I-9 Changes 2024: Are You Ready?

Form I-9, known as the Employment Eligibility Verification form, is a federal document used by the United States Citizenship and Immigration Services (USCIS) to verify the identity and employment authorization of individuals hired for employment in the United States. Periodically, the federal government makes updates and changes to Form I-9, and I-9 Form 2024 is no different. As an employer, staying up to date on the latest regulatory changes can be challenging but is vitally important. The current I-9 Form for 2024 has several changes, such as updated sections and acceptable documents for verifying work authorization. In this guide, you’ll learn the latest changes to Form I-9, along with tips for preparing for changes, addressing challenges and the benefits of remaining compliant.

Understanding the I-9 Form 2024  Changes

As an employer, staying current on the latest changes to Form I-9 is crucial to ensuring compliance with federal requirements. I-9 Form 2024 has several notable changes that employers need to be aware of, including:

1. March 24, 2023: USCIS announced on June 24, 2023, that they will dispose of E-Verify records that are over 10 years old and were last updated on or before Dec. 31, 2012. Employers using E-Verify had until June 23, 2023, to download case information from the Historic Records Report if they wished to keep records of these E-Verify cases.

2. May 5, 2023: DHS declared that the temporary COVID-19 flexibilities that allowed employers to verify I-9 documents virtually would end as of July 31st, 2023. These flexibilities were initially put in place to prevent physical proximity between employees and employers due to the pandemic.

3. Effective August 1, 2023: Employers enrolled in E-Verify can now use an alternative method for virtual examination of I-9 documents instead of conducting in-person inspections. The previous version of the form (Rev. 10/21/19) remained valid through Oct. 31, 2023, at which point it became phased out. The new alternative procedure was outlined in a Federal Register notice published on July 25, 2023.

4. August 1, 2023: The latest version of Form I-9 (08/01/23) was released, featuring updates such as a shortened, one-page form and a reduction in instructions to eight pages.

5. Starting Nov. 1, 2023: At the start of November 2023, employers who do not use the new Form I-9 (Rev. 08/01/23) to verify new hires or to re-verify existing employees when required may face penalties.

6. March 25, 2024: The M-274, I-9 Central Guidance was revised to enhance the visibility of certain Form I-9 documents, particularly List C #7 documents. This update was made in response to public questions about the Form I-9 Lists of Acceptable Documents, and USCIS has provided clearer guidance on this matter.

7. April 4, 2024: USCIS announced a temporary final rule that extends the automatic extension period for employment authorization documents (EADs) and employment authorization for certain renewal applicants from up to 180 days to up to 540 days.

8. April 23, 2024: Homeland Security Investigations (HSI) launched a rebranding effort to differentiate itself from its parent agency, U.S. Immigration and Customs Enforcement (ICE). As part of this initiative, HSI introduced a new website that excludes the ICE insignia and provides employees with new email addresses. The rebranding emphasizes HSI’s badge and its connection to the Department of Homeland Security rather than ICE.

9. May 28, 2024: Beginning June 25, 2024, the E-Verify account log-in page will only be accessible through https://everify.uscis.gov/. The old URL (e-verify.uscis.gov/) with a dash in the E-Verify name and the associated redirect will no longer function, resulting in an error message.

10. May 29, 2024: The E-Verify+ pilot program launched, introducing a seamless E-Verify service that integrates the Form I-9 and E-Verify employment eligibility verification processes into a single, streamlined experience.

11. June 18, 2024: USCIS enhanced the security and authenticity of its email messaging service by updating the domain from which communications were sent. Emails will now originate from uscis@messages.dhs.gov instead of the previous “@public.govdelivery.com” domain.

12. August 2, 2024: The expiration date for the I-9 form has been extended to May 31, 2027. Employers must now use the Form I-9 with the edition date of 08/1/23, which may display an expiration date of either 07/31/2026 or 05/31/2027. Both forms are valid until their respective expiration dates. To streamline compliance, downloads available on the Form I-9 download page will now exclusively feature the new expiration date of 05/31/2027. Employers are encouraged to update their electronic Forms I-9 systems to incorporate the 05/31/2027 expiration date as soon as possible. The transition must be completed no later than July 31, 2026, which is the expiration date on the previously issued Form I-9.

13. Over the past year, several significant updates have been made concerning Form I-9 documents, particularly those related to Temporary Protected Status (TPS), Employment Authorization Documents (EADs) and Permanent Resident Cards (PR I-551). Detailed information on these updates can be found in the Related News section of USCIS Form I-9.

These new changes slightly alter the verification process for employers, particularly the new checkbox employers are required to select when verifying Form I-9 documentation remotely. With many companies building a remote workforce, examining acceptable documents physically is becoming more difficult. Still, remote procedures are available, and employers must ensure they’re using authorized procedures correctly and noting that on Form I-9.

Preparing for the Changes

With the latest I-9 2024 changes, there are several steps you can take to prepare to ensure you’re compliant with the latest updates and avoid I-9 compliance violations. Tips to prepare include:

• Download the current I-9 Form 2024: When hiring, rehiring or reauthorizing employees, make sure you’re using the latest I-9 Form. For 2024, use the revised Form I-9 (dated 08/01/2023) from the USCIS website.

• Train HR staff: When new I-9 updates are made, make sure internal HR personnel or those responsible for I-9 verification are trained on the latest procedures. This ensures your team can correctly implement the new procedures and know how to identify acceptable documents.

• Update internal policies: With the new I-9 form 2024, make sure internal policies and procedures are updated to reflect the latest changes. Aligning internal policies with updated form regulations ensures compliance and avoids penalties.

• Review the latest acceptable documents: Especially with a rise of remote workers, it’s crucial to review the updated list of acceptable documents, including temporary receipts, to ensure you accurately verify the identity and employment eligibility of employees.

• Implement I-9 management software: Consider using I-9 management software to streamline the verification process. I-9 management, compliance and verification services replace manual processes with an automated solution that increases efficiency, mitigates risks and ensures consistency, giving peace of mind that you’re staying up to date with the latest I-9 regulatory changes.

Addressing Potential Challenges

The new I-9 Form 2024 can pose various challenges to employers, and understanding these challenges and how to address them can help you abide by the latest compliance standards. Many of the latest updates center around the new layout and instructions on the 2024 I-9 Form. For employers familiar with previous versions, it’s important to review the latest I-9 Form to understand the combined Sections 1 and 2, as well as when to download Section 1, Preparer/Translator Certification and the standalone Section 3 when needed. With reduced instructions, it’s also important to be aware of the steps required to take to accurately complete and retain I-9 Forms.

The United States Citizenship and Immigration Services has a repository of I-9 resources to review for more information on compliance requirements and form instructions. At Experian Employer Services, you can watch our I-9 webinars to learn from industry experts on compliance regulations, I-9 updates and more.

Benefits of Staying Compliant

Abiding by the latest I-9 compliance regulations is crucial for preventing and avoiding penalties, as well as employee dissatisfaction and reputational damage. Here are the reasons why staying complaint is important for your organization:

• Avoiding government fines and penalties: One of the most important benefits of I-9 compliance is avoiding government fines and penalties. Civil fines for paperwork violations on Form I-9 can range from $281 to $2,789, increasing with each repeated violation. For intentional Form I-9 violations, those penalties can range from $698 to $27,894. When it comes to I-9 penalties and fines, factors like business size, good-faith efforts to remediate the error and the severity of the violation are taken into account.

• Protecting your company from accusations of discrimination: Remaining compliant with Form I-9 regulations can also protect your organization from accusations of discrimination, as the process of remaining compliant requires following anti-discrimination laws that protect employees from unfair treatment based on their citizenship status or national origin. By consistently following the instructions of Form I-9, organizations can ensure all employees are treated fairly to avoid lawsuits and reputational damage.

• Ensuring a smooth and efficient hiring process: A streamlined and compliant I-9 process contributes to an efficient hiring process that helps new hires onboard quickly and prevents delays in start dates. In turn, this enhances productivity and reduces vacancies that can be damaging to your bottom line.

Explore I-9 Form Compliance With Experian Employer Services

I-9 Form 2024 has several key changes that employers need to be aware of, including a combined Section 1 and 2 and new additions to the list of acceptable documents used for verification. Staying up to date on these changes helps ensure compliance and a streamlined I-9 process. With an I-9 management service provider like Experian Employer Services, you can ensure a quick, efficient and compliant I-9 process that keeps you one step ahead of missing data and potential issues. Contact us today to book a demo and learn more.