Can I-9 Verification Be Done Remotely?

I-9 verification can be done remotely through USCIS's alternative procedure for E-Verify employers, or by designating a local authorized representative.

Alternative Procedure for E-Verify Employers

Employers enrolled in E-Verify can use the USCIS alternative procedure to examine I-9 documents remotely via live video interaction with the employee.

In August 2023, the Department of Homeland Security published a final rule establishing an optional alternative procedure for I-9 document examination. This rule allows employers who are enrolled in good standing with E-Verify to examine an employee's identity and work authorization documents over a live video interaction rather than in person.

Under the alternative procedure, the employer or authorized representative connects with the employee via a live video call. The employee presents their original documents to the camera, and the examiner reviews the front and back of each document in real time. The employee must also transmit clear copies of the documents (front and back) to the employer through email, fax, or other electronic means within three business days of the hire date.

The employer retains copies of the documents and notes on the I-9 form that the alternative procedure was used. They then create an E-Verify case for the employee. If E-Verify cannot confirm employment eligibility, the employer may need to conduct an in-person document examination or follow E-Verify's further action procedures.

This alternative procedure is only available to employers who participate in E-Verify. Employers who are not enrolled in E-Verify must still conduct physical, in-person examination of original documents. The alternative procedure applies to all new hires and reverifications, regardless of the employee's location.

Using an Authorized Representative for Remote Employees

For employers not in E-Verify, designating an authorized representative near the employee's location is the standard method for completing I-9s for remote workers.

When an employee works remotely and the employer is in a different city or state, someone must still physically examine the employee's original documents. The employer can designate any person as their authorized representative to handle this task. The representative meets with the employee, examines the original documents, completes Section 2 of the I-9 form, and returns the completed form to the employer.

This is a common arrangement in Park City, where many employees work remotely for companies headquartered elsewhere. The tech industry, resort and hospitality sector, and professional services firms frequently hire people in the Park City area whose employers are based in Salt Lake City, Denver, San Francisco, or other cities.

NotaryLTD serves as an authorized representative for these employers. We meet with the employee at our office or at their location, examine their original identity and work authorization documents, complete Section 2 accurately, and send the completed form to the employer. This allows the employer to meet their I-9 obligations without sending someone to Park City.

The employer remains responsible for ensuring the I-9 is completed correctly and on time, even when using an authorized representative. If the representative makes an error, the employer bears the consequences. This is why choosing a professional, experienced representative like NotaryLTD is important.

How Remote I-9 Verification Works With NotaryLTD

The employer designates NotaryLTD as their representative, we meet the employee to examine documents and complete Section 2, then return the form to the employer.

The process begins when the employer contacts us to arrange I-9 verification for their new hire in the Park City area. The employer provides us with the new employee's contact information and the partially completed I-9 form (with Section 1 already completed by the employee, or to be completed at the time of our meeting).

We schedule a meeting with the employee at a mutually convenient time and location. This can be at our office at 1090 Center Dr, Suite 23, Park City, UT 84098, at the employee's home, at their work location, or at any other convenient spot. Our mobile service makes this flexible.

At the meeting, we examine the employee's original documents from the I-9 Lists of Acceptable Documents. We verify that the documents appear genuine, relate to the person presenting them, and fall within the acceptable categories. We record the document information in Section 2, sign and date the form, and check the box indicating we are acting as an authorized representative.

We then return the completed I-9 to the employer via their preferred method, whether that is scanned and emailed, faxed, or mailed physically. The employer files the form and retains it according to federal retention requirements.

The entire appointment typically takes 15 to 20 minutes. We are available seven days a week from 9 AM to 9 PM to accommodate any schedule.

Important Rules for Remote I-9 Verification

Original documents must be physically examined, copies cannot substitute for originals, and Section 2 must be completed within three business days of the start date.

Regardless of whether you use an authorized representative or the alternative procedure, certain rules are non-negotiable. The examiner must see original documents, not photocopies, faxes, or digital images (except under the E-Verify alternative procedure's specific protocols). The employee must present the documents in person to the representative or via live video to the employer.

The three-business-day deadline for completing Section 2 still applies to remote employees. If your new hire starts work on Monday, Section 2 must be completed by Thursday, even if they work from home. Plan the authorized representative appointment accordingly to meet this deadline.

Employers cannot require specific documents. The employee chooses which acceptable documents to present. If the employee presents a valid driver's license (List B) and unrestricted Social Security card (List C), the representative must accept them. Asking for a passport instead would be unlawful discrimination.

Both the employer and the authorized representative can be held liable for I-9 errors or fraud. The representative must exercise due care in examining documents and completing the form. Using a professional service like NotaryLTD helps ensure compliance.

Benefits of Using a Professional I-9 Service

Professional I-9 services reduce compliance risk, save time, and ensure consistent quality across all employee verifications.

When employers use informal authorized representatives, such as a friend of the employee or a random notary at a shipping store, the quality and consistency of the I-9 examination can vary widely. A person unfamiliar with I-9 requirements might accept improper documents, miss expired authorizations, or complete Section 2 incorrectly. These errors create compliance risk for the employer.

A professional service like NotaryLTD examines documents consistently and accurately every time. We understand the Lists of Acceptable Documents, we know what genuine documents look like, and we complete Section 2 according to USCIS instructions. This consistency across all employee verifications strengthens the employer's compliance posture during government audits.

For employers with multiple remote hires in the Park City area, using a single professional service streamlines the process. Rather than finding a different representative for each new hire, the employer establishes a relationship with NotaryLTD and simply schedules verifications as needed. We handle the coordination with the employee and return completed forms promptly.

Contact us at 435-565-1333 or visit our contact page to set up I-9 verification services for your remote employees. Check our pricing page for current rates and our FAQ for additional information.