May 7, 2013. What does it mean to you?
Perhaps it’s your birthday. (Happy birthday!) It could be your long anticipated graduation day. (Congrats!) Maybe it’s your anniversary. (Aren’t you glad I reminded you?)
For employers, May 7, 2013 is the day we will no longer be allowed to use the existing I-9 form that expired 8/31/12 and will be required to use the new and improved version.
Before you start celebrating, here are some things to know about the new I-9:
- The form has 2 pages: page one (Section 1) is to be completed by the employee, and page two (Section 2) is to be completed by the employer. The employee must sign Section 1 even if a translator or preparer completes this section on the employee’s behalf. (Preparer or Translator Certification must be completed in this case.) There are 6 pages of instructions in addition to Sections 1 and 2.
- Phone number and email are optional, and the employee must enter “N/A” in the box if not providing this information.
- No box may be left empty. If no info is provided, “N/A” must be entered.
- Dates must be entered as mm/dd/yyyy: eg.: 05/07/2013. Do not use words, abbreviations, or the last 2 digits of the year.
- For states that use E-Verify (Arizona, for example), Social Security number is required.
- Section 1 must be completed by DAY ONE – the first day of employment! However, it may not be completed before accepting a job offer.
- Employers are not allowed to tell employees which IDs they may provide. Give them the list of acceptable IDs and let them choose. Employees may provide ONE ID from List A, in which case they do not and can not provide any other IDs. If they provide an ID from List B, they must also provide an ID from List C. They can not provide 2 IDs from List B or 2 IDs from List C to satisfy this requirement.
Remember, ICE is expanding their worksite enforcement of I-9 compliance, and can slap costly fines against employers for each violation on an I-9 form.
For questions regarding the I-9 form, please contact your HR Rep. ManageStaff also has a training video available for your information and viewing pleasure.
Now pop some popcorn, grab your beverage of choice, and let’s get this party started!
image: Stuart Miles/freedigitalphotos.net