Review of New I-9 Form Revisions

Review of New I-9 Form Revisions

Prepared by

MAXIMUS Tax Credit and Employer Services April, 2013

New I-9 Screenshots

Following are the new I-9 screenshots for the updated I-9 platform.

Section 1

Changes

• New form design

• New Anti-Discrimination and Privacy Act Statement

• Addition of email and phone number field

• Separation of Alien # and I-94 number

• New attestation for FSM and RMI (MAXIMUS)

New I-9 Form

New anti-discrimination notice

New I-9 Form has the same data validations in section 1 as in our current solution – below are some examples:

New I-9 Form section 1 has added fields for the employee’s email and phone number. Both are optional and can be left blank. There are formatting requirements that are built into the solution as shown in the two screen shots below:

New I-9 Form section 1 has added fields for those that select Alien Authorized to work (box 4) this includes having an area to fill out the alien number or the I-94 number. We have included in our solution data validations on both the alien number and the I-94 number. The following two screen shots outline the changes to box 4.

Additional changes to box 4 include if an employee enters an I-94 number they will be required to enter the Country of Issuance (COI) and Foreign Passport Number. COI is entered via the drop down menu selected. The employee that selects Alien Authorized to work must provide either the Alien Number of I-94 number as shown below.

If the employee does not have an expiration date due to RMI/CMA compact, Asylum or Refugee status they may attest to that status by selecting the Refugee/Asylum box as it appears below. If this box is not selected a worth authorization date will be required.

If Asylum/Refugee is selected, the employee will see the following message:

As with our current solution once the entire section 1 is completed the employee will complete their electronic signature.

Section 2

Changes

• New form design

• New employee name field

• Added revised guidance on Foreign Passport

• New field in section 2 to record DS2019 and or I-20

• Foreign Passport Country of Issuance Drop Down

• Added new data validations when working in column A

• Added revised guidance on Restricted SS cards

• Instructions on how to use receipts has been added

• Relocated Certification date field

New I-9 form section 2 is a full page; the employees name from section 1 appears at the top of the form, there is a large blank area that was left by USCIS for future changes to the form.

We have added to our solution updated guidance to the manager when a foreign passport is being used.

The new I-9 form has added under Column A room to record DS-2019 and or

I-20

We have added to our solution a drop down for County of Issuance where a foreign passport is used

With the changes to column A we have added more data validations the following screen shots outline some of the changes that include:

• Incorrect Document number

• Country of Issuance does not match Section 1

• Passport number does not match Section 1

• Missing expiration date

• Invalid or missing character for passport or document I-9 number

We have updated our solution with updated guidance on Restricted SS Cards

If a receipt for a document is chosen our solution has updated guidance as well as now the expiration date will auto populate on the I-9 based on the cert date entered by the manager

On the new I-9 the certification date has been moved.

Section 3

Changes

Additional field to record the name of the manager signing section 3