I-9 Verification for Remote Employees

Make remote hiring feel a little closer to home with Guardian’s Remote Hire tools

In today’s ever changing hiring environment it is important that all employers have a compliant and easy workflow to manage remote employee hiring. Guardian ensures your organization is following the latest legal guidelines while keeping the process seamless and easy for your new remote employees.

COVID-19 – Remote I-9 Rapid Deployment Remote I-9 Rapid Deployment is a new option that enables organizations to quickly implement Guardian’s specialized electronic Form I-9 and E-Verify remote hiring tools and workflows in a fraction of the time.

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LawLogix understands that every organization, large or small, diverse or centrally located, each has their own unique challenges and compliance needs. As the leading I-9 and E-Verify compliance solution, Guardian provides different options to suit those specific needs for your organization. Guardian ensures that no matter which remote hiring option you choose, all or your remote employee I-9s will be in compliance with current DHS guidelines.

Read more below about the different remote hiring options available within Guardian or contact us today to speak to an I-9 specialist.

Option 1

Remote Hire with Agent (also known as Find-A-Friend method)

This is our most popular option as it allows organizations to provide flexibility to their new remote employees when finding a verifier for section 2 of the I-9. 

Here's how it works:

Step 1 →

Workflow 2 Step 1
Remote Employee completes Section 1 from home

Step 2 →

Workflow 2 Step 2
Remote Employee is provided a link to send to a Section 2 verifier of their choice **Note: This could be a (colleague, friend, neighbor, or even a relative depending upon your organization’s policy)

Step 3 →

Workflow 2 Step 3
Remote Employee brings their Section 2 identity and employment authorization documents to their chosen Section 2 verifier

Step 4 →

Workflow 2 Step 4
The chosen Section 2 verifier will verify the remote employees documents per the on-screen Guardian instructions and electronically sign Section 2 of the I-9

Step 5

Workflow 2 Step 5
Your HR team can initiate the final I-9 approval within Guardian. If participating in E-Verify, the case is automatically submitted to E-Verify

Key compliance features include:

  • Guidance Tips: To ensure the I-9 is filled out correctly the first time, you have the option of providing the employee and remote agent with field level guidance for each Section 1 and Section 2 field.
  • Forensic Level Audit Trails: All activity, including electronic signatures, are recorded with Guardian’s forensic quality detailed audit trails in accordance with compliance best practices.
  • Real-time Progress Monitoring: At any stage, progress can be monitored by an internal manager from the Guardian Dashboard.
  • Per DHS guidance, organizations can allow employees to select any remote agent to complete Section 2 after receiving written guidance from your team.
Option 2
Remote Hiring with Virtual Verification (new option release by DHS due to COVID-19)

This option allows your new remote employees to complete section 2 of the Form I-9 using virtual verification tools like screen sharing, facetime, etc. This option is not ideal for all employers as it does require additional in-person review once normal business resumes. Read more about this option and the DHS guidance around virtual verification here.

Here's how it works:

Step 1 →

Workflow 2 Step 1
Remote Employee completes Section 1 from home

Step 2 →

Workflow 1 Step 2
Remote Employee reviews verification options per your organization’s policy

Step 3 →

Workflow 1 Step 3
Remote Employee virtually presents identity and employment authorization documents to the chosen document verifier, potentially via online interview

Step 4 →

Workflow 1 Step 4
Document Verifier retains copies of the identity and authorization documents and completes Section 2 per onscreen Guardian instructions and electronically signs the I-9

Step 5 →

Workflow 1 Step 5
I-9 Approver approves the I-9. If participating in E-Verify, the case is automatically submitted to E-Verify

Step 6 →

Workflow 1 Step 6
Within three days once normal business operations resume, employee presents the original documents to the document verifier to complete physical inspection

Step 7

Workflow 1 Step 7
Document verifier inspects the documents and annotates the I-9 with the COVID-19 exception

Key compliance features include:

  • Verification complete 100% virtually until normal business operations resume (post COVID-19 pandemic)
  • Guidance Tips: To ensure the I-9 is filled out correctly the first time, you have the option of providing the employee and remote agent with field level guidance for each Section 1 and Section 2 field.
  • Forensic Level Audit Trails: All activity, including electronic signatures, are recorded with Guardian’s forensic quality detailed audit trails in accordance with compliance best practices.
  • Real-time Progress Monitoring: At any stage, progress can be monitored by an internal manager from the Guardian Dashboard.
  • Organizations can allow employees to select any remote agent to complete Section 2 after receiving written guidance from your team.
Option 3

Remote Hiring with In-Person Certified Agents

For those organizations who prefer to utilize in-person certified agents for section 2 verification, guardian offers a network of agents for your employees to choose from.

Here's how it works:

Step 1 →

Workflow 2 Step 1
Remote Employee completes Section 1 from home

Step 2 →

Workflow 3 Step 2
Remote Employee is presented with a list of remote verification centers available in their area

Step 3 →

Workflow 3 Step 3
Remote Employee chooses a remote verification location that works for them and schedules an appointment to complete the section 2 verification

Step 4 →

Workflow 3 Step 4
Remote Employee brings their section 2 documents to their chosen remote verification center

Step 5 →

Workflow 3 Step 5
The Remote Verifier will verify the remote employee’s documents and sign section 2 of the I-9.

Step 6

Workflow 3 Step 6
Your HR team can initiate the final I-9 approval within Guardian. If participating in E-Verify, the case is automatically submitted to E-Verify
Watch this short video to learn more about our remote verification network

Key compliance features include:

  • Verification complete 100% virtually until normal business operations resume (post COVID-19 pandemic)
  • Guidance Tips: To ensure the I-9 is filled out correctly the first time, you have the option of providing the employee and remote agent with field level guidance for each Section 1 and Section 2 field.
  • Forensic Level Audit Trails: All activity, including electronic signatures, are recorded with Guardian’s forensic quality detailed audit trails in accordance with compliance best practices.
  • Real-time Progress Monitoring: At any stage, progress can be monitored by an internal manager from the Guardian Dashboard.
  • Organizations can allow employees to select any remote agent to complete Section 2 after receiving written guidance from your team.

Additional Remote Hiring Resources

Form I-9 Conundrum: Is your business operating remotely during COVID-19?

It’s been almost two weeks since DHS announced their new “flexible” Form I-9 option, which enables employers to conduct a remote verification of a new hire’s identity...

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E-Verify Extends Social Security Mismatch Timeframe in Light of Coronavirus (COVID-19)

On Saturday, the United States Citizenship and Immigration Services (USCIS) issued new E-Verify guidance for employers in response to the COVID-19 pandemic that has...

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DHS announces Rare I-9 Flexibility for Employers that are Operating Remotely as a Result of COVID-19

Today, the Department of Homeland Security (DHS) announced that they are implementing a special Form I-9 exception for employers who have implemented a “stay at home”...

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