Current Form I-9 Edition and Expiration Date Rules for U.S. Employers

(UNITED STATES) Employers across the United States must now use the January 20, 2025 edition of Form I-9 for new hires. That edition stays valid through May 31, 2027, and older versions, including the August 1, 2023 form, are no longer allowed for new completion. The change matters because Form I-9, officially called Employment Eligibility Verification, sits at the center of every lawful hire in the country.

The update affects employers, HR teams, remote-work operations, and workers whose documents must be checked before a job starts. It also affects companies facing tighter federal review. Using the wrong edition can trigger paperwork violations, and 2025 inflation-adjusted fines range from $288 to $2,861 per form for errors. USCIS directs employers to the current form on I-9 Central, where the latest version, instructions, and related tools are posted.

The form edition that now controls hiring

The edition date at the bottom of the form tells employers which version they are using. On the current form, that date is 01/20/25. The printed expiration date shows when that version stops being usable for new hires. Those two dates are not the same thing as a worker’s own immigration status or work authorization end date.

That distinction matters. A lawful permanent resident, a U.S. citizen, or a worker with temporary authorization may all present different documents, but the employer still must use the current edition. Once the form expires for use, employers cannot keep relying on it for new completions, even if the language on the page looks familiar.

USCIS replaced older versions to update terminology and keep the form aligned with federal rules. The January 20, 2025 edition is now the only acceptable version. According to analysis by VisaVerge.com, many compliance problems start when companies keep old templates on hand and fail to swap them out after a federal revision.

What the new edition changed on paper

The January 20, 2025 edition does not overhaul the whole system. It keeps the same structure, sections, supplements, and core hiring checkpoints. But it does make a few wording changes that employers need to notice.

• Section 1 now uses “an alien authorized to work” in the fourth checkbox.
• List B descriptions use “sex” instead of “gender.”
• The remote examination box remains part of the form for eligible employers.

Those changes may look small, but they matter in audits. A form that is filled out on the wrong edition, or completed with outdated references, can create avoidable compliance exposure. For employers with large hiring volumes, even small mistakes can multiply fast.

How the process works from hire to filing

The I-9 process still follows a strict timeline. Employers must complete it for every new hire after November 6, 1986, including U.S. citizens, noncitizen nationals, lawful permanent residents, and noncitizens authorized to work. The worker and the employer each have a role, and each deadline matters.

1. Confirm the form edition first. Use the 01/20/25 version and give the employee the instructions and Lists of Acceptable Documents.
2. Complete Section 1 by the first paid day. The employee enters name, address, date of birth, and status. If the person uses the form with help, Supplement A records that assistance.
3. Complete Section 2 within three business days of the start date. The employer reviews documents, records the details, and signs the certification.
4. Use Supplement B when reverification is needed. That applies to expiring work authorization or rehires within three years.
5. Keep the record securely and review it regularly. Employers should run internal checks to catch errors before an audit does.

The employer’s review step is where many cases go wrong. The worker must present either one List A document, or a List B identity document plus a List C work authorization document. Employers cannot ask for a specific document. They also cannot reject a valid document because they prefer another one.

Remote verification is now permanent for E-Verify employers

Remote document review is no longer just a temporary pandemic measure. For E-Verify participants in good standing, it is now permanent. These employers may inspect documents by live video link, keep clear copies, and mark the remote examination box in Section 2.

That option does not apply to every business. Employers outside E-Verify still need in-person inspection unless another lawful rule covers the hire. The permanent remote process matters for distributed workforces, especially employers hiring people who live far from a central office.

For workers on temporary status, including many H-1B and OPT employees, the remote system can speed onboarding. It also makes reverification more manageable when a document expires. Still, the employer must use the current edition of Form I-9 every time.

What records must be kept after the hire

Retention rules have not changed. Employers must keep each completed Form I-9 for three years after hire or one year after termination, whichever is later. The file can be paper or electronic, but it must be accessible and secure.

Employers do not need to keep the employee’s document copies unless the company uses a policy that keeps copies for everyone. If copies are kept, the rule must be applied uniformly. Employers should not retain the Lists of Acceptable Documents or the instructions unless they are needed for the file.

That recordkeeping rule matters during a Notice of Inspection. When ICE serves one, employers must produce the forms within three business days. Missed deadlines, missing forms, and wrong editions all draw attention fast.

Why enforcement pressure is rising

Federal enforcement is getting tougher. DHS and ICE increased inspections in 2025 and 2026, and companies are being pushed to keep cleaner files. The biggest risks are simple ones: the wrong edition, missing signatures, late reverification, or weak storage systems.

Small employers can face thousands of dollars in fines during an audit. Larger companies face a broader risk. A repeated error across many files can turn one paperwork issue into a larger pattern. That is why HR teams now treat Employment Eligibility Verification as an ongoing compliance task, not a one-day formality.

E-Verify has become part of that picture too. The newer system generates Status Change Reports that flag possible revocations, and participating employers must check them weekly. When a report shows a problem, the employer must act through Supplement B. That makes the I-9 process a continuing duty, not a closed file.

What employers should keep in front of them

• Use only the January 20, 2025 edition through May 31, 2027.
• Never use a prior edition for a new hire.
• Complete Section 1 by the first paid day.
• Complete Section 2 within three business days.
• Use Supplement B for reverification or eligible rehires.
• Keep records for the required retention period.
• Check E-Verify status reports weekly if enrolled.
• Train staff with USCIS guidance and the M-274 Handbook.

The current form is available through USCIS, and the official filing guidance sits with the agency’s I-9 resources. Employers that keep their templates current, train staff well, and review files on a schedule are far less exposed when audits arrive.

The January 20, 2025 edition of Form I-9 is now the standard for Employment Eligibility Verification, and the compliance clock is already running.