The USCIS has made updates to the I-9 and we will be upgrading PeopleMatter Pro and Enterprise on August 30 to ensure compliance. The changes include:
- The list of acceptable documents in List C is a little different and now includes a new document type called the Consular Report of Birth Abroad (Form FS-240). The USCIS has also combined all the certifications of report of birth issued by the Department of State (Forms FS-545, DS-1350 and FS-240) into selection C2 in List C.
- The Office of Special Counsel for Immigration-Related Unfair Employment Practices (“OSC”) changed its name to the Immigrant and Employee Rights Section (“IER”).
- There’s some updated language on when the I-9 should be completed that now reads “the first day of employment.” They didn’t actually change the timing, though. That stayed the same.
We recognize your employees and/or managers could be in the middle of onboarding when the upgrade occurs so we will handle forms that are “in process” accordingly. Here are four scenarios you could run into on, or after, the upgrade on August 30.
I-9 UPGRADE SCENARIOS
Scenario 1: Employee is invited to complete Onboarding prior to August 30 but never logs in.
- Employees who are invited to complete Onboarding prior to August 30, but do not log in until August 30 or after, will be given the new I-9 form and instructions complete during the Onboarding process.
Scenario 2: Employee begins Onboarding prior to August 30 but does not complete Onboarding.
- When employees log back in on or after August 30, any information they completed on the I-9 will be erased and they will be required to recomplete the form and the form and instructions will be presented.
Scenario 3: Prior to August 30 the employee completed Onboarding; however, the manager did not complete Section 2 of the I-9 form. **This also includes the Auditor workflow.**
- On August 30, the system will clear out Section 1 of the I-9 and the employee will have a “to do” added to their list to complete. The employees will see this if they login and managers will see it when they go to complete Section 2.
Scenario 4: It is time for re-verification and a task displays on the manager’s I-9 Dashboard. The original I-9 was completed a year ago and, thus, is the old I-9 form.
- All completed fields from the old I-9 form will remain intact for historical reference. Managers will be asked to complete Section 3 of the new I-9 form, as they would be before the release, and the latest version of section 3 will be appended to the original instance of the form when a re-verification is completed moving forward.
Should you have any questions regarding the changes to I-9, please don't hesitate to reach out to your Client Executive.