Are You Ready for the New I-9 Process?

[Fit Small Business | ]( HR Insights from the Fit Small Business Experts It’s mandatory that all U.S. employees complete the I-9 Form and is an important step in the hiring process as it helps employers validate their workers’ identity and authorization to work in the country. With the [Form I-9 changes]( that the U.S. Citizenship and Immigration Services (USCIS) announced on August 1, 2023, employers now have a new form to use and the option to do verifications remotely. But, is your organization ready for it? Download a copy of the new Form I-9 and learn all about the process and verification documents needed in our detailed [Form I-9 Guide](.         Form I-9 Updates: What’s Changed?   The USCIS released a new [Form I-9]( on August 1, 2023, which is simpler and has clearer instructions than the previous version. It also announced that it is giving all employers until October 31 to switch to the new form. Those who fail to comply with the requirement by November 1, 2023, may be subject to penalties. In addition, there have also been changes in the way that I-9 document verifications can be completed. Employers now have the option to do remote or virtual verifications instead of conducting the document inspection in person. In addition to our I-9 guide, we also have an article that will walk you through exactly how to fill out the form with a [step by step video guide](, as well. Check it out!         Remote I-9 Requirements   Those interested in using the Department of Homeland Security (DHS)-authorized optional I-9 verification process have to enroll in E-Verify, a free cloud-based system that lets employers confirm their workers’ employment eligibility in the United States. You also need to maintain a “good standing” in E-Verify, which means following all its requirements. In addition, you have to create cases for your new hires in the said system and follow these remote I-9 verification steps: - Request your employee fill out the Form I-9 completely - Conduct the live video meeting and inspect the documentation - Indicate that the DHS-approved alternative procedure was used - Retain clear and legible copies of the form and verification documents Did You Know? The retention period for Form I-9 and the verification documents is three years after the employee’s hire date or one year after the employment is terminated, whichever is later. If you want to know how long you should keep employee records on file, check out our [payroll records guide](.     Can I Still Do Manual I-9 Verifications?   Running remote I-9 verifications is optional. You may still do in-person document inspections if you prefer doing it that way. What the new process provides is an alternative yet streamlined way of verifying whether your new employees are authorized to work in the country.     What’s new in HR? Check out some of our latest HR content:   [15 Important Reference Check Questions]( Running a reference check is an important part of the recruiting process. Not only does it help you verify the details that candidates provide but it also offers more insight about their skills and work performance. [READ MORE]( [Best Job Posting Sites]( Online job boards allow employers to advertise open positions to find qualified candidates. The best job posting sites enable you to reach a wide audience and offer robust features—from applicant tracking to resume parsing and candidate matching. Check out our guide, which contains our top recommendations for various categories. [READ MORE](     Meet Fit Small Business’ HR & Payroll Experts   [-Jennifer Hartman, HR Staff Writer & Human Resources Expert]( [-Jennifer Hartman, HR Staff Writer & Human Resources Expert]( [-Jennifer Hartman, HR Staff Writer & Human Resources Expert]( [Heather Landau]( [Jennifer Soper]( [Robie Ann Ferrer](   [-Jennifer Hartman, HR Staff Writer & Human Resources Expert]( Want to Join Our HR Community? Check us out on LinkedIn! [-Jennifer Hartman, HR Staff Writer & Human Resources Expert]( [Juvy Vallescas]( [Genevieve Que](     Wondering how you can implement wellness in the workplace? Check out next week's newsletter for our thoughts and even ideas you can turn into action! 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