The New Smart I-9 form will help eliminate errors in the completion of the I- forms. Read below to learn the requirements expected from employers and employees.
1. Do current employees need to complete the new I-9 form?
No, current I-9 forms do not have to be recompleted by current staff members.
2. Is the new I-9 form electronic?
No, the new I-9 form is not in an electronic format as defined in the regulations, but new employees and employers will use Adobe Reader to complete the form. The new form has been nicknamed the “New Smart Form.” The new format will assist employers to ensure the I-9 form is completed in compliance with the regulations, by the use of drop down boxes.
3. What changes have occurred from the previous version?
Some of the changes to the New Smart I-9 form are:
- Information entered into certain fields of the form is validated to ensure information is accurate.
- The new form utilizes drop-down boxes and calendars to eliminate technical errors.
- There are embedded instructions for completing each form.
- Additional spaces are provided to enter multiple preparers and translators.
- A new dedicated area to notate in the margins of the form such as extensions granted, recertifications’ dates, etc.
4. What are the Employers' responsibilities in regard to the new I-9 form?
Employers will still need to do the following:
- Provide new hires with instructions on completing Section 1 of the I-9 form
- Print the completed form(s)
- Obtain handwritten signatures
- Store form(s) in a safe place
- Monitor reverifications and updates with a calendaring system
- Retype information into E-Verify as required
5. When do I need to use the new I-9 form?
The new form must be used effective January 21, 2017. The previous version of the I-9 form is not permitted to be used after that date. Please discard all I-9 forms with an expiration date prior to August 31, 2019.
6. How do new employees complete the new I-9 form?
- The new employee will complete Section 1 of the form using Adobe Reader.
- Once Section 1 of the form is completed electronically, the employee is to click “Finish.” The system will then confirm each field in Section 1 is filled out. The new employee will click “Yes” to continue or “No” to make any corrections. When they click “Yes,” the employee will be instructed to print Section 1 and sign and date in the appropriate fields. If the employee is not able to sign their name, the employee is to place a mark in the field to indicate their signature.
- The new employee must provide the employer the required documentation of proof of eligibility to work in the United States within three business days of their start date.
7. What documentation do aliens authorized to work need to provide?
Starting January 21, aliens authorized to work in the United States need to provide only one of the three documents below:
- Alien Registration Number/USCIS Number
- Form I-94 Admission Number
- Foreign Passport Number
An employer cannot specify which document(s) an employee is to present to establish authorization and identity.
8. Which fields in Section 1 must be filled out?
The fields below need to be completed with the information requested or “N/A”:
- Other Last Names
- Apt. Number
- Email Address (read question #5)
- Phone Number (read question #5)
Also, the employee must check off one of the boxes below:
- I did not use a preparer or translator
- A preparer(s) and/or translator(s) assisted the employee in completing Section 1.
Now that I-9 forms are getting smart, let us review the old.