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Man Filling out Tax Form

An updated I-9 Employment Eligibility Verification Form was released by The US Citizenship and Immigration Services (USCIS) and took effect on May 7, 2013.

If you are an employer, you are required to complete a Form I-9 for each person you hire in the United States. This form helps you verify your employee’s identity and employment authorization. It is important that you include this form as part of any packet you give to a new employee. It is incumbent on the employee to complete Section 1 of the I-9 on his first day of hire. You, as the employer, must ensure that the documentation is acceptable and complete Section 2 of the I-9 form within three business days of the hire date. If the person is hired for less than three days, you must complete the entire form on the date of hire.

If you complete and retain Form I-9 in paper format only, you must retain the original Form I-9 with the original handwritten signatures for three years after the date of hire or one year after the date the individual’s employment is terminated, whichever is later. Photocopies of the completed Form I-9 are not acceptable.

It is not necessary for you to complete the new Form I-9 for current employees with an old Form I-9 on file. However, if you are required to re-verify the employee’s employment authorization document as a result of the document expiring, a new Form I-9 should be filled out.

What are the changes to the new Form I-9?

  • The new Form I-9 is now two pages (the old form was just one page).
  • The new form has expanded instructions.
  • The new form has new fields for email address, phone number and foreign passport in Section 1. 

Important information from simplicityhr.com:

“The new form (Rev. 03/08/13) should be used immediately, but employers may use the 02/02/09 and 08/07/09 versions of the form until May 7, 2013, after which time use of the new form is mandatory. Employers who fail to properly complete and retain I-9 forms are subject to civil fines of up to $1,100 per form and, in some cases, criminal penalties.”

The new form (with instructions) from USCIS can be downloaded here. The USCIS also has a website and a Handbook for Employers for those seeking extra help. If you are seeking customer support, you can find it here.