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 in the United States. 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 will start to see the updated Form I-9 reflected in their processes 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

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

b) The following fields can be left blank when completing Section 1: Middle Initial, Other Last Names Used, Apt Number, Employee's E-mail Address, and Employee's Telephone Number. In the previous version, "N/A" was required if no information was provided for these fields. This is applicable when the New Hire's personal information is not automatically populated in I-9 Section 1, requiring the New Hire to manually enter the information. 

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

d) The wording for option 4 in the citizenship status section has been changed to "A noncitizen authorized to work," replacing the previous wording, "An Alien Authorized to Work".

e) The new Form I-9 version print now consolidates information from both Section 1 and Section 2 onto a single page. While the online pages for Section 1 and Section 2 remain separate, the print 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 limit on the number of preparers and/or translators a New Hire can use in I-9 Section 1. However, print reports support only up to eight preparers/translators. Previously, New Hires were limited to using a maximum of five.

• Additionally, the certification for preparers and/or translators has been separated from Section 1 and is now labeled as "Supplement A" in the print report. While the online version still includes preparers/translators within I-9 Section 1, the print places this information on a separate Supplement A page, which will only be generated if preparers and/or translators are used.

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

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

Section 2

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

Additionally, if this checkbox is selected, the system requires I-9 supporting documents to be attached in Section 2 if none were attached in Section 1. For more details on adding attachments in Section 2, 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 form previously known as Section 3, which was used for reverification, rehire, or name change purposes, has now been renamed "Supplement B".

b) Name changes are now permitted in the reverification process in Supplement B to document any name changes that may have occurred since the initial completion of Form I-9. If there are no name changes, these fields can be left blank. Under the previous version of Form I-9, name changes were not allowed during the reverification process.

Reverification

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

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

A checkbox is located below the Additional Information section in Supplement B to indicate whether an alternative procedure is used for remote verification of documents. This alternative process is permitted only if the Legal Entity (Company/Business Unit) responsible for hiring is registered for E-Verify, meaning it has been configured in the DHS Client Setup. If the Legal Entity is not enrolled in E-Verify, this checkbox will be disabled. Additionally, when this checkbox is selected, the system 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 presented as a separate page, whereas in the previous version, it was displayed below the Section 2 details. The print report includes all data from Supplement B and any Supplement B corrections related to the transaction. If any Supplement B processes were completed using the old version of the form (10/21/2019), those details will also be included in the print of the new version. Note: The Supplement B printout also includes the Supplement A page with all preparer and/or translator information if preparers or translators were used in I-9 Section 1.

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

How to download print reports of Form I-9?

The New Hire's I-9-related documents can be downloaded for 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.

On the I-9 summary page, click the "Download Packet" button located in the top right corner.

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

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

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

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

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

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

If you want to print specific employee and employer reports, you can download them from the I-9 Master. On the I-9 Console page, click on the 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. Clicking the upper print icon presents the employee version of the Form I-9 report with only Section 1 including the preparer/translator details in the Supplement A page (Section 2 information will be blank). The lower print icon shows the employer version, including both Section 1 and Section 2, as well as Supplement A (if preparers or translators were used in Section 1) and Supplement B information.

Invitation Console

a) Download Signed forms from the Invitation Summary

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

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

This will download a zip folder containing all the signed onboarding forms. Click on the I-9-related forms to access Section 1, Section 2, Supplement A (available only if preparers/translators were used in Section 1), and 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 the Category. Enter an appropriate search keyword, such as the New Hire's name or Invitation ID, and click the "Search" button.

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

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

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

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

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

Example:

A sample I-9 Section 1 form completed in the prior 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 original information.

Once edited and completed, the employee print will reflect the new version of the form with an updated signed date for both the New Hire and the preparer/translator. (Note: Although the preparer/translator section does not open 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 have been routed but not completed (electronically signed) by the time the new version is released will display the new form version when the activities are accessed.

For example, if Section 1 is routed but not completed or electronically signed before the release date of the new version, the activity will be routed to the new online form when the New Hire accesses the Section 1 activity.

Below are a 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

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 New Hire accesses the activity. The employer sections (Section 2/Supplement B—formerly Section 3) and the employee/employer print reports will also reflect the new version of the forms. If 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) are present in Section 1.

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

Employee Print Report :

 Employer Print Report

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

2. Section 1 is completed in prior 10/21/2019 version but not submitted to HR

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

Employee Print Report

Employer Print Report 

The employer print report shows both the prior and new versions as shown below. The prior version will 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 if preparers or translators were involved in Section 1) and Supplement B—Reverification and Rehire (formerly Section 3). Since the New Hire signed Section 1 on the prior version of the form, 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

Transactions with I-9 Section 1 that have been routed but not electronically signed will display the new forms when accessed after the release of the updated Form I-9. In this scenario, Section 1 is signed by the preparer(s), but the New Hire has not completed (electronically signed) the activity by the time the new version is released. When the New Hire accesses the activity after the release, the updated Form I-9 will appear in Section 1, with the saved preparer data pre-populated. In 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 print reports only if preparers/translators are used in Section 1)

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

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

Employee print report

Employer print reports

The prior version form (in this case "0000008302_I9 Section 2&3_Form_10312022.pdf") will be similar to the employee print report shown above example. The new version form (in this case, "0000008302_I9 Section 2&B_Form_07312026.pdf") will feature the text "Signature captured on previous form version" for both the New Hire's and the preparer's signatures. The preparer's signature will be displayed on Supplement A - Preparer and/or Translator Certification for Section 1, which will be available only if preparers or translators were involved in Section 1.

Transactions related to Section 2

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

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 10/21/2019 and 08/01/2023 versions. The new version's Section 1 (in this case, "0000008311_I9 Section 2&B_Form_07312026.pdf") will show the employee's signature as "Signature captured on previous form version".

Employer print reports

2. Section 2 completed but not E-Verified

Here, section 1 and Section 2 are both completed in prior 10/21/2019 version form. Hence, both the employee and employer print reports display that 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. When the remote user accesses the Section 2 activity, the new version form will be presented with saved data populated.

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

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

In this case, the I-9 specialist will be presented the 10/21/2019 form version only to complete the review as it is already signed by the remote user. The print reports for both the employee and the employer will reflect the 10/21/2019 version.

5. Initiate receipt update in 10/21/2019 version and perform document updates in Section 2 in new version

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

a) Reverification/Name Change is initiated in the 10/21/2019 version and completed in the new version or perform Reverification/Name Change in the new version for the processes that are completed in 10/21/2019 version

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

The old (10/21/2019) version of the form will display standard signatures in both Section 1 and Section 2. In contrast, the new version will replace the signatures of the New Hire and the I-9 Specialist in both Section 1 and Section 2 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 preparers/translators were used in Section 1. Supplement B will exclusively display the details of the Reverification and Name Change processes completed in the new version form.

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". However, for Supplement B processes completed in the old version (10/21/2019), standard signatures will be displayed. In the print report of the new version, 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.

2. Rehires

a) Rehire flow Section 1 completed in new version

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

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

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

The downloaded zip file is displayed 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.

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

• Section 1: Displays the employee's information with proper signatures.
• Section 2: Includes the text "Signature captured on prior form version" for the I-9 Specialist's signature.
• Supplement B: Shows the details for Reverification and Rehire, with valid signatures displayed.

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

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

Process Restarts:

For transactions that are restarted after the new version release, the I-9 activities will display the new version form. However, the print reports downloaded for both the employee and employer will reflect the version of the form completed prior to the process restart.

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

Activity Restarts

a) I-9 Section 1 restart from Section 2 (with or without remote user)

After restart the new version form will be presented in Section 1 for the New Hire. When Form I-9 is downloaded, the print reports for the employee & the employer will present only the new version forms.

b) Restart I-9 Section 1 in the new version from E-Verify

Similar to the above scenario, the new version form will be presented in Section 1 for the New Hire and the print reports for the employee & the employer will have only the new version forms.

c) Restart Section 2 in the new version from E-Verify 

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:

1) Self Service Corrections by the New Hire

a) For a process completed transaction in the 10/21/2019 version when a New Hire initiates I-9 Legal Name change in the new version

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 10/21/2019 and new versions.

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

Prior 10/21/2019 version pdf:

New version pdf:

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

In this scenario, the employer continues Section 2 in the new version form. For this transaction, the employer print reports includes 10/21/2019 version Section 1 form and new 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. 

2) Section 2 Correction by the I-9 Specialist

Here, the primary process is completed in the 10/21/2019 version and I-9 Section 2 correction is initiated in the new version. After completing the process, the employer print report includes both 10/21/2019 and 07/31/ version forms.

The 10/21/2019 version pdf, in this case "0000008380_I9 Section 2&3_Form_10312022.pdf" presents only Section 1 with New Hire's signature whereas the new version pdf, in this case "0000008380_I9 Section 2&B_Form_07312026.pdf" presents Section 1 with verbiage "Signature captured on prior form version" in signature and Section 2 with corrected details and I-9 Specialist's or Authorized  Representative's signature. Note: The new version print will include Supplement A if preparers/translators exist in Section 1.

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:

I-9 Summary

1. When "A noncitizen authorized to work" is chosen as the eligibility, the 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.

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 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.

Supplement B (formerly Section 3) changes:

1. The "Section 3. Reverification and Rehires" label for Rehire, Reverification and Name Change is modified to "Supplement B. Reverification and Rehires (formerly Section 3)".

2. Under Supplement B details, the field label for "Section 3 Sequence Number" is changed to "Supplement B Sequence Number" and "S3 Reason" to "Reason".

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.

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:

1. The "Section 3" label for Rehire, Reverification and Name Change is changed to "Supplement B (formerly Section 3)".

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