From the I9 Queen Office
In the ever-evolving landscape of employment verification, staying informed about regulatory changes is crucial for compliance and smooth operations. Recently, the U.S. Citizenship and Immigration Services (USCIS) announced minor yet significant updates to Form I-9 and the E-Verify system, effective April 3, 2025. These changes aim to align terminology with statutory language and enhance clarity in employment eligibility verification processes.
Key Updates to Form I-9:
- Terminology Revision in Section 1:Ā The fourth checkbox in Section 1 has been updated from “A noncitizen authorized to work” to “An alien authorized to work” to reflect statutory language accurately.
- Modifications to List B Document Descriptions:Ā Descriptions for two documents in List B of the Lists of Acceptable Documents have been revised for improved clarity and understanding.
- Updated DHS Privacy Notice:Ā The instructions now incorporate updated statutory language and a revised Department of Homeland Security (DHS) Privacy Notice, ensuring users are well-informed about privacy considerations.
E-Verify System Adjustments:
- Citizenship Status Selection Update: Citizenship Status Selection Update:
- Starting April 3, 2025, E-Verify and E-Verify+ have updated the Citizenship Status selection during case creation to mirror the Form I-9 change. The option “A noncitizen authorized to work” has been revised to “An alien authorized to work.”
Implications for Employers:
- Form Usage and Compliance:Ā Employers may continue using the following editions of Form I-9 until their respective expiration dates:
- 08/01/23 edition valid until 05/31/2027.
- 08/01/23 edition valid until 07/31/2026. Employers using this version must update their electronic systems with the 05/31/2027 expiration date by July 31, 2026.
- System Updates:Ā Employers utilizing electronic Form I-9 systems should ensure their platforms are updated to accommodate the new form version and expiration date to maintain compliance.
- Staff Training:Ā Human Resources personnel should be informed about these changes to accurately guide employees through the updated Form I-9 completion process.
Conclusion:
While these updates may seem minor, they are pivotal in ensuring that employment eligibility verification processes remain clear, compliant, and aligned with current statutory language. Employers are encouraged to review these changes thoroughly, update their systems accordingly, and train relevant staff to navigate these modifications effectively. Staying proactive in understanding and implementing such updates not only ensures compliance but also fosters a transparent and efficient hiring process.
Elga Lejarza
Founder & CEO
HRGreenHouse.org
