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USCIS and DHS Launch Revised Form I-9 and Alternative Document Verification Procedure and Revised Form I-9


By:  Mai Chao Chang, Brian P. Goodman and Storm B. Larson

The Department of Homeland Security (DHS) and U.S. Citizenship and Immigration Services (USCIS) have officially implemented changes to Form I-9 and remote document verification for E-Verify users.

Since August 1, 2023, qualified employers enrolled in E-Verify have been able to use an alternative procedure to remotely verify an employee’s I-9 identity and employment eligibility documents.  This alternative verification method is not available for employers who do not use E-Verify.

Under the new guidelines, within three business days of an employee’s first day of employment, a qualified employer (or an authorized representative acting on such an employer’s behalf, such as a third-party vendor) who chooses to use the alternative procedure must do the following:
  1. Ask the employee to send a copy of the document(s) satisfying I-9 requirements to the employer. The employer shall then examine the copies (front and back, if the document is two-sided) to ensure that the documents presented reasonably appear to be genuine;
  2. Conduct a live video interaction with the individual presenting the document(s) to ensure that the documentation reasonably appears to be genuine and related to the individual. The document(s) presented must be the same as originally provided;
  3. Indicate on the Form I-9, by completing the corresponding box, that an alternative procedure was used to examine documentation to complete Section 2, or for reverification, as applicable;
  4. Retain, consistent with applicable regulations, a clear and legible copy of the documentation (front and back if the documentation is two-sided); and
  5. In the event of a Form I-9 audit or investigation by a relevant federal government official, make available the clear and legible copies of the identity and employment authorization documentation presented by the employee.

This alternative process is optional, and qualified employers may continue to examine documents instead of using the alternative procedure.

Qualified employers who were enrolled in E-Verify during the COVID-19 temporary flexibilities may use this alternative procedure to satisfy the requirement to physically examine Form I-9 documentation.

FORM I-9 UPDATES

The new version of Form I-9 dated August 1, 2023 is now available for all employers to use. The revised Form I-9 has the following changes:
 
  • Sections 1 and 2 are reduced to a single-sided sheet;
  • The form will be able to be filled out digitally on tablets and mobile devices;
  • The preparer/translator certification section will become a standalone supplement that employers can provide to employees when necessary;
  • The Reverification and Rehire section will become a supplement that can be printed if needed;
  • The Lists of Acceptable Documents page is revised to include some acceptable receipts as well as guidance and links to information on automatic extensions of employment authorization documentation;
  • Form instructions are reduced significantly;
  • A checkbox is included allowing qualified employers to indicate they examined Form I-9 documentation remotely under a DHS-authorized alternative procedure rather than via physical examination.

Employers may continue to use the older version of Form I-9 (Rev. 10/21/2019) through October 31, 2023. After that date, employers who fail to use the new form will risk potential penalties. The revised Form I-9 can be downloaded from the USCIS website at www.uscis.gov/i-9.
 


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Contact Information

Erinn Stromberg, CCWP
Government/ Legislative Affairs Director

Ph: 262.544.4787
Em: legislativedirector@wishrm.org
Term start:  1/1/2021
 

Biography

Erinn Stromberg is Vice President of Human Resources at One Source Staffing.  She is a Certified Contingent Workforce Professional and also a member of the Waukesha Area Safety Council Leadership Group where she holds a position as Outreach Coordinator.  Erinn began her tenure at Engauge as a recruiter and now focuses on internal and external customers with regards to Human Resources.  Erinn’s focus is on employment law, insurance benefits, worker’s compensation/safety, internal recruiting/retention, employee engagement, career development and training.   Prior to working at One Source, Erinn was a national physician recruiter in Columbia, South Carolina and a national allied health recruiter.  Erinn is a UW-Madison graduate.  She resides in the Eagle/Mukwonago area and is married with three children.  Erinn is very excited to be involved with the SHRM family in her role as Legislative Director.  

 

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