New Hire Onboarding Guide to Form I-9 Updates 2020–2025
A Form I-9 primer for updates from 2020–2025, including compliance rules, E-Verify changes, terminology updates, retention rules and penalties for employers.
OMB Approval & Required Use
In October 2019, the Office of Management and Budget (OMB) approved revisions to Form I-9, Employment Eligibility Verification. US Citizenship and Immigration Services (USCIS) published the updated form on Jan. 31, 2020, and employers were instructed to begin using it as soon as possible. Starting May 1, 2020, this version became the only acceptable form.
Key changes at the time included:
- An approval date of Oct. 21 2019 in the bottom left corner, marking the valid version.
- Updated instructions clarify which employer representatives are authorized to complete the form.
- Clarified guidance was provided on acceptable documents from Lists A, B, and C.
Employers were reminded to retain completed forms for three years after hire or one year after termination, whichever is later.
Symmetry partners with WorkBright, and brings onboarding and payroll providers a step closer to compliance. Learn how Symmetry I-9 streamlines the onboarding process for both employers and their new hires.
2023–2024 Adjustments: Streamlined Format & Remote
Verification
On Aug. 1, 2023, USCIS released a redesigned Form I-9 to simplify compliance. The form condensed Sections 1 and 2 into a single page and created a standalone Supplement B (formerly Section 3) for reverification and rehires.
Notable additions:
- A new checkbox for employers using DHS-authorized alternative procedures (such as remote document review via E-Verify).
- Clarifications on document retention and employer responsibilities.
- Shorter and more precise instructions were designed to reduce errors.
During the COVID-19 pandemic, temporary allowances permitted virtual inspection of I-9 documents. These ended in July 2023, and only employers enrolled in E-Verify may now conduct remote reviews using DHS-approved processes.
2025 Updates: Language & Compliance Changes
The newest revision, dated Jan. 20, 2025 (valid through May 31, 2027), introduced terminology updates and reinforced compliance requirements:
Terminology changes:
- “Noncitizen authorized to work” changed to “Alien authorized to work”, aligning with statutory language.
- In List B documents, “gender” was replaced with “sex.”
E-Verify Alignment:
As of April 3, 2025, the updated language also appears in E-Verify, helping avoid mismatches.
Enforcement:
Civil fines for I-9 errors increased to $2,861–$28,619 per violation, with ICE using AI-driven audits to spot inconsistencies.
Why This Matters
Avoid costly penalties, failed audits, and reputational risk. Understand how Symmetry I-9 works and stay current with Form I-9 revisions.
Employers should:
- Always confirm they are using the latest USCIS-issued form.
- Ensure HR staff are trained on document review procedures and nondiscrimination rules.
- Maintain organized I-9 records for inspection.
- Monitor E-Verify updates if participating in the program.
To learn more about where to file Form I-9, special instructions, or to download the form and directions, visit USCIS.gov/i-9 and consult Symmetry’s Form I-9 expanded guide.
Frequently Asked Questions About Form I-9 Updates
Is remote document review still allowed for Form I-9?
The temporary COVID-19 remote review flexibility ended in July 2023. Now, only employers enrolled in E-Verify and in good standing may use DHS-authorized remote inspection procedures.
What terminology updates were introduced in the 2025 Form I-9?
The Jan. 20, 2025, edition changed “Noncitizen authorized to work” to “Alien authorized to work” and replaced “gender” with “sex” in List B document descriptions.
How does E-Verify align with the 2025 changes?
As of April 3, 2025, E-Verify uses the same updated terminology, ensuring consistency between Form I-9 and the system to prevent mismatches.
How long must employers keep Form I-9 on file?
Employers must retain each I-9 form for three years after the hire date or one year after the end of employment, whichever is later.
Where can employers access the most current Form I-9?
The latest version of Form I-9, along with instructions and filing guidance, is available at USCIS.gov/i-9.