The New I-9 Form
New I-9 Form Mandated After January 22, 2017
The I-9 form is used for employment eligibility when hiring new employees. It is one of many forms that need to be completed when you onboard a new employee.
Effective Tuesday, January 17, 2017, the new I-9 form, which is dated 11/14/2016, must be used.
The U.S. Citizenship & Immigration Service (USCIS) of the Department of Homeland Security (DHS) has issued a new Form I-9 Employment Eligibility Verification and instructions, which go into effect Jan. 22, 2017.
Both employers and employees are responsible for completing their respective sections of Form I-9. Under the provisions of federal law, employers must complete Form I-9 to document verification of the identify and employment authorization of each new employee, citizens and non-citizens, hired after Nov. 6, 1986, to work in the United States.
Here is a summary of the changes:
- Section 1 asks for “other last names used” rather than “other names used,” and streamlines certification for certain foreign nationals.
- The addition of prompts to ensure information is entered correctly.
- The ability to enter multiple preparers and translators.
- A dedicated area for including additional information rather than having to add it in the margins.
- A supplemental page for the preparer/translator.
The instructions have been separated from the form and include specific instructions for completing each field. The revised Form I-9 is also easier to complete on a computer. To check to see if you are using the correct I-9, check the form’s date, which should be 11/14/2016. If you are using the one dated 03/08/2013, you are using the old one and must switch to the new one.
You can get the new I-9 form here:
The term employers refers to all employers, including those recruiters and referrers for a fee. An employee refers to anyone who performs labor or services of any kind in the United States for an employer in return for wages or other remuneration.
The term employee does not include anyone who does not receive any form or remuneration (such as volunteers), independent contractors or those engaged in certain casual domestic employment.
An employee must present to his/her employer within three business days of starting work for pay, documentation that establishes their identify and employment authorization. Questions regarding employment authorization eligibility can be obtained from the Handbook for Employers: Guidance for Completing Form I-9 (M-274). Specific instructions related to completion of Form I-9 can be found here.
Starting 1/22/2017, USCIS only will accept the 11/14/16 (new) edition of Form I-9. Until then, you can continue to use the 03/08/13 edition, or you can use the new edition if you wish. The edition date is located at the bottom of the page of the I-9 form and related instructions.
The new I-9 form must be on file for all employees along with the 2017 IRS form W-4.
If you are using QuickBooks payroll you can find these forms in the Employee Center of QuickBooks!