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 According to 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 Smart I-9 customers currently using the the Form I-9 will start to see the updated form Form I-9 reflected in their processes on starting 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

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

I-9 Section 1

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

b)  The The following fields can be left blank while when completing Section 1: Middle Initial, Other Last Names Used, Apt Number, Employee's E-mail Address, and Employee's Telephone Number. In the earlier previous 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, " was required if no information was provided for these fields. This is applicable when the New Hire's personal information is not automatically filled populated in I-9 Section 1 and , requiring the New Hire will need to manually enter this data. For more details on I-9AutoFill property, please click here.the information. 

c) Phrase The phrase "Alien Registration Number" has been changed updated to "A-Number" for eligibility type option 3 (A lawful permanent resident) and option 4 (A noncitizen (, other than than Item Numbers 2 . and 3. above) and 3 above, authorized to work) in the citizenship status section. 

d) The wording for alien eligibility type ( option 4 ) in the citizenship status section has been changed to "A noncitizen authorized to work". Earlier it was stated as ," replacing the previous wording, "An Alien Authorized to Work".

e) The new Form I-9 version print now combines consolidates 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 remain separate, the print version is aligned with the updates in has been updated to reflect the changes as per 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

  limit on the number of preparers and/or translators

  that

  a New

  Hires may

  Hire can use in I-9 Section 1. However,

  in

  print reports support only up to eight preparers/translators

  are supported

  .

  Earlier

  Previously, New Hires were limited to using

  only five preparers and/or translators.
  The

  a maximum of five.

• Additionally, the certification for preparers and/or translators

  certification

  has been separated from Section 1 and

  designated

  is now labeled as "Supplement A" in the print report. While the online

  page continues to incorporate the

  version still includes preparers/translators

  in

  within 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

  places this information on a separate Supplement A page, which will only be generated if preparers and/or translators are used

  in Section 1

  .

A sample of a downloaded signed form with that includes preparers/translators used in Section 1 is given provided below:

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

Section 2

a) A new A new checkbox is introduced for indicating has been introduced in Section 2 to indicate if an alternative procedure is used for used for remote verification of documents in Section 2. This alternative process is allowed exclusively when option is available only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means the Company or Business Unit meaning it has been configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) Legal Entity is not enrolled in E-Verify, this the checkbox will be disabled. Furthermore

Additionally, when if this checkbox is selected, the system enforces to provide requires I-9 supporting documents as attachments to be attached in Section 2 if no supporting documents are none were attached in Section 1. For more details on adding attachments in Section 2, please  please click here.

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

b) The name Name changes are also allowed in Reverification now permitted in the reverification process in Supplement B to record B to document 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 previous version of Form I-9,  name name changes were not allowed in during the Reverification reverification process. 

Reverification

c) When Supplement B for Rehire is accessed, the New Name fields will appear blank whereas in the earlier version, the these 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 included at the bottom of Supplement B to capture any additional extra comments/notes.

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

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

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

How

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to download print reports of Form I-9?

The New Hire's I-9-related documents can be downloaded to print or preserve the recordsfor printing or record preservation.  

From Consoles

I-9 Console 

a) Download Packet from the I-9 Summary

Navigate to the I-9 Console, click on the I-9 ID and select the "I-9 Summary" option.

Click on On the I-9 summary page, click the "Download Packet" button provided on located in the top right corner of the I-9 Summary page.

You will notice the see a zip folder downloaded to your system as given shown below.   The pdfs folder contains PDFs of the Form I-9 and I-9 Audit files show up in the folder.  Click Click on the Form I-9 pdf PDF to open the report.

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

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

Click on the "Download" button located below the profile details and download select the signed "Download Signed Forms" option.

This will download the a zip folder with containing the onboarding forms as shown below. Click on the I-9 forms to access Section 1 and Section 2 & Supplement B formsreports.

b) Download Form I-9 employee and employer print reports from the I-9 Master

If you want to print specific print specific employee and employer reportsemployer reports, you can download them from them from the I-9 Master.  In On the I-9 Console page, click on the Ithe I-9 ID and select the "I-9 Master" option.

The middle two print icons display the employee and employer versions of Form I-9 employee and employer versions. When clicked on . Clicking the upper print icon , it presents the presents the employee version of the Form I-9 report with only Section 1 1 including the preparer/translator details in it the Supplement A page (Section 2 information will be emptyblank). The lower print icon presents the Form I-9 shows the employer version with , including both Section 1 and Section 2, as well as Supplement A (will be available only if preparers /or translators exist were used in Section 1) and Supplement B information.

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a) Download Signed forms from the Invitation Summary

Navigate to the Invitation Console, click on the Invitation ID Invitation ID and select "Invitation Summary".

The Invitation Summary page presents as belowsummary of the selected invitation will be presented. Scroll down on the summary page and click on "Download Signed Forms".

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

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

From the I-9 Status related actions, select "Download action menu, select one of the following options: Download I-9 Packet" or ", Print Employee I-9, " or "Print Employer I-9". 

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

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

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

If Section 1, which was originally filled out in the prior version of the form, is edited, the New Hire will be presented with the new form version will be presented to the New Hire, with the previously entered data pre-populated in the fields.

Example:

A sample I-9 Section 1 form completed in the prior form version is given below. To edit the details, click on the "Edit" button presented at the bottom of the page.

The new version of the form will be presented in edit mode with prior data pre-populated in the fields. You can either continue to save after entering the new data or cancel the edit to retain the old dataoriginal information.

When Once edited and completed, the employee print will be reflect the new version of the form with new an updated signed date stamped for both the New Hire and the preparer/translator. (Note: Though Although the preparer/translator section doesn't does not open up when Section 1 is edited, the preparer/translator's signature date will still be updated to the New Hire's new 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 have been routed but not completed (electronically signed) by the time the new version is released will present display the new form version when version when the activities are accessed. 

For example: If , if Section 1 is routed but not completed/electronically signed by not completed or electronically signed before the release date of the new version release date, the activity will route be routed to the new online form when form when the New Hire accesses the Section 1 activity is accessed by the New Hire. Discussed below are few

Below are a few scenarios for such in-flight transactions:

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

The transactions Transactions with Section 1 routed or saved in the prior version but not electronically signed , will display the new version of the form when the activity is accessed by the New Hire accesses the activity.  The The employer sections (Section 2/Supplement B - formerly B—formerly Section 3) and the and the employee/employer print reports also display reports will also reflect the new version version of the forms. If a the preparer/translator option is selected for completing Section 1, the new version form will be presented to them. The print report will include Supplement A for preparer and/or translator certification only if preparer(s)/translator(s) exist are present in Section 1.

In this case, the print reports will be as given below.follows:

Employee Print Report :

 Employer Print Report

The employer print includes new version of Section 1 & print includes the new version of Section 1 and Section 2, along with Supplement A (available only if preparers/translators exist are present in Section 1) and Supplement B - (formerly Section 3). 

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In this case, the New Hire can continue submitting onboarding details onboarding details to HR with using the prior version of Form I-9 unless he/she wants to navigate back 9 unless they choose to navigate back and edit the I-9 Section 1 details. The further Isubsequent I-9 Sections sections (Section 2 & and Supplement B - formerly B—formerly Section 3) presented to the employer will display the new version of Form I-9. Since Section 1 is was completed using the prior form, the employee print report from for I-9 Section 1 shows will reflect the prior version of the form, with normal the employee's signature.

Employee Print Report

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The employer print report shows both shows both the prior and new versions as shown below. The prior version will be show the normal Section 1 report of the employee.

The new version of the form (in this case, "0000008298_I9 Section 2&B_Form_07312026.pdf") includes I-9 Section 1 & and Section 2, , as well as Supplement A (Preparer and/or Translator Certification for Section 1 - , which will only be available only if preparers /or translators exist were involved in Section 1) and Supplement B - Reverification B—Reverification and Rehire (formerly Section 3). Since the New Hire has signed Section 1 on the prior version of the form version, the employee's signature will be printed as "Signature captured on prior form version" in the new form version. 

3. I-9 Section 1 is electronically signed by the preparer(s) but not completed by the New Hire

As mentioned earlier, transactions Transactions with I-9 Section 1 that have been routed but not electronically signed will display the new forms when accessed after new version the release of the updated Form I-9 release. In this scenario, Section 1 is signed by the preparer(s), but the activity is New Hire has not completed (electronically signed) the activity by the New Hire when time the new version is released. When the New Hire accesses the activity after the new version release, the updated Form I-9 will be shown appear in Section 1, with the saved preparer data pre-populated. HereIn this case, both the employee and the employer will have the new version forms in their downloaded reports.

Employee Print Report with Supplement A - Preparer and/or Translator Certificate for Section 1 (Note: Supplement A will be available in available in print reports only if preparers/translators exist are used in Section 1)

The employer print will be the same as in the scenario (1).

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4. Section 1 is completed by the New Hire with Preparer(s) in prior version form

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Employee print report

Employer print reports

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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 example. The new version form (in this case, "0000008302_I9 Section 2&B_Form_07312026.pdf") will include feature the text text "Signature captured on previous form version" in for both the New Hire's and the preparer's signaturesignatures. The preparer's signature can will be seen displayed on the Supplement A - Preparer and/or Translator Certification for Section 1. Note: Supplement A , which will be available only if preparers /or translators exist were involved in Section 1).

Transactions related to Section 2

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As Section 2 is not electronically signed in either case, the new version of the form will appear when accessed by the I-9 Specialist. In this scenario, the employee will receive Section 1 printed on the prior form, while the employer will have both the 10the 10/21/2019 and 08/01/2023 versions, and the . The new version's Section 1 (in this case, "0000008311_I9 Section 2&B_Form_07312026.pdf") Section 1 will show the employee's signature will display as "Signature captured on previous form version"."

Employer print reports

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Here, section 1 and Section 2 are both completed in prior 10prior 10/21/2019 version form. Hence, both the employee and employer print employer print reports display the 10/21/2019 version formsthat form version.

3. Section 2 saved by remote in the 10/21/2019 version 

This scenario is similar to scenario (1) in this section, where Section 2 is routed but not completed. The When the remote user accesses the Section 2 activity, the new version form will be presented with saved data populated when the remote user accesses the Section 2 activity.

The employee will have 10have the 10/21/2019 version of the Section 1 form whereas , while the employer's print will have both 10include both the 10/21/2019 (Section 1) and the new versions, with . The new version's Section 1 signature will display the verbiage "Signature captured on prior form version" displayed in the new version Section 1 signature. Please refer . For a sample employer Section 1 print report, please refer to example (1) for the sample employer Section 1 print report.

4. Remote user completes I-9 Section 2 in 10/21/2019 version 

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In this case the Supplement B print for the employer will have both old (10/21/2019) and new version forms as given below.

The old (10/21/2019) version of the form will display normal standard signatures in both Section 1 and Section 2. In contrast, while in the new version , the text "Signature captured on previous form version" will replace the signatures of the New Hire & and the I-9 Specialist in I-9 both Section 1 and Section 2 . The Supplement with the text "Signature captured on previous form version". Supplement A for preparer and/or translator certification for Section 1 will be available only if preparespreparers/translators exist were used in Section 1. The Supplement B will exclusively display the details of the Reverification /and Name Change processes completed in the new version form. In the old version print

For processes completed in the new version, the I-9 Specialist's signature on Supplement B will appear as "Signature captured on current form version" for Supplement B processes completed in the new version. For . However, for Supplement B processes completed in the old version (10/21/2019), normal standard signatures will be displayed. In the print report of the new version, the signatures captured for Reverification /and Name Change processes on the old version form (10/21/2019) will show the text "Signature captured on previous form version," replacing the I-9 Specialist signatures.

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a) Rehire flow Section 1 completed in new version

HereIn this scenario, the employee completed Section 1 in using the new version and of the form, so the employee print report will have reflect the new version Section 1 details.  Since Since the I-9 ID is matched matches with the 10the 10/21/2019 form in the rehire flow, the employer report includes both includes both the old and new version forms. The following are included in the employer print report contains the following:

i) the 10The 10/21/2019 version form with , featuring Section 1 with the signature labeled as "Signature captured on current form version" and normal signature of the I-9 Specialist's signature displayed normally in Section 2 and.

ii) the The new version form showing , which shows proper signatures in Section 1 and Supplement B - (formerly Section 3 and ), while the I-9 Specialist's signature in Section 2 is noted as "Signature captured on prior form version." in Section 2.

The downloaded zip file is as shown belowdisplayed below:

When clicked on old version form, in this example "0000008368_I9 Section 2&3_Form_10312022.pdf" it opens a pdf with both Section 1 and Section 2 as shown below.

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When clicked on new version form, in this case "0000008368_I9 Section 2&B_Form_07312026.pdf", it opens a pdf with PDF that includes Section 1 & , Section 2, and Supplement B - Reverification B—Reverification and Rehire (formerly Section 3) as follows. The pdf shows proper signatures in Section 1 and Supplement B and follows.

• Section 1: Displays the employee's information with proper signatures.
• Section 2: Includes the text "Signature captured on prior form version"

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• for the I-9 Specialist's signature.
• Supplement B: Shows the details for Reverification and Rehire, with valid signatures displayed.

Supplement A will show be included only if preparers /or translators exist were involved in completing Section 1.

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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 will display the new version form. However, the print reports downloaded for both the employee and employer will reflect the the version of the form completed before the prior to the process restart.

Consider an example of process restart after migration of For instance, consider a scenario where a process is restarted after the migration to the new form version. After restartUpon restarting, the new version of Form I-9 Section 1 will be displayed when the activity is accessed by the New Hire accesses the activity. When the Form I-9 is downloaded, the print reports for the for both the employee & and the employer will present include only the new version forms.

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In this case the new version Supplement B - formerly Section 3 opens for the employer to complete. After process completion, the print reports for the employer includes both 10both 10/21/2019 and new versions as below.

The 10The 10/21/2019 version form pdf, in this case "0000008377_I9 Section 2&3_Form_10312022.pdf" presents Section presents Section 1 and Section 2 with proper signatures whereas . In contrast the new version pdf, here "0000008377_I9 Section 2&B_Form_07312026.pdf" presents Section 1 and Section 1 and Section 2 with verbiage verbiage "Signature captured on prior form version" in signature and Section 3 Supplement B with corrected details and proper signature. Note: The new version print will include Supplement A if preparers/translators exist are used in Section 1.

Prior 10/21/2019 version pdf:

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b) For a process completed transaction in the 10/21/2019 version when a New Hire initiates SSN update in the new version 

HereIn this scenario, the employer continues Section 2 in the new version form. For this transaction, the employer print reports includes 10includes 10/21/2019 version Section 1 form and new version form version form with signature as "Signature captured on prior form version" in Section 1 and I-9 Specialist's or Authorized Representative's signature in Section 2. 

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10/21/2019 version pdf

08/01/23 version pdf

What changes are visible in the 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:

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1. When "A noncitizen authorized to work" is chosen as the eligibility, the Eligibility Type Citizenship Status 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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1. When "A noncitizen authorized to work" is chosen as the eligibilitythe citizenship Status, 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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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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