Form I-9 is a document managed by US Citizenship and Immigration Services (USCIS) to verify the identity and employment authorization of any individuals hired in the U.S., no matter the industry. Every employer must complete Form I-9 accurately for every person they hire (including citizens and noncitizens).
The form is used for an employee to confirm they are eligible for work in the U.S., and they are also required to show their employer the acceptable documents as evidence of identity and authorization. The hiring authority is required to check the documents to be sure they  are essentially them, and fill in the information on the Form I-9.
What the New I-9 Form Means for Government Contractor HR Teams
Form I-9 had been used for the last two decades, and a new version of Form I-9 was issued by USCIS last week. The biggest update to the newly released form is a checkbox for employers that want to use an alternative virtual verification procedure. Having the ability to remotely review and verify employment authorization documents is a development that HR professionals have been wanting for some time. DHS had eased up on I-9 requirements to accommodate organizations during the COVID-19 pandemic, but at that time was meant to be temporary.
Employers interested in the virtual alternative procedure should check the box and request the required documents listed on the form (things like a passport, driver’s license, social security card, and others listed here).
Organizations can use the last version of the form until Oct. 31, but are required to use the new Form I-9 after that. The new form’s expiration date is noted as July 31, 2026.
Other changes HR practitioners should be aware of:
- Sections 1 and 2 now a single page.
- Section 1 Preparer and/or Translator Certification area now a separate section that may be sent to an employee only when required.
- Section 3, Reverification and Rehire section is now in a separate area that may be sent to an employee only when required.
- The Lists of Acceptable Documents page was updated to include some acceptable receipts, and resources on automatic extensions.
- I-9 Instructions updated from 15 pages to eight pages.
- Optimized to be filled out on mobile devices.
- Checkbox added for employers interested in remote verification under a newly authorized virtual procedure instead of a physical examination.
This new process may be raising questions amongst your own recruitment or HR teams. Many will likely be answered by USCIS, but until then, ensure you are following the steps to perform a remote interview accurately, such as reviewing evidence / documents front and back, then conducting the videoconference to verify the information. Copies of documents should be on file in case of an audit!
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