New Form I-9 Effective September 2017
Posted on August 28, 2017 by Andrea Shindlebower in Employee Forms

Weekly HR News - Hiring

New Form I-9 Effective September 2017

The U.S. Citizenship and Immigration Services (USCIS) has released a new version of the I-9 Employment Eligibility Verification. The new form is dated 07/17/17 in the lower left corner, and it replaces a version dated 11/14/2016. Employers may use either form through September 17, 2017, but beginning on Sept. 18, 2017, the new version of the form must be used for any new hires.

The USCIS states the changes to the form are as follows:

Revisions to the Form I-9 Instructions:

  • The name of the Office of Special Counsel for Immigration-Related Unfair Employment Practices has been changed to its new name, Immigrant and Employee Rights Section.
  • The words “the end of” have been removed from the phrase “the first day of employment.”

Revisions related to the List of Acceptable Documents on Form I-9:

  • The Consular Report of Birth Abroad (Form FS-240) has been added to List C.
  • All the certifications of report of birth issued by the Department of State (Form FS-545, Form DS-1350, and Form FS-240) have been combined into selection C#2 in List C.
  • All List C documents except the Social Security card have been renumbered.

The USCIS has also issued a revised Handbook for Employers (M-274) that contains the most current information on completing the I-9.  Note that ALL employers, including cities, are required to fill out an I-9 form on all new hires. 

This form is used to verify the employee’s identity and their ability to work in the United States and should be filled out on the first day of employment with the city.  Penalties for not filling out this form, or from filling it out improperly can cost the city thousands of dollars. 

Also, keep in mind that if you are going to keep paper copies, it is a good practice to have one file with all employee I-9s within that file in alphabetical order. This is to be sure that you can easily comply with the three-day requirement to turn over these documents if requested by the Department of Labor or Department of Justice.  Another reason for this practice, is that the information on these forms is confidential and would never be subject to an open records request.  Having them outside of the personnel file, and in a locked cabinet, ensures that they will remain confidential. 

Retention of these records will be at least as long as the employee works for the city.  Once the employee has left city employment you are required to keep them three years from the date of hire or one year from the date of termination whichever is longer.  The USCIS website can assist in calculating the required retention of each form. 

For questions about this or any other employment related matters, contact personnel service specialist, Andrea Shindlebower Main.

SHARE THIS:

Updated I-9 Forms. Beginning Jan. 22, USCIS will no longer accept old forms.
Posted on January 3, 2017 by Andrea Shindlebower in Employee Forms

Weekly HR News - Hiring

Updated I-9 Form

The United States Citizen and Immigration Services (USCIS) has updated the I-9, Employment Eligibility Verification form.  Beginning January 22, 2017, the USCIS will no longer accept the form dated March 8, 2013. The new form can be found at https://www.uscis.gov/i-9 and the date of any form can be found at the bottom of the page. 

Some of the changes in the new version include:

  • Employees only need to provide other last names used in Section 1, rather than all names used.
  • The certification in Section 1 for certain foreign nationals takes less time to complete.
  • There are additional spaces to enter multiple preparers and translators.
  • There is a dedicated area to enter additional information that employers have been required to notate in the margins of the form.

 Also, when the revised Form I-9 is completed on a computer, users will see: 

  • Checks to certain fields to ensure information is entered correctly.
  • Drop-down lists and calendars.
  • Instructions on the screen that users can access to complete each field.
  • Buttons that will allow users to access the instructions electronically, print the form, and clear the form to start over.

 

ALL employers, including cities, are required to fill out an I-9 form on all new hires.  Employers, must complete a Form I-9 for every employee hired after November 6, 1986. The I-9 form is used to verify the employee’s identity and their ability to work in the United States and should be filled out on the first day of employment with the city.  Penalties for not filling out this form, or from filling it out improperly can cost the city thousands of dollars. 

Also, keep in mind that if you are going to keep paper copies, it is a good practice to have one file with all employee I-9s within that file in alphabetical order. This is to be sure that you can easily comply with the three-day requirement to turn over these documents if requested by the Department of Labor or Department of Justice.  Another reason for this practice, is that the information on these forms is confidential and would never be subject to an open records request.  Having them outside of the personnel file, and in a locked cabinet, ensures that they will remain confidential. 

Retention of these records will be at least as long as the employee works for the city.  Once the employee has left city employment you are required to keep them three years from the date of hire or 1 year from the date of termination whichever is longer. 

For additional questions regarding this or other personnel related matters, contact Personnel Services Specialist, Andrea Shindlebower Main.   

 

SHARE THIS:

Hiring – The I-9 Form Expired March 31st
Posted on April 7, 2016 by Andrea Shindlebower in Employee Forms

HR Weekly

Hiring – The I-9 Form Expired March 31st

The current version of the Form I-9 expired on March 31, but until further notice employers should keep using the expired form until the new form is available on the U.S. Citizenship and Immigration Services (USCIS) website

On March 28, 2016, the USCIS published a second round of proposed changes to the form in the Federal Register, giving the public 30 days to comment.  Once that comment period has ended more changes may be made and then it will be sent to the Office of Management and Budget for review and approval. 

The purpose of the proposed changes is lessen technical errors for which employers may be fined, and include:

  • A start over button, which will allow the user to start over more easily.
  • Instant access to the instructions through the use of hyperlinks.
  • Anti-discrimination notice, which states that employers cannot specify the forms that the employee presents for validation.
  • Each section will also have a “click to finish” button that will validate that the information has been entered correctly.
  • Will only require other last names used instead of all other names used.
  • A QR code, that can be used to streamline audit processes.
  • Automatic formatting of the SSN.
  • Immigrants authorized to work will only need to provide either their Form I-94 number, foreign passport information or alien registration number.
  • Added spaces to include the names of multiple preparers and translators.
  • A dedicated area to enter supplementary information that employers are presently required to write in the margins.

KLC will send out a notice once the new form is officially required. For questions on this or other personnel matters, contact Andrea Shindlebower Main, KLC personnel services specialist.

SHARE THIS: