Preparing for the 2026 form I-9 deadline? All you need to know

The U.S. Citizenship and Immigration Services (USCIS) recently extended the expiration date for Form I-9, Employment Eligibility Verification, to May 31, 2027. 

Key changes to the Form I-9

One of the most important updates is the requirement to use the August 1, 2023 edition of Form I-9. The new expiration date is May 31, 2027, but for now, employers may continue using older forms bearing the July 31, 2026 expiration date. 

Both versions are acceptable, but HR teams should note the differences in expiration dates and prepare to transition to the newer version well before the final deadline.

Compliance timeline for employers

Employers must fully adopt the updated Form I-9 by July 31, 2026, meaning all forms after this date must display the new expiration date of May 31, 2027. While previously downloaded or printed forms are still valid for now, USCIS recommends transitioning to the updated version as soon as possible. 

Staying ahead of this timeline can prevent last-minute scrambles or potential compliance issues.

Electronic I-9 systems: what’s required

Many employers use electronic systems for managing Form I-9 records. If your organization falls into this category, it’s critical to update these systems to include the new expiration date. This ensures that all documentation is up to date and compliant with the new requirements, avoiding any future complications. USCIS has made it clear that updating electronic systems is not just encouraged but required by July 2026.

Remote work and I-9 verification updates

The extension of Form I-9’s expiration date also coincides with updates related to remote work, as employers increasingly need flexibility in document verification processes. The Department of Homeland Security (DHS) continues to allow certain employers to verify employee documents remotely, providing more options for companies managing distributed workforces. 

This aligns with broader trends in flexible work policies, making it easier for HR teams to stay compliant, regardless of employee location.

Importance of timely compliance

Failure to comply with the Form I-9 regulations can result in significant penalties for employers. HR professionals must stay informed of the latest requirements to avoid these consequences. 

By adopting the updated Form I-9 as soon as possible, employers can mitigate risk and ensure that their workforce is properly documented and authorized to work in the U.S.

Best practices for HR teams

To stay compliant, HR teams should review their current processes for managing Form I-9 documentation. This includes ensuring that all forms are filled out accurately, up to date, and easily accessible. 

Teams should also set internal deadlines for adopting the new form well before the official July 2026 deadline. Implementing these best practices now will not only keep your organization compliant but also save time and reduce stress as the final deadline approaches.

Download the new form I-9 here.

With the new Form I-9 expiration date extended to May 31, 2027, HR professionals have the opportunity to proactively manage their compliance. Employers should take this time to transition to the new edition, update their systems, and review remote verification options to ensure a smooth and penalty-free process. 

Disclaimer: The content of this article is provided for general informational purposes only and should not be construed as legal advice from Workable.