On November 14, 2016, The U.S. Citizenship and Immigration Services (USCIS) published a revised Form I-9, Employment Eligibility Verification. Employers may continue to use the previous version dated 03/08/2013 or use the revised form dated 11/14/2016. However, employers must begin using the new form by January 22, 2017.
The newly revised form has several changes. Section 1 will now ask for “other last names used” instead of “other names used.” In an effort to be more user-friendly and to reduce errors; the new form has “smart” features, making it easier to be complete on computers; this includes enhancements such as drop down menus, calendars, on-screen instructions for each field and options to clear the form and start over. According to the USCIS News Release other changes will include:
- The addition of prompts to ensure information is entered correctly.
- The ability to enter multiple preparers and translators.
- A dedicated area for including additional information rather than having to add it in the margins.
- The instructions have been separated from the form and include specific instructions for completing each field.
What is important for employers to know?
As mentioned earlier, currently employers are permitted to use either the new form or the previous form, beginning January 22, 2017 the new form must be used.
Paylocity’s Onboarding product includes the I-9 form for electronic completion, which continues to be a compliant method for completing the I-9. The product team at Paylocity is actively working to implement the revised form prior to the current form sunset date of January 21, 2017. It will be added to your software as soon as it is available.
It is reported that Non-Onboarding customers are having difficulties getting the new form to work on a computer. These employers should be sure to have the most recent version of Adobe Reader and may need to take additional steps to address such issues. The USCIS has also recently published a revised paper form that enables users to avoid these issues.
The USCIS has the new version of the Form I-9 available, as well as the new instructions here.
Please be advised that a revised Employer Handbook has not yet been published.
Additional information about the Form I-9 can viewed here.
Thank you for choosing Paylocity as your payroll tax partner. Should you have any questions please contact your Paylocity Account Manager.
This information is provided as a courtesy, may change and is not intended as legal or tax guidance. Employers with questions or concerns outside the scope of a payroll service provider are encouraged to seek the advice of a qualified CPA, tax attorney, or advisor.