Understanding the Latest Updates to Form I-9 and E-Verify Procedures (2025)

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April 24, 2025

Quick Article Summary

The U.S. Citizenship and Immigration Services (USCIS) has released a revised Form I-9 with minor updates, including changes to statutory language and document descriptions.
Employers enrolled in E-Verify can now utilize a DHS-authorized alternative procedure for remote examination of employee documents, enhancing flexibility in the hiring process.
Understanding these updates is crucial for Texas businesses to maintain compliance and streamline their employment verification processes.

Staying current with employment verification procedures is critical for Texas businesses to maintain legal compliance and operational efficiency. Recently, the U.S. Citizenship and Immigration Services (USCIS) introduced several updates to the Form I-9 and the E-Verify system. These changes, while minor in nature, significantly impact how businesses verify employment eligibility and manage remote hiring practices. This article outlines the key updates to Form I-9 and new remote document verification options, ensuring your business stays compliant and informed.

Minor Changes to Form I-9 (January 2025 Version)

The USCIS has recently published a new version of Form I-9, dated 01/20/2025, with an expiration date of 05/31/2027. This updated form includes several minor yet crucial changes designed to clarify and align with current statutory requirements:

Revised Statutory Language
In Section 1 of Form I-9, the language on the fourth checkbox has been updated to “An alien authorized to work,” aligning closely with statutory terminology to avoid ambiguity.
Clarified Document Descriptions
Updates to the descriptions of specific List B documents within the Lists of Acceptable Documents improve clarity, assisting employers and employees in accurately selecting and verifying appropriate identification.
Updated DHS Privacy Notice
The Department of Homeland Security (DHS) Privacy Notice provided on Form I-9 has been updated, providing clearer guidance on data privacy and handling procedures.

While employers can continue using previously valid versions of Form I-9 until their expiration, USCIS recommends transitioning to the new form promptly to stay current with regulatory changes (USCIS Form I-9 Central).

Remote Document Examination for E-Verify Employers

Recognizing evolving workplace dynamics, USCIS has introduced a DHS-authorized alternative procedure for the remote examination of Form I-9 documents specifically for employers enrolled in E-Verify. This alternative provides significant flexibility, especially useful for businesses hiring remote employees or operating multiple locations.

Employers adopting this new procedure must comply with specific guidelines:

E-Verify Enrollment
Businesses must be actively enrolled in the E-Verify program and remain in good standing to utilize this option.
Consistent Application
The remote examination process must be uniformly applied to all employees at each hiring site, ensuring compliance with anti-discrimination laws.
Document Verification Steps
Employers must thoroughly examine clear, legible copies (front and back) of the employee’s verification documents, followed by a live video interaction with the employee to confirm authenticity and ownership.
Documentation Retention
Employers must retain clear copies of all documents used during the remote verification process, maintaining them alongside completed Forms I-9.

This procedure helps businesses efficiently onboard remote employees while maintaining strict compliance with federal verification requirements (Remote Examination of Documents | USCIS).

Importance of These Updates for Texas Employers

For Texas businesses, especially those with remote or hybrid workforces, these updates offer enhanced flexibility in the hiring process. However, they also require careful attention to compliance details. Adopting the new Form I-9 and understanding the remote verification process helps ensure employers maintain compliance with evolving federal standards, reducing the risk of penalties or legal challenges.

Employers should consider updating their internal policies, training HR staff on these changes, and reviewing current I-9 processes to integrate these new requirements seamlessly.

How The Texas HR Experts The Unit Consulting Can Support Your Business

At The Unit Consulting, we understand the complexities involved in employment verification and compliance management. Our experienced HR professionals can guide your Texas business through these recent Form I-9 and E-Verify updates, ensuring seamless adaptation and compliance. Whether through comprehensive audits, policy development, or ongoing HR support, our solutions empower businesses to focus on growth with confidence and compliance. Reach out to The Unit Consulting today and let us streamline your HR practices effectively.