The most current version of the I-9 form is now available (www.uscis.gov) and employers must use only this version beginning on January 22, 2017. Some of the key changes to the form include the following:

  • Section 1 – Now asks for "other last names used" rather than "other names used"
  • 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
  • A supplemental page for the preparer/translator

On November 17, 2016, U.S. Citizenship & Immigration Services (USCIS) held a conference call during which officials shared additional valuable information that should be of interest to employers regarding this new I-9 form. As USCIS explained:

  • In Section 1, it asks employees to enter Other Last Names Used. If an employee has never used any other last name, they must write N/A. Do not leave it blank.
  • Also in Section 1, USCIS no longer expressly prohibits a P.O. Box address for employees. If an employee enters a P.O. Box number, that would not be considered a violation.
  • It is okay for employees to complete Section 1 by hand and for the employer to complete Section 2 electronically.
  • When entering an alien number, make sure it has the letter A before the number so it is not confused with a USCIS number.
  • The electronic signature function is not allowed on this version of the I-9 form. But if you use a third party vendor or some other system that allows you to sign electronically, this is acceptable as long as it complies with the regulations.
  • A revised version of the Handbook for Employers (M-274) will be available in Jan. 2017. This document will be your best guide on everything related to the Form I-9, so be on the lookout for it!

Please remember that rules and guidance relating to the Form I-9 is constantly evolving, so it is very important to stay abreast of the latest updates. Violations with regard to preparing I-9 forms are easy to make, and can add up and get expensive fast. Proceed carefully, keep up on updates, and reach out for help and advice when you have questions.

The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.