I-9 Remote Verification

As remote work continues to shape the future of the workforce, Form I-9 compliance becomes crucial for employers to adapt and thrive in this new era of work. Implementing effective I-9 remote verification processes will assist in navigating these requirements while supporting the remote workforce.

Whether your company opts to use E-Verify will dictate whether you can verify employees' documentation remotely via video or if you'll need an Authorized Representative in the new employee's area to review the documents in person. Here are two alternative procedures to remotely examine your employee’s documentation.

1. Collect copies of the document(s): Have the employee provide front & back copies of the document(s) that will be presented via video call.
   
   
2. Connect via Video: Schedule a live video interaction with the employee to verify document authenticity.
   
   
3. Complete the Form I-9: Complete Section 2 of the form using the document(s) provided. If you use this DHS alternative procedure, you must write that you used an alternative procedure in the “Additional Information” section on Form I-9.
   
   
4. Document(s) Retention: Historically, employers have had the option of whether they would retain copies of the document(s). Using this process, it is required that employers keep clear copies of what the employee submitted on file.

1. Designate AR: An agreement between the new hire and employer on who will act as Authorized Representative. ARs can be a member of the general public, personnel officers, foremen, etc. Please be advised that employers are liable for any violations in connection with the form, including any violations committed by the authorized representative acting on your behalf.
   
   
2. Authorized Representative: AR must physically review document(s) to ensure authenticity.
   
   
3. Complete the Form I-9: Complete Section 2 of the form using the document(s) provided. If you use this DHS alternative procedure, you must write that you used an alternative procedure in the “Additional Information” section on Form I-9.
   
   
4. Document Retention: Employers are not required to keep document(s) on file if they are not enrolled in E-Verify. Follow the same process as you do on-site employees.

Navigating the Form I-9 documentation process for remote employees can be challenging. As remote work becomes more prevalent, it's essential for employers to stay informed about the latest guidelines and procedures regarding I-9 remote verification.