July 18, 2025

Form I-9 and e-Verify Updates That HR Needs to Know

By: Data Facts

Staying compliant with Form I-9 and E-Verify requirements is more important than ever for U.S. employers. With evolving regulations, updated forms, and increasing enforcement, it’s easy to fall behind.

Here’s what you need to know about Form I-9 and E-Verify in 2025.

The State of Immigration in the United States

The current spotlight on immigration compliance makes accuracy critical. Employers are required to verify the identity and employment eligibility of every new hire, retain records properly, and respond promptly to requests for inspection.

Happening now:

Increased audits. The U.S. Immigration and Customs Enforcement (ICE) and the Department of Homeland Security (DHS) are stepping up audits, worksite inspections, and enforcement actions to ensure employers aren’t unknowingly hiring unauthorized workers.

Heightened enforcement means every I‑9 error (expired document, missing signatures, etc.) is now more likely to be flagged and penalized.

Changing data analytics. Federal agencies are turning toward artificial intelligence and data analytics to detect inconsistencies in I-9 forms. This approach will help them flag potential violations easier, which increases the chances of an audit.
Higher non-compliance penalties. As of 2025, penalties for I-9 violations have risen significantly. For example, the penalty for the first order of employing an undocumented worker was $698 to $5579. In 2025, it’s $716 to $5724. Employers may face fines ranging from hundreds to thousands of dollars per violation, with repeat offenders at risk of even harsher consequences.

Changes to Form I-9 in 2025

Using the updated form and being aware of the changes is the natural first step in keeping your process aligned and compliant.

Revised form: The revised Form I-9 with an edition date 01/20/25 and an expiration date 05/31/2027 is now available for download, while multiple previous editions remain valid until their respective expiration dates:

Form I-9 (08/01/23 edition) that is valid until 05/31/2027
Form I-9 (08/01/23 edition) that is valid until 07/31/2026 (Employers using this form must update their electronic systems with the 05/31/2027 expiration date by July 31, 2026.)

The updates to be aware of are:

The fourth checkbox in Section 1 was renamed to “An alien authorized to work”.
The descriptions of two List B documents were revised in the Lists of Acceptable Documents.
Appropriate statutory language and a revised DHS Privacy Notice to the instructions were added.

April 3, 2025: E-Verify and E-Verify+ updated the Citizenship Status selection during case creation to reflect this statutory language. The selection “A noncitizen authorized to work” will be updated to “An alien authorized to work.”

It’s important to note that:

If an employee attests on Form I-9 as “A noncitizen authorized to work,” the employer must select “An alien authorized to work” in E-Verify.
E-Verify cases will display "An alien authorized to work," while employees and employers may continue to see "A noncitizen authorized to work" on Form I-9, depending on the form edition being used.
E-Verify+ participants will see the updated 01/20/25 edition date and 05/31/2027 expiration date reflected in Form I-9NG.

How to Ensure Your Organization is I-9 and e-Verify Compliant

Maintain your company’s compliance with the latest I-9 and E-Verify requirements with these best practices:

Use the most current Form I-9. Download and use the 01/20/25 edition of Form I-9. Double-check that your HR systems and form libraries have been updated.
Complete I-9 forms on time. Section 1 must be completed by the employee no later than their first day of employment. Section 2 must be completed by the employer within three business days of the employee’s start date.
Update E-Verify processes. Ensure your E-Verify system reflects the updated terminology. If you use E-Verify Web Services, update integration protocols accordingly.
Train HR staff on 2025 updates. Conduct a refresher session on new form terminology, timing rules, and system changes. Provide a checklist for correctly completing the revised Form I-9.
Perform internal I-9 audits regularly. Identify and correct missing signatures, expired documents, and outdated forms.
Retain and store forms according to federal requirements. Keep each I-9 for three years after hire or one year after termination, whichever is later.

Consider an Automated I-9, E-Verify Solution

I-9 and E-Verify process automation can help you proactively stay in compliance.

Decrease errors. An automated solution detects errors that could cause your company to get fined during an audit. It also allows you to automate tasks that minimize human data entry mistakes.
Save time. Managing I-9 compliance manually can suck up resources. Automation can handle these processes in seconds.
Simplify storage. With automatic purge features, your company’s records are streamlined, up-to-date, and easy to audit.
Minimize fines. Automating the process decreases the instances of errors, shielding your company from costly fines.

HR Can Minimize Legal Risks and Keep I-9 Processes Running Smoothly

A little attention to detail now can save your team time, money, and headaches later. Prioritize training, update your systems, and audit your processes regularly. And consider automating your processes to keep it compliant and efficient.

Looking for more info? Download our comprehensive eBook on Form I-9: