The 2023 I-9 Update: Farewell to Temporary COVID-19 Flexibilities and Welcoming a New Form I-9

As we move further into the post-pandemic era, various aspects of life and work are readjusting to pre-pandemic norms. One such critical aspect is the employment verification process, specifically the Form I-9. The year 2023 has ushered in important changes to the Form I-9 and marked the end of temporary COVID-19 flexibilities. In this article, we'll explore the key updates to the Form I-9 for 2023 and discuss how Professional Employer Organization (PEO) services can support companies in navigating these changes seamlessly.

Understanding the Form I-9 Update for 2023

The U.S. Citizenship and Immigration Services (USCIS) has introduced a revised version of the Form I-9, which all U.S. employers must use to verify the identity and employment authorization of their employees. Here are some notable updates:

Expiration Date: The most apparent change is the update to the expiration date. Employers must now use the Form I-9 with the new expiration date (found in the top right corner) until August 31, 2025.

Preparer and Translator Fields: The Form I-9 now includes specific fields for preparers and translators, requiring their full names, addresses, and other relevant information if applicable.

Form I-9 Instructions: Employers are encouraged to refer to the updated Form I-9 instructions for guidance on how to complete the form correctly.

Temporary COVID-19 Flexibilities End: One of the most significant changes is the conclusion of the temporary COVID-19 flexibilities. Employers are no longer permitted to remotely inspect Section 2 documents for employees hired on or after August 30, 2023. Physical document examination is once again mandatory for all employees.

How PEO Services Can Assist Companies

Adapting to the updated Form I-9 and ensuring compliance with immigration laws can be complex, especially as regulations evolve. PEO services offer valuable support in the following ways:

Form I-9 Compliance: PEOs have in-depth knowledge of immigration regulations and can guide companies in ensuring their Form I-9 practices adhere to the latest requirements.

Documentation and Record-Keeping: PEOs can assist in maintaining accurate and organized Form I-9 records, reducing the risk of non-compliance issues.

Employee Training: PEOs can help train employees responsible for Form I-9 completion, ensuring that they are well informed about the latest requirements and best practices.

Audit Preparedness: PEOs can prepare companies for potential Form I-9 audits, helping them establish processes that facilitate smooth audits and minimize potential penalties.

Policy Updates: PEOs can assist in updating company policies and procedures to reflect the new requirements, fostering compliance throughout the organization.

The 2023 Form I-9 update and the end of temporary COVID-19 flexibilities signal the importance of remaining current with immigration regulations and employment verification processes. By partnering with a PEO, companies can ensure compliance, streamline Form I-9 practices, and minimize the risk of non-compliance issues and penalties.

Ready to explore how PEO services can assist your company in adapting to the updated Form I-9 and maintaining compliance? Contact us for a free consultation and personalized guidance on effective compliance strategies.

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