On March 8th U.S. Citizenship and Immigration Services (USCIS) announced the release of the new revised form I-9. This revision includes the expansion from a one page to a two page form, formatting changes, new fields and form completion requirements. According to USCIS, "After May 7, 2013, all prior versions of Form I-9 can no longer be used by the public." (Federal Register / Vol. 78, No. 46 / Friday, March 8, 2013).
However due to Baylor's recent conversion to an Electronic I-9 process, the transition to the new revised form will require little to no effort on the part of the University. The online I-9 system, Guardian, will begin collecting the additional required information for each newly completed I-9 before the USCIS deadline.
Because Guardian collects the information needed for the form I-9 in an intuitive and less error-prone way and then formats it according to USCIS requirements, very little training is needed for administrators and new employees to transition to the revised form. So while "USCIS recognizes that some employers may need additional time in order to make necessary updates to their business processes to allow for use of the new Form I-9," Baylor will be fully compliant with the new version of the form without altering our current process.
Every new employee of the University is required by USCIS to have completed section 1 of the electronic I-9 on or before their first day of work. They should contact an authorized HR representative in order to do so. Human Resources can be reached at 254.710.2000 or askHR@baylor.edu, 8am to 5pm Monday through Friday. Additionally, proof of identity and employment eligibility are required for the completion of section 2 of the I-9. These original, unexpired documents must be presented in person to an authorized HR representative within 3 business days of the employee's first day of work.
*If you have not already done so, immediately discontinue use of all paper I-9 forms and direct your new employees to Human Resources for completion of the required electronic form I-9.*