Summary of Changes for New Form I-9 Released Today by USCIS

By David Hair, Cisive’s I-9/E-Verify Product Manager
 

U.S. Citizenship and Immigration Services (USCIS) has released a new version of the Form I-9, Employment Eligibility Verification, on July 17, 2017. Employers may continue to use the existing Form I-9 with a revision date of 11/14/16 N through September 17, 2017.

Click here to visit the USCIS website to access the new form and associated supplements.

We have reviewed the new Form I-9 and prepared the following list of changes:

Revisions to the Form I-9 Instructions

The Office of Special Counsel for Immigration-Related Unfair Employment Practices has changed its name to “Immigrant and Employee Rights Section.” The new form version will reflect the office’s new name.

Under the “Presenting Form I-9 Documents” section on page 5 of the 15-paged instructions, the words “the end of” will be removed from the phrase “the first day of employment.”

Revisions related to the List of Acceptable Documents on Form I-9

The form will add the historic Consular Report of Birth Abroad (Form FS-240) to List C. The Department of State ceased issuing these documents on November 1, 1990. The document is making a comeback to the list of acceptable documents.

All the certifications of report of birth issued by the Department of State (Form FS-545, Form DS-1350 and Form FS-240) will be combined into the second selection under List C documents.

The List C document’s number order will be re-adjusted with the exception of the Unrestricted Social Security Card. For example, the current List C # 8 document (Employment Authorization Document issued by the Department of Homeland Security) will be re-listed as List C # 7 document.

Final International Entrepreneur Rule

Originally this change was to be included on this new version of the form. However, the Department of Homeland Security has delayed the effective date of this final rule from July 17, 2017 to March 14, 2018. Therefore, this change will not be implemented at this time. For more information about the Final International Entrepreneur Rule and the circumstances surrounding its delay, please review the two links below.

https://www.federalregister.gov/documents/2016/08/31/2016-20663/international-entrepreneur-rule – Summary of the Final International Entrepreneur Rule.

https://www.federalregister.gov/documents/2017/07/11/2017-14619/international-entrepreneur-rule-delay-of-effective-date – Summary of the details concerning the delay of the effective date of the Final International Entrepreneur Rule.

 

Cisive Employment Background Screening and Form I-9/E-Verify Solutions now available in the Oracle Cloud Marketplace

Oracle Cloud Customers can now streamline and better ensure compliance in Background Checks and I-9 Processes

 

Holtsville, NY – June 13, 2017 – Cisive, a leading provider of tech-enabled and compliance-driven human capital management and risk management solutions, and Gold level member of Oracle PartnerNetwork (OPN), today announced that its enterprise-level employment background screening and electronic Form I-9 solutions are now available in the Oracle Cloud Marketplace offering for Oracle Cloud Application customers. The integration between Cisive’s industry-leading background screening solution for enterprise organizations and Oracle Talent Management Cloud enables clients to seamlessly initiate employment background checks and obtain timely report status all from within Oracle Talent Management Cloud.

The Oracle Cloud Marketplace is a one-stop shop for Oracle customers seeking trusted business applications and service providers offering unique business solutions, including ones that extend Oracle Cloud Applications. Oracle Cloud is the industry’s broadest and most complete public cloud, delivering enterprise-grade services at every level of the cloud technology stack including software as a service (SaaS), platform as a service (PaaS), infrastructure as a service (IaaS), and data as a service (DaaS).

“Our integration with Oracle Talent Management Cloud streamlines the screening process, enhancing data integrity and security while reducing data entry for busy human resources and recruiting professionals,” said Paul Jackson, senior vice president, business development with Cisive. “Cisive’s participation in the Oracle Cloud Marketplace further extends our commitment to the Oracle community and enables customers to easily reap the benefits of Cisive’s compliance-driven employment screening solution. We look forward to leveraging the power of the Oracle Cloud to help us achieve our business goals.”

The Oracle Cloud Marketplace offers an intuitive user interface to browse and search for available applications and services, as well as user ratings and reviews to help customers determine the best business solutions for their organization. With its new automated application installation features, customers can easily deploy provider business applications from a centralized cloud interface.

About Cisive

Cisive is a leading provider of tech-enabled and compliance-driven human capital management and risk management solutions. The company’s core onboarding and pre-employment background screening offering provides clients with a streamlined, high quality, and regulatory compliant solution. Cisive is accredited by the NAPBS and dedicated U.S. based account management teams uphold our commitment to customer satisfaction. Comprehensive services include background screening, vendor/contractor screening, executive screening, drug testing, social media searches, fingerprinting and electronic Form I-9/E-Verify solutions. Cisive serves many of the country’s largest and most complex organizations. Our experts will work closely with you to customize solutions that fit your specific needs. For additional information, please visit www.cisive.com.

 About Oracle PartnerNetwork

Oracle PartnerNetwork (OPN) is Oracle’s partner program that provides partners with a differentiated advantage to develop, sell and implement Oracle solutions. OPN offers resources to train and support specialized knowledge of Oracle’s products and solutions and has evolved to recognize Oracle’s growing product portfolio, partner base and business opportunity. Key to the latest enhancements to OPN is the ability for partners to be recognized and rewarded for their investment in Oracle Cloud. Partners engaging with Oracle will be able to differentiate their Oracle Cloud expertise and success with customers through the OPN Cloud program – an innovative program that complements existing OPN program levels with tiers of recognition and progressive benefits for partners working with Oracle Cloud. To find out more visit: http://www.oracle.com/partners.

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Oracle and Java are registered trademarks of Oracle and/or its affiliates.

 

Doreen Koronios
Director of Marketing
Cisive
(631) 862-9300 x318
dkoronios@cisive.com

NEW WHITE PAPER: What You Need to Know About Electronic I-9 Signature

In our continuing efforts to keep our clients informed and out of harm’s way, we have created a new White Paper entitled:  What You Need to Know About Electronic I-9 Signature.

While the I-9/E-Verify process can be a daunting task, keeping compliant with the federal laws and deadlines are even more daunting. Using an electronic I-9 solution will allow employers to better ensure that each Form I-9 is properly completed, signed and retained. In addition, electronically retained Forms I-9 are more easily searchable, which is important for re-verification, quality assurance and ease of inspection when audited.

According to the U.S. Citizenship and Immigration Services (USCIS) website, the Form I-9 posted on the site does not currently have an electronic signature function. However, employers are allowed to implement an electronic Form I-9 with an electronic signature function. This electronic Form I-9 process must be compliant.

This informative White Paper discusses the importance and benefits of a compliant Form I-9 signature process, includes a Form I-9 electronic signature compliance checklist, and details how Cisive keeps the entire electronic Form I-9 process completely compliant for employers.

 Click here to read our new White Paper: What You Need to Know About Electronic I-9 Signature. 

Cisive’s mission is to keep its clients out of harm’s way! To learn more, contact a Cisive Specialist at 1-866-557-5984 or click here.

Remember to use the new Form I-9 as of January 22, 2017

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The revised Form I-9 and instructions on how to use it can be found on the USCIS website.

Some notable changes:

  • It asks for “other last names used” rather than “other names used”
  • The certification process for certain foreign nationals has been streamlined
  • It has dedicated areas for adding additional information, rather than having to add it in the margins
  • Prompts have been added to help ensure information is entered correctly, and
  • Multiple preparers and translators can now be entered.

USCIS is also saying that the revised Form I-9 is easier to complete using a computer, thanks to:

  • Drop-down lists and calendars for filling in dates,
  • On-screen instructions for each field
  • Easy-to-access full instructions, and
  • An option to clear the form and start over.

To ensure I-9/E-Verify compliance, contact CARCO today 1-866-557-5984 or click here to be contacted by a CARCO Specialist.

 

 

Current Form I-9 valid until Jan. 21, 2017

i-9-form-2  Employers should note that on Aug. 25, 2016, the Office of Management and Budget (OMB) approved a revised Form I-9, Employment Eligibility Verification. The revised form must be published by Nov. 22, 2016.

However, employers may continue using the current version of Form I-9 with a revision date of 03/08/2013 N until Jan. 21, 2017, at which time all previous versions of Form I-9 will be invalid. In the meantime, USCIS is in the process of getting the new form changes implemented.

We will continue to monitor and report the latest news on the revised Form I-9.

For information on how CARCO’s electronic I-9/E-Verify solution will keep you compliant, click here.

CASE STUDY: How CARCO helped one of the world’s largest global courier delivery service companies gain control of their I-9 program

 ???????????????????????????????????????   A leading global courier delivery service was experiencing major compliance issues prior to having CARCO service their I-9 program. The company’s original I-9 work flow was a monthly pull of applicants that had I-9s to complete. The pull took place usually at month’s end and contained all of the applicants for that month. For instance, all the employees that were starting in the month of January were being handled by the end of January. However, employers are required to have the I-9 forms and E-Verify cases run within three days of the employee’s first day of work for pay. As you can imagine, the company’s compliance rate consistently fell short. On the re-verification end, compliance performance was even more challenging as this process was handled manually.

 

CARCO provided the client with a fully automated, active and forward leaning system where HR managers and recruiters are guided to complete the necessary steps for timely process completion. The system also advises the HR managers and recruiters of every stage of an employee’s progress.  In a very short period of time, CARCO was able to help the company’s compliance improve significantly.

 

Simply put, our client’s compliance rate was less than 25% before coming onboard with CARCO. After working with CARCO, their compliance rate now is close to 99.2%!

 

 

CARCO’s electronic I-9/E-Verify solution also provided the client with the following tools for success:

 

  • Easy to use and user friendly admin portal interface that provides quick access to employee accounts and tasks;
  • E-friendly electronic retention to replace paper retention of I-9 data;
  • Email notifications designed to trigger at all key points of the process, which is a major factor in driving high compliance rates with our clients; and
  • Daily and weekly detailed reporting designed to give an overview of any incomplete employee or employer steps of the I-9/E-Verify process.

 

For more information on CARCO’s I-9/E-Verify Solution, call a CARCO specialist at 866-557-5984 or click here.

 

E-Verify to Purge 10-Year-Old Records by Jan. 1, 2016

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According to a recent article by Roy Maurer, an online editor/manager for SHRM:  As of Jan. 1, 2016, employers won’t have access to E-Verify records that were created on or before Dec. 31, 2005.

 

The E-Verify electronic employment eligibility verification system will delete data more than 10 years old on an annual basis, U.S. Citizenship and Immigration Services (USCIS) announced in 2014.

 

For example, on Jan. 1, 2017, USCIS will dispose of records created on or prior to Dec. 31, 2006, and this process will continue in subsequent years.

 

The data purge is being conducted to comply with the National Archives and Records Administration’s retention and disposal schedule to minimize security and privacy risks associated with retention of personally identifiable information.

 

“Employers that have been participating in the program since Dec. 31, 2005, should take measures to archive their data,” said Kevin Lashus, managing shareholder of the Austin, Texas, office of Jackson Lewis and co-vice president of law and legislative advocacy for the Society for Human Resource Management Austin Chapter.

 

USCIS has created a Historic Records Report that users can download and save for archival purposes. However, this report will only be available until Dec. 31, 2015, so users should download the report before then.

 

USCIS recommends that employers annotate Forms I-9 with the E-Verify case verification number and retain the Historic Records Report with the corresponding forms. The agency itself will retain E-Verify records associated with any current ongoing investigations, and employers should prepare for the possibility of an audit, Lashus said.

 

However, an employer that must undergo an I-9 audit or that finds itself under investigation in the future “can claim as an affirmative defense that it successfully received a ‘work authorized’ result for a new hire who is now identified as unauthorized. Once USCIS has disposed of the E-Verify records, the employer has only its own archives to support its defense,” Lashus said.

 

Employers should consider seeking guidance from counsel on downloading the Historic Records Report from E-Verify and plan on doing so at the end of each calendar year, he said.