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Friday, September 22, 2017

Revised Form I-9 Must be Used for New Hires



As part of President Trump’s very first Executive Order (E.O.) 13767, “Border Security and Immigration Enforcement Improvements,” the United States Citizenship and Immigration Services (USCIS) released a revised version of Form I-9, Employment Eligibility Verification. Instructions for how to download Form I-9 are available on the USCIS Form I-9 page. On Sept. 18, employers must use the revised form with a revision date of 07/17/17 N. Employers must continue following existing storage and retention rules for any previously completed Form I-9.

Revisions to the Form I-9 instructions:
USCIS made the following substantial changes:
1) the name of the Office of Special Counsel for Immigration-Related Unfair Employment Practices to its new name, Immigrant and Employee Rights Section.
2) removed “the end of” from the phrase “the first day of employment.”
3) Revisions related to the List of Acceptable Documents on Form I-9: USCIS added the Consular Report of Birth Abroad (Form FS-240) to List C. Employers completing Form I-9 on a computer will be able to select Form FS-240 from the drop-down menus available in List C of Sections 2 and 3. E-Verify users will also be able to select Form FS-240 when creating a case for an employee who has presented this document for Form I-9.
4) USCIS combined all the certifications of report of birth issued by the Department of State (Form FS-545, Form DS-1350, and Form FS-240) into selection C #2 in List C; and renumbered all List C documents except the Social Security card. For example, the employment authorization document issued by the Department of Homeland Security on List C changed from List C #8 to List C #7.
5) USCIS included these changes in the revised Handbook for Employers: Guidance for Completing Form I-9 (M-274), which is also easier for users to navigate.

Stiff Fines for not being in Immigration compliance as of 02/03/2017:
Unlawful employment of aliens (if you cannot produce a Form I-9 for the person this fine applies), first order (per unauthorized alien) $548 to $4,384
Unlawful employment of aliens, second order (per such alien) $4,384 to $10,957
Unlawful employment of aliens, subsequent order (per such alien) $6575 to $21,916
Paperwork violation (per relevant individual) $220 to $2,191
Violation relating to employer's failure to notify of final non-confirmation of employee's employment eligibility (per relevant individual you continue to employee) $763 to $1,527
Unfair immigration-related employment practices, document abuse (per individual discriminated against – simple as accepting additional not required ID) $181 to $1,811

Common Sense Counsel:
1) Schedule I-9 Supervisor Training today on the new Form I-9;
2) Put an E-Verify/I-9 policy in your employee handbook;
3) Adopt a Form 1-9 retention policy that meets the new regulations:
4) Make sure all your hiring managers are using the latest version of Form 1-9;
5) Have a Form I-9 Audit ASAP by someone who will provide you corrective action guidance, letters, retention policy and training on what you did wrong; and
6) Count the above costs of not complying – typical error rate for paperwork errors alone is 50% times the number for Form I-9 you have on file = big penalty.

Tommy Eden is a partner working out of the Constangy, Brooks & Smith, LLP offices in Opelika, AL and West Point, GA and a member of the ABA Section of Labor and Employment Law and serves on the Board of Directors for the East Alabama SHRM Chapter. He can be contacted at teden@constangy.com or 334-246-2901. Blog at www.alabamaatwork.com with links to resources.