Back on July 21, 2023, United States Citizenship and Immigration Services (USCIS) stated that a new Form I-9 was arriving. While USCIS initially made using the updated version optional, it became mandatory as of October 31, 2023. As a result, failing to use the new I-9 on November 1, 2023, and beyond makes companies subject to penalties.
Form I-9 is a critical part of the onboarding process. It ensures that all hired employees have shown proof of their identity and are eligible to work in the United States. Along with workers attesting to their eligibility, employers also confirm that suitable documentation checks have occurred and that all required identification was properly examined using an approved process.
The new rules apply to all organizations, including Essium. Here’s a look at how the new I-9 process affects Essium, as well as users of Essium onboarding solutions, candidates, the staffing industry, and more.
Overall, Essium is internally impacted by the new I-9 process just as any other employer is, however, it did mean that the various onboarding solutions offered by Essium that included I-9 verification options required some updating.
Our team meticulously updated the solutions to ensure they align with the latest forms. As a result, users of Essium solutions can seamlessly maintain compliance when using onboarding solutions from Essium.
Additionally, Xenqu by Essium remains an E-Verify web service provider. Staffing firms using Xenqu can continue using alternative I-9 procedures when onboarding new candidates. Essentially, the frictionless process Xenqu provides is intact, allowing employers to continue enjoying the reduced fallout the approach offers.
With the new Form I-9 being required as of November 1, 2023, the main impact on onboarding is that employers need to ensure they’re using the correct document. Failing to use the latest version can trigger penalties.
However, the updated process is significantly simpler than the previous version. As a result, onboarding may proceed more quickly, thanks to the refined process.
For clients and candidates, the impact of the new I-9 process is minimal. The main effect is that new forms are required to complete the procedure in an approved fashion. For most clients and candidates, that’s beneficial, as the latest I-9 is streamlined compared to the previous version. Additionally, the new I-9 makes the use of remote verifications through authorized alternative procedures easy to note.
A main difference that companies and candidates may need to navigate is that specific information is now in supplements instead of the main I-9 form. For example, preparer/translator certification is now a standalone supplement. Similarly, re-verification and rehire is also transitioned to a standalone supplement.
For staffing agencies and recruitment firms, the impact of the new Form I-9 is similar to that experienced by companies. Transitioning to the updated version is now mandatory, and failing to align onboarding processes with the more recent procedure can trigger penalties.
At Essium, we understand the importance of compliance, which is why we updated our solutions to align with the new I-9 requirements. If you’re looking for an onboarding system that simplifies compliance and streamlines the hiring process, Essium wants to hear from you. Contact us to learn more about our comprehensive, staffing industry-centric onboarding solutions and how we can help your recruitment agency thrive.