Hey there employers, did you know that starting on May 1st it is mandatory that you use the newest I-9 form when hiring new employees? That's right! Whether you have the employee fill out a paper form or an electronic form, there will be a new edition that will need to be used when bringing on a new worker. But you should note that the paper form new version actually does not have any updates or changes from the previous I-9 form version.
The updated I-9 forms are filled out by both the new employee and the employer. The sole purpose (if you didn't already know) of an I-9 is to "verify the identity and employment authorization of individuals hired for employment in the United States" (SHRM.org). This includes U.S. citizens and non U.S. citizens. What do these updates look like? According to SHRM.org, the following changes will be on the new form:
1) The Country of Issuance field will now have additional countries listed in Section 1.
2) In order for Section 2 to be completed, employers can choose an individual to act as the authorized employer in the business. However, the employer must be made aware that they could still be liable for any violations that the designated person commits. So make sure when you choose a person to do that section for you, that they do it accurately!
3) You don't have to write "N/A" in certain fields of the form.
4) The List C documents "does not include a worker's Employment Authorization Document (EAD) that contains a photograph" (SHRM.org). The EAD is a List A document, not List C.
It is extremely important, as the employer, that you have this form correctly filled out by you and the new hire because documentation is vital! The last thing you want is an inspection or audit and you have an employee who did not fill out this form, that's a big no-no. So make sure you cover yourself and the business by remembering to always use an I-9 form, and to especially take note of the mandatory I-9 form change on May 1st!
And if you're not in the mood to deal with new hires or recruitment, let us do all of that for you!