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The U.S. Citizenship and Immigration Services (USCIS) has released a new version of Form I-9, employed to verify the eligibility of individuals hired to work in the United States. In accordance with USCIS guidelines, the previous version of the form (Rev. 10/31/2022) remains valid until October 31, 2023, after which it will expire. Smart Onboarding and I-9 customers currently using the the Form I-9 will start to see the updated form reflected in their processes on October 22, 2023.

Highlighted Changes

• Form I-9 Rev. 08/01/2023 to present to all users when completing a new I-9 section
• New print reports for the I-9 Rev. 08/01/2023 form
• Support for the alternative procedure to remote verification of documents
• Option to require an attachment before signing a section
• Refinements to remote I-9 process and pages
• Updates to Form I-9 Summary, I-9 Master and I-9 Audit pages to reflect Supplement B
• New Keyword Search filters available for all categories
• Updates to email notifications

What changes are there to the new 08/01/2023 Form I-9 version?

The changes included in each section of Form I-9 are stated below: 

I-9 Section 1

a) Displays expiration date "07/31/2026" on the Form I-9 header.

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b) The following fields can be left blank while completing Section 1: Middle Initial, Other Last Names Used, Apt Number, Employee's E-mail Address, and Employee's Telephone Number. In the earlier version, it was necessary to input "N/A" if no information was available for these fields. Note: This applies to the Smart I-9 product and Smart Onboarding when the "I-9AutoFill" property is set to "OFF" in Product Preferences. In this case, the New Hire's personal information is not automatically filled in I-9 Section 1 and the New Hire will need to manually enter this data. For more details on I-9AutoFill property, please click here.

c) Phrase "Alien Registration Number" has been changed to "A-Number" for eligibility type option 3 (A lawful permanent resident) and 4 ( A noncitizen (other than Item Numbers 2. and 3. above) authorized to work. 

d) The wording for alien eligibility type (option 4) has been changed to "A noncitizen authorized to work". Earlier it was stated as "An Alien Authorized to Work".

e) The new Form I-9 version now combines information from both Section 1 and Section 2 onto a single page. While the online pages for Section 1 and Section 2 continue to be separate, the print version is aligned with the updates in the new Form I-9 version.

Employee print report:

For more information on I-9 Section 1, please click here.

f) Changes related to preparer and/or translator:

• There is no longer a restriction on the number of preparers and/or translators that New Hires may use in I-9 Section 1. However, in print reports only eight preparers/translators are supported. Earlier, New Hires were limited to using only five preparers and/or translators.
  
• The preparers and/or translators certification has been separated from Section 1 and designated as "Supplement A". While the online page continues to incorporate the preparers/translators in I-9 Section 1, the print version for preparers/translators has been distinctly separated onto Supplement A. The Supplement A will be available in print reports only if preparers and/or translators are used in Section 1.

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For more information on adding preparers and/or translators in I-9 Section 1, please click here.

Section 2

a) A new checkbox is introduced for indicating if an alternative procedure is used for remote verification of documents in Section 2. This alternative process is allowed exclusively when the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means the Company or Business Unit has been configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will be disabled. Furthermore, when this checkbox is selected, system enforces to provide I-9 supporting documents as attachments in Section 2 if no supporting documents are attached in Section 1. For more details on adding attachments in Section 2, please click here.

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b)  The download print from Section 2 includes both Section 1 and Section 2 details consolidated onto a single page. The Supplement A page for preparer and/or translator certification will be included only if preparers and/or translators are used in I-9 Section 1. Note: The details of Supplement B (Rehire/Reverification/Name Change) are not visible in the Section 2 print report.

For more information on I-9 Section 2, please click here.

Supplement B - Reverification and Rehire (formerly Section 3)

a) The form previously known as Section 3, used for reverification, rehire, or name change purposes, has now been renamed as "Supplement B".

b) The name changes are also allowed in Reverification process in Supplement B to record any name changes that may have occurred since the initial completion of the Form I-9. If there are no name changes, these fields can be left blank. Under the prior Form I-9, name changes were not allowed in the Reverification process. 

Reverification

c) When Supplement B for Rehire is accessed, the New Name fields appear blank whereas in the earlier version, the fields were defaulted to "N/A". Note: If there are no name changes, these fields can be left blank.

d) An Additional Information section has been added at the bottom of Supplement B to capture any additional comments/notes.

A checkbox is available for indicating if an alternative procedure is used for remote verification of documents in Supplement B. This alternative process is allowed exclusively when the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means the Company or Business Unit has been configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will be disabled. Furthermore, when this checkbox is selected, system enforces to provide I-9 supporting documents as attachments in Supplement B. For more details on adding attachments in Supplement B, please click here.

f) The print report for Supplement B is now displayed as a separate page whereas in the earlier version it was presented below Section 2. The print includes all the Supplement B and Supplement B correction data for the transaction. If the transaction has any Supplement B processes completed on the old version form (10/21/2019), those details are also included in the new version print. Note: The Supplement B print also includes Supplement A page with all the prepare and/or translator data if preparers/translators are used in I-9 Section 1.

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For more details on Supplement B - Reverification/Rehire/Name Change, please click here.

How can you download print reports of Form I-9?

The New Hire's I-9 related documents can be downloaded to print or preserve the records.  

From Consoles

I-9 Console 

a) Download Packet from the I-9 Summary

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When opened Form I-9 details displays as given below. The Section 1 and Section 2 details are both consolidated onto a single page. The preparer details are displayed on Supplement A (will be available only if preparers and/or translators are used in Section 1) and Reverification, Rehire and Name Change details (if any) on Supplement B.. 

Another way to download Form I-9 from I-9 Summary is via "View Process". Click on the "View Process" button provided on top of the page.

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This will download the zip folder with onboarding forms as shown below. Click on the I-9 forms to access Section 1 and Section 2, Supplement A (will be available only if preparers/translators exist in Section 1) & Supplement B - Reverification and Rehire (formerly Section 3).

From Keyword Search Categories

I-9 Status

Click on the Keyword Search icon and select "I-9 Status" as Category. Enter any search keyword such as New Hire's name or Invitation ID and click the "Search" button.

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The employee version of print report will have I-9 Section 1 report (Section 2 fields will be empty) whereas the employer version shows both Section 1 & Section 2 information, Supplement A (available only if preparers and/or translators exist in section 1) and Supplement B.

What will be the print reports for the transactions that are process completed with the prior version of Form I-9?

Transactions that were process completed using prior version of Form I-9 will show the print reports of prior version. If a preparer(s) assisted in completing the form, the print will also include the preparer's details.

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The transactions in which I-9 activities (Form I-9 Section 1, Section 2 & Supplement B - formerly Section 3) are completed after the new Form I-9 version release will have downloaded reports of the new version forms. 

What happens when you edit Section 1 which was completed in the prior form version?

If Section 1, which was filled out in the prior version of the form is edited, the new form version will be presented to the New Hire.

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When edited and completed, the employee print will be the new version form with new signed date stamped for both New Hire and preparer/translator. (Note: Though preparer/translator section doesn't open up when Section 1 is edited, the preparer/translator signature date will be updated to the New Hire's signed date.) 

How the print reports look like for transactions in which I-9 activities were routed but remained incomplete at the time the new Form I-9 version was released?

I-9 activities that are routed but not completed (electronically signed) by the time the new version is released will present the new form version when the activities are accessed. 

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Discussed below are few scenarios for such in-flight transactions:

Transactions related to I-9 Section 1

1. I-9 Section 1 is routed/saved but not electronically signed

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The prior version form (in this case "0000008302_I9 Section 2&3_Form_10312022.pdf") will be similar to the employee print report as shown above whereas the new version form (in this case "0000008302_I9 Section 2&B_Form_07312026.pdf") will include the text "Signature captured on previous form version" in both the New Hire and preparer's signature. The preparer's signature can be seen on the Supplement A - Preparer and/or Translator Certification for Section 1. Note: Supplement A will be available only if preparers/translators exist in Section 1).

Transactions related to Section 2

1. Section 2 routed but not saved or Section 2 saved but not completed

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The employer download will have both 10/21/2019 and 08/01/2023 forms. The New Hire's signature in Section 1 will appear on the 10/21/2019 form and the new form will display "Signature captured on prior form version" text in place of New Hire's signature in Section 1. 

Transactions related to Supplement B - formerly Section 3

1.  Reverification/Name Change

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How do the transactions behave when they are process or activity restarted after the release of the new form version?

Process Restarts:

For the transactions that are process restarted after the new version release, the new version form will be displayed in the I-9 activities. The print reports downloaded for the employee and employer will reflect the the version of the form completed before the the process restart.

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After restart, the new version Section 2 form will be presented for the I-9 Specialist. The print reports for the employer contain both the 10/21/2019 and new version forms, and within the new version form, the Section 1 signature will display the text "Signature captured on prior form version."

How will the print reports look like for corrections in the new version?

Few sample scenarios are discussed below:

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10/21/2019 version pdf

08/01/23 version pdf

What changes are visible in Form I-9 Summary, I-9 Master and I-9 Audit pages?

The updates to Form I-9 Summary, I-9 Master and I-9 Audit are stated below:

I-9 Summary

1. When "A noncitizen authorized to work" is chosen as the eligibility, the Eligibility Type shows as "Noncitizen authorized to work", instead of "Alien Authorized to Work".

2. For Rehire, Reverification or Name Change initiated or completed transactions, the phrase "Section 3" is replaced with "Supplement B" in I-9 Status, I-9 Progress and I-9 Life Cycle.

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For more details on I-9 Summary, please click here.

I-9 Master

I-9 Section 1 changes:

1. When "A noncitizen authorized to work" is chosen as the eligibility, the phrase "Noncitizen authorized to work" will be displayed throughout instead of "Alien Authorized to Work".

2. The phrase "Alien Number" is replaced with "A-Number" when chosen as the Number Type for eligibility types - "A lawful permanent resident" and "A noncitizen authorized to work". 

Section 2 changes:

1. The label "Alien Number" is replaced with "A-Number" under List A documents (will show only when "A noncitizen authorized to work" is chosen as the eligibility and Form I-94 Admission Number/Foreign Passport Number is provided in Section 1 and Employment Auth. Document (Form I-766) is selected in Section 2).

2.  Displays the checkbox value indicating the alternative procedure captured in Section 2.

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3. Displays the checkbox value indicating the alternative procedure and the Additional Information captured in Supplement B.

I-9 Audit

I-9 Section 1 changes:

1. When "A noncitizen authorized to work" is chosen as the eligibility, audit shows the Citizenship/Immigration Status as "Noncitizen authorized to work" instead of "Alien authorized to work".

2. The phrase "Alien Number" is replaced with "A-Number" when chosen as the Number Type for eligibility types - "A lawful permanent resident" and "A noncitizen authorized to work". 

Section 2 changes:

1.  Displays the checkbox value indicating the alternative procedure captured in Section 2.

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2. The field label "Alien Number" is changed to "A-Number" in Section 2 (will be shown only when "A noncitizen authorized to work" is chosen as the eligibility and Form I-94 Admission Number/Foreign Passport Number is provided in Section 1 and Employment Auth. Document (Form I-766) is selected in Section 2).

Supplement B (formerly Section 3) changes:

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