Wood Words

Time is Running Out in Middle Tennessee – Don’t overlook this important compliance issue

In a time when massive healthcare reform is monopolizing the compliance spotlight, it’s easy for a little detail like updating employment forms to fall through the cracks – hence the reason for this quick post!

Here’s what you need to know about the most recent version of the United States Citizenship and Immigration Services’ Employment Eligibility Verification Form I-9:

  • The Form I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States.
  • Employers are required to complete Form I-9 for each individual they hire for employment in the U.S.
  • The new version was released on March 8, 2013.
  • Key changes on the form include: new data fields (foreign passport information, phone number and email address); expanded form instructions; and revised form layout, increasing the paper form from one to two pages.

60-Day Grace Period

Employers should begin using the new Form I-9 immediately; however, the USCIS recognizes that some employers may need additional time to update their business processes to allow for using the new form (especially those using electronic Forms I-9).  For this reason, employers can continue to use the previous versions of the Form I-9 (Rev. 08/07/09 and Rev. 02/02/09) for 60 days after the new Form I-9 release date.

This means you must start using the form no later than May 7, 2013.

Tips for Middle Tennessee HR Professionals

Here are a few ideas for ensuring a smooth transition to using the new form:

  • Assign a point person (or team) to spearhead the transition to the new form.
  • Familiarize your staff with the new version and ensure everyone understands the requirements for each section as they relate to the regulations.
  • Identify aspects of your business processes which may need to be revised, to accommodate the new form’s features.
  • If you use the electronic form, partner with your software developers to ensure smooth implementation of the new form by May 7, 2013.

Wood Personnel Ensures Compliance

As their employer of record, Wood Personnel lowers your employment risk by completing all required hiring paperwork and thoroughly screening every Middle Tennessee job candidate we refer.  When we send you personnel for assignment or direct placement, rest assured they are authorized to work for your organization.  Want to learn more?  Contact Wood Personnel today.