What is Remote I-9 Verification: Seamless 2025 Guide

Understanding What Remote I-9 Verification Really Means

What is remote I-9 verification? It’s a top compliance question in our digital-first world. Simply put, remote I-9 verification is the process of examining an employee’s identity and work authorization documents via live video instead of in person.

Here’s the quick answer:

• Who can use it: Only employers enrolled in E-Verify and in good standing
• How it works: Live video call to examine employee documents remotely
• When to use it: For remote employees who can’t meet in person
• What’s required: Document copies, video verification, special Form I-9 notation
• Legal status: Permanent alternative procedure authorized by DHS since August 2023

With over 28% of US employees working remotely or in a hybrid model, traditional in-person I-9 verification has become a major challenge for HR teams.

After temporary COVID-19 flexibilities ended in July 2023, the Department of Homeland Security (DHS) created a permanent, formalized process for qualified E-Verify employers.

This process is about more than convenience; it’s about compliant hiring for a flexible workforce. However, it comes with strict rules, deadlines, and significant penalties for errors.

What is Remote I-9 Verification and How Did We Get Here?

For decades, verifying a new hire’s work authorization meant a face-to-face meeting to inspect documents. The in-person requirement was standard, handled either by you or an authorized representative.

The 2020 shift to remote work made this impossible for many. DHS responded with temporary COVID-19 flexibility measures, but these expired on July 31, 2023. Recognizing that remote work is here to stay, DHS created a permanent alternative procedure starting August 1, 2023. This modernizes Employee Onboarding Compliance for qualified E-Verify employers.

The Old Way vs. The New Normal

Previously, physical document examination was mandatory. For remote hires, this meant finding an authorized representative, a clunky and often complex process. The pandemic introduced temporary virtual options, paving the way for today’s formalized remote option. This new normal modernizes compliance for how we work now, offering a faster, more flexible way to hire top talent regardless of location.

Key Definitions You Need to Know

• Form I-9: The Employment Eligibility Verification form all new hires must complete.
• E-Verify: The DHS internet-based system that employers must be enrolled in to use the remote verification option.
• U.S. Citizenship and Immigration Services (USCIS): The agency that provides the forms and guidance.
• Authorized Representative: In the past, this was a person who physically examined documents for you. With the new remote process, you or your agent conduct the examination directly via video.

Eligibility and Key Changes for Remote I-9 Verification

Eligibility for remote I-9 verification is strictly limited to employers enrolled in E-Verify who are in good standing. This new process coincides with the release of a new, streamlined new version of the I-9 form (Edition 08/01/23), which became mandatory on November 1, 2023. Employers must adhere to all program rules and deadlines to remain compliant and ensure proper Workforce Eligibility Verification. Our E-Verify I-9 Compliance services can help you steer these requirements.

The Step-by-Step Process for Compliant Remote Verification

As an E-Verify employer in good standing, you can use a straightforward remote verification process. It requires attention to detail and careful timing.

Step 1: Employee Completes Section 1 and Transmits Documents

Your new hire must complete Section 1 of Form I-9 by their first day of work. They must then securely send you clear, legible copies of their chosen identity and work authorization documents, including the front and back of any two-sided documents. Consider using a secure portal for transmission, as these copies become part of the official record.

Step 2: The Live Video Call: What is Remote I-9 Verification in Action?

Next, schedule a live video call with the employee. During the call, the employee presents their original documents. Your job is to examine these documents for authenticity, ensuring they appear genuine and that the person on the call matches the photo on the ID. This must be a live interaction; pre-recorded videos are not acceptable. You can find detailed guidance in the official Remote Examination of Documents Procedures from USCIS.

Step 3: Employer Completes Section 2 and Creates E-Verify Case

After the video call, you must complete Section 2 of Form I-9 within three business days of the employee’s start date.

• Check the Box: On the new Form I-9 (08/01/23 edition), check the “alternative procedure” box.
• Retain Copies: You must keep clear copies of the documents presented by the employee with their Form I-9.
• Create E-Verify Case: Immediately after completing Section 2, create a case in E-Verify. This is a mandatory step that confirms New Hire Eligibility and completes the process.

Employer Responsibilities, Benefits, and Challenges

While remote I-9 verification offers benefits like improved efficiency and access to a wider talent pool, it also presents challenges. Employers must manage technology issues, guard against document fraud, and maintain strict compliance. Key responsibilities include applying procedures consistently, offering an in-person option, retaining document copies securely, and providing thorough staff training. An I-9 Self Audit can help identify gaps, while our HR Compliance Assistance can ensure your policies are sound and help you avoid significant I-9 Compliance Penalties.

What is Remote I-9 Verification and How Did We Get Here?

The shift to remote and hybrid work required a change from the traditional, in-person Form I-9 process. In response, the Department of Homeland Security (DHS) established a permanent alternative procedure for remote document inspection, effective August 1, 2023, for qualified E-Verify employers. This modernizes Employee Onboarding Compliance for today’s workforce by allowing document review via live video, a process detailed in the initial COVID-19 flexibility announcements.

Eligibility and Key Changes for Remote I-9 Verification

The new remote I-9 verification process is a structured alternative available only to specific employers who meet clear requirements.

Who is Eligible for Remote Verification?

Only employers enrolled in E-Verify and in good standing can use the remote I-9 verification procedure. Good standing requires you to be:

• Enrolled in E-Verify for all hiring sites using the alternative procedure.
• Consistently using E-Verify for all new hires in the U.S.
• Compliant with all other E-Verify program requirements.

Our E-Verify I-9 Compliance services can help you meet these requirements. You must apply the alternative procedure consistently and without discriminatory purpose to streamline your Workforce Eligibility Verification process.

Understanding the New Form I-9 (Edition 08/01/23)

USCIS released a revised Form I-9 to accommodate the new procedure:

• Condensed: Sections 1 and 2 are on a single, mobile-friendly page.
• Remote examination checkbox: A specific box in Section 2 indicates you used the “alternative procedure.”
• Supplements: Preparer/translator and reverification sections are now separate supplements.
• Reduced instructions: Instructions were cut from 15 to 8 pages.

This new version of the I-9 form modernizes the process.

Important Timelines and Deadlines

• Mandatory New Form: As of November 1, 2023, all employers must use the new Form I-9 (08/01/23 edition).
• COVID-19 Re-inspection: The deadline to re-inspect documents for those under the temporary COVID-19 flexibility was August 30, 2023.
• Document Retention: You must retain Form I-9 for three years after hire or one year after termination, whichever is later. This includes copies of documents examined remotely.

The Step-by-Step Process for Compliant Remote Verification

For qualified E-Verify employers, the remote verification process is a practical alternative to in-person meetings. The process begins with the employee completing Section 1 and sending document copies. The employer then conducts a live video call to examine the original documents for authenticity. Finally, the employer completes Section 2, checks the ‘alternative procedure’ box, retains document copies, and creates an E-Verify case within three business days. Following these Remote Examination of Documents Procedures is essential for confirming New Hire Eligibility and maintaining compliance.

Employer Responsibilities, Benefits, and Challenges

Remote I-9 verification offers significant advantages but also comes with clear responsibilities and potential challenges. It streamlines hiring and expands your talent pool, but introduces risks related to technology, fraud, and compliance.

Your Core Responsibilities as an Employer

• Consistency: Apply remote verification policies fairly to all similarly situated employees.
• In-Person Option: You must provide an in-person verification option if an employee requests it.
• Document Retention: Securely store clear, legible copies of all documents examined remotely with the Form I-9.
• Staff Training: Properly train anyone conducting remote verification on procedures and compliance standards. Our HR Compliance Assistance can help.

Potential Pitfalls and How to Avoid Them

Avoid inconsistent processes between teams or locations. Have backup plans for technical failures during video calls. Train your team to spot signs of document fraud. Do not over-document by recording calls, as this can create liability. Have a clear process for handling Tentative Nonconfirmations (TNCs) with remote workers. An I-9 Self Audit can help you identify these pitfalls before they become costly I-9 Compliance Penalties.