By Mandy M. Nevius, Human Resources Manager
Effective January 22, 2017, the U.S. Citizenship and Immigration Services issued a new “smart” I-9 form with fillable fields.
This new version is very similar to the previous form. The “smart” portion of the new I-9 includes drop-down menus with options, but it does not integrate electronically with E-Verify or other systems. The new form does not store information.
Most importantly, the I-9 form continues to require a physical signature and not an electronic one. The form may be completed electronically, but it must still be printed and signed in person.
Other notes on the new I-9:
- It is not required for existing employees, only employees hired on January 22, 2017 and after.
- There is a new large box where employers may enter additional information (be careful to enter only information relevant to the I-9 form such as E-Verify case number, employee termination date, etc.).
- Fields that could previously be left blank (e.g., middle initial) must now have an entry (e.g., N/A).
- The employee must check a box on the first page indicating whether or not a translator was used to complete the form.
- Employment eligibility and document review must be done in person and not via webcam, Skype, FaceTime, etc.
- The “smart” form will indicate errors and signal what needs to be fixed.
- New I-9 form: https://www.uscis.gov/sites/default/files/files/form/i-9.pdf
- I-9 and Employment Eligibility Verification information: www.uscis.gov/i-9
Mandy has over 15 years experience working with public accounting firms in the areas of training, career development, compensation, and recruiting. She shares her knowledge and insights on labor regulations and upcoming changes with her colleagues and the Firm’s clients.
Source: SHRM New Form I-9: Key Changes HR Needs to Know by Roy Maurer, January 17, 2017.
The information contained within this article is provided for informational purposes only and is current as of the date published. Online readers are advised not to act upon this information without seeking the service of a professional accountant, as this article is not a substitute for obtaining accounting, tax, or financial advice from a professional accountant.