Form I-9."
The updates
Once Jan. 21, 2017, has passed, the new Form I-9 will be the only version of the document valid for employee identification and work authorization. The updated form includes enhanced elements designed to reduce errors and the amount of actual paperwork, according to Business Management Daily. Instead, the USCIS wants companies to complete the documentation on their computers.
In addition to a push for digital records, the permission to allow employers to continue using the older version of Form I-9 gives companies a longer grace period than they may be used to. When the 2013 copy of Form I-9 was released, businesses only had two months to begin using the new document. With the fall release date, organizations will have an additional month, giving HR teams the time they need to update policy documents, training and other practices that accompany the completion of this form.
Next steps for employers
It's critical for companies to stay up to date with the updated Form I-9. Once the changed document is made available, businesses should attempt to begin using it as soon as possible. While the older version can be used for a short period of time, implementing the newer form will help both employees and HR leaders acclimate more easily, while also giving them time to get important questions answered.
Additionally, executives should be mindful of the deadline for the use of the 2013 Form I-9. Once this date has passed, all new hires will need to fill out the document scheduled to be released in November.
Triton HR can ensure organizations of all industries and sizes are ready for the newest Form I-9. Triton offers assistive consulting services to aid companies with complete compliance. Learn more here.