In July, a new version of the Form I-9 was published by U.S. Citizenship and Immigration Services (USCIS). In this article, we’ll share our thoughts about what the changes to this form – used by HR to verify employment eligibility – might mean for your business.
The Purpose of Form I-9
Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the U.S. As an employer, you must ensure proper completion of Form I-9 for each individual you hire, including citizens and non-citizens. Both employees and employers must complete the form.
As the employer, you must examine the employment eligibility and identity document(s) an employee presents and evaluate whether they reasonably appear to be genuine and record the document information on the Form I-9. A list of acceptable documents can be found on the last page of the form.
What Changes Were Made?
The new version brings subtle changes to the form’s instructions and a list of acceptable documents, which were created with the goal of making the form easier to navigate. In addition to changing the wording on the form, the new version renumbers all List C documents – except the Social Security card – and streamlines the certification process for certain foreign nationals.
Employers completing the Form I-9 on a computer will be able to select the newly added Consular Report of Birth Abroad Form FS-240, which is issued to certain employees born overseas to a U.S. citizen parent. E-Verify users will also be able to select Form FS-240 when creating a case for an employee who has presented this document for employment eligibility verification.
Managing the Change with HR Actions for Sage HRMS
While these recent changes to Form I-9 are fairly minor, it’s still important for HR professionals to understand what’s required in order to maintain compliance. That’s exactly what HR Actions I-9 for Sage HRMS is designed to do.
HR Actions I-9 is an add-on module for Sage HRMS that’s designed to streamline the employment eligibility verification enabling paperless completion of Form I-9 during the onboarding process or when an update/re-verification is required.
With Sage HRMS HR Actions I-9, employees complete and electronically sign Section 1 of Form I-9. The employer (either a manager or human resources representative) completes Section 2 online. If desired, form access can be limited to only the employee and human resources so it’s totally secure from start to finish. Perhaps best of all, everything in HR Actions I-9 stays up to date and current with any changes so you don’t have to worry about noncompliance or accidentally using old forms.
If you’d like to learn more about HR Actions I-9 or Sage HRMS, click below to get in touch and one of our HR consulting experts will follow up with you.