Weekly HR News - Hiring
Updated I-9 Form
The United States Citizen and Immigration Services (USCIS) has updated the I-9, Employment Eligibility Verification form. Beginning January 22, 2017, the USCIS will no longer accept the form dated March 8, 2013. The new form can be found at https://www.uscis.gov/i-9 and the date of any form can be found at the bottom of the page.
Some of the changes in the new version include:
Also, when the revised Form I-9 is completed on a computer, users will see:
ALL employers, including cities, are required to fill out an I-9 form on all new hires. Employers, must complete a Form I-9 for every employee hired after November 6, 1986. The I-9 form is used to verify the employee’s identity and their ability to work in the United States and should be filled out on the first day of employment with the city. Penalties for not filling out this form, or from filling it out improperly can cost the city thousands of dollars.
Also, keep in mind that if you are going to keep paper copies, it is a good practice to have one file with all employee I-9s within that file in alphabetical order. This is to be sure that you can easily comply with the three-day requirement to turn over these documents if requested by the Department of Labor or Department of Justice. Another reason for this practice, is that the information on these forms is confidential and would never be subject to an open records request. Having them outside of the personnel file, and in a locked cabinet, ensures that they will remain confidential.
Retention of these records will be at least as long as the employee works for the city. Once the employee has left city employment you are required to keep them three years from the date of hire or 1 year from the date of termination whichever is longer.
For additional questions regarding this or other personnel related matters, contact Personnel Services Specialist, Andrea Shindlebower Main.