In the world of employment verification, staying up-to-date with the latest regulations is crucial for employers and employees. Effective November 1st, 2023, significant changes have been made to Form I-9, Employment Eligibility Verification. These changes impact how employers verify the eligibility of their employees to work in the United States. If you’re a business owner, continue reading to closely examine the revisions made to Form I-9 and the implications for employers.
The August 1st, 2023, version of Form I-9 brings a range of revisions designed to enhance its usability, accessibility, and compliance. The following are notable changes:
- Tablet and mobile compatibility: Form I-9 has been redesigned to be fillable on tablets and mobile devices, making it easier for employers and employees to complete the form electronically.
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Remote verification option: A significant change is the addition of a checkbox that allows certain employers to indicate they have examined Form I-9 documentation remotely. This alternative procedure aligns with the U.S. Department of Homeland Security’s new guidelines. It provides an option for remote examination rather than physical examination of documentation. This change is especially significant in light of the shift towards more flexible and remote work arrangements.
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Redesigned Lists of Acceptable Documents page: The Lists of Acceptable Documents page has been updated for clarity and ease of use. This section guides employers and employees on which documents are acceptable for establishing identity and employment authorization.
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Updated notice to avoid discrimination: Form I-9 now includes an updated notice that provides guidance on preventing discrimination in the Form I-9 process. Ensuring the employment eligibility verification process is free from bias and discrimination is critical.
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Reduced instruction pages: The instructions accompanying the Form I-9 have been streamlined. Previously, there were 15 pages of instructions; now, there are only eight. This reduction aims to make the instructions more concise and user-friendly, helping employers and employees navigate the process more efficiently.
New Edition Date
The key change to Form I-9 is its edition date. Employers are now required to use the most current version of the form, dated August 1st, 2023. The previous edition, dated October 21st, 2019, will be valid until October 31st, 2023. From November 1st onwards, it’s essential for employers to switch to the updated form to ensure compliance with the latest regulations.
Forms For Existing Employees
The good news for employers is that they do not need to complete a new Form I-9 for current employees with a properly completed Form I-9. Unless re-verification is required for an employee after October 31st, refiling the updated form for existing workers is unnecessary.
Consider Utilizing A PEO
Navigating the employment verification and compliance landscape, many businesses are turning to professional employer organizations (PEOs) for expert assistance. PEOs like GMS are well-versed in the intricacies of Form I-9 and a broader realm of HR compliance. By partnering with a PEO, businesses can ensure that they seamlessly implement these changes, stay compliant with regulations, and reduce the administrative burdens associated with managing the workforce. Whether it’s adopting the latest edition of Form I-9, incorporating remote verification processes, or providing comprehensive guidance to employees, a PEO offers the expertise and support that can make a crucial difference in helping businesses thrive in an environment where compliance is paramount. When navigating these complexities, a PEO can be the trusted partner that empowers businesses to focus on what they do best while staying on the right side of the law. Contact us today to learn more.