Tired of the constant I-9 updates? Wondering about Virtual I-9 verification?
HR professionals have been on a wild ride lately. From new forms to stricter deadlines, the USCIS seems to have a never-ending supply of changes. But the latest twist? Virtual I-9 verification. Yep, you heard that right. The DHS just threw a curveball with their “alternative procedure” ruling, turning a once-familiar process on its head.
All of this has led to a surge in the adoption of virtual I-9 verification processes. While this digital shift offers convenience and efficiency, it also presents unique challenges and compliance considerations.
But before we jump into the considerations, let’s talk more about what virtual verification is.
What is Form I-9 Virtual Verification?
Form I-9, Employment Eligibility Verification, is a federal immigration form that employers must complete for all new hires. It verifies that the employee is eligible to work in the United States.
Traditionally, this process involved physical examination of the employee’s documents, however, with the DHS’ new ruling, employers can complete this process electronically, but they must meet the necessary requirements.
Who Can Virtually Verify I-9 Forms?
The alternative procedure cannot be used by everyone as there are specific requirements that must be met.
These requirements are two fold:
- E-verify Use is Required: To remotely examine your employee’s documents, participants must be in good standing with E-Verify. New users will need to complete an E-Verify tutorial that includes training on recognizing fraudulent documents while existing E-Verify employers can access this tutorial and may retake it whenever they wish.
- Participants Must be In Good Standing with E-Verify: For E-Verify, good standing means you check the box in three areas: 1. You’re enrolled in E-Verify for all hiring sites, 2. You use E-Verify to confirm the employment eligibility of newly hired employees in the United States, and 3. You comply with all other E-Verify program requirements.
If you meet the above requirements, we have good news, you can virtually verify new hires’ I-9 documentation.
Benefits of Virtual I-9 Verification
Beyond the obvious convenience and efficiency, virtual I-9 verification offers a range of additional benefits that can significantly enhance your HR processes and reduce costs. Let’s explore some of the key advantages in more detail.
- Improved Accuracy: By automating the document verification process, virtual I-9 verification can reduce the risk of human error and ensure that all documents are reviewed accurately and consistently.
- Reduced Risk of Fraud: Virtual I-9 verification platforms often incorporate advanced document verification technologies that can help detect fraudulent documents. This can protect your business from costly penalties and legal issues.
- Enhanced Data Security: Virtual I-9 verification systems typically have robust security measures in place to protect sensitive employee data. This can help mitigate the risk of data breaches and identity theft.
Cost-Effectiveness
While virtual I-9 verification may involve an initial investment in technology or software, it can ultimately lead to significant cost savings, especially for businesses with a large number of remote employees. Here are some ways:
- Reduced Administrative Burden: Virtual I-9 verification can streamline the onboarding process, reducing the time and resources required for manual document review and storage.
- Improved Efficiency: By automating tasks such as document scanning and verification, virtual I-9 verification can increase efficiency and productivity within your HR department.
- Reduced Risk of Penalties: Adhering to I-9 compliance regulations is crucial. Virtual I-9 verification can help ensure compliance and reduce the risk of costly penalties.
By leveraging the benefits of virtual I-9 verification, businesses can improve their HR processes, reduce costs, and enhance overall compliance.
Understand If Remote I-9 Verifications Are Right For You
When it comes to compliance, there’s no gray area – you either are compliant or are not, so ensuring compliance with employment eligibility is the top consideration here. However, if you can maintain compliance, while taking advantage of the new alternative procedure, even better!
But before taking that leap, let’s look at what we’re seeing as key factors & indicators for whether or not virtual I-9 verification is right for you.
- Remote Environment: Virtual I-9 verifications are perfect for remote environments as they allow seamless onboarding regardless of location. This flexibility ensures that you can hire talent from anywhere while maintaining compliance, streamlining the process for both HR and new employees.
- High-Volume: For a high-volume of hires, virtual I-9 verifications can significantly speed up the onboarding process. By automating and simplifying verification, you can efficiently manage large numbers of new hires without sacrificing accuracy or compliance.
- Lean Team: Lean teams, especially when seasonal hiring or high-volume hiring is involved, need solutions that minimize the administrative burden and can save them time. This allows them to focus on strategic tasks while ensuring that all necessary documentation is processed quickly and accurately
Key Considerations for Form I-9 Virtual Inspections
Whether you leverage a team like Mitratech’s I-9 experts or you do it yourself, you should know what you should be looking for and what’s required of you:
- Compliance with Federal Regulations: While virtual I-9 verification is here to stay, it’s essential to adhere to federal regulations. Consult with the DHS’ ruling to fully understand who is eligible for this process.
- Document Authenticity: One of the primary concerns with virtual I-9 verification is ensuring the authenticity of the documents submitted. Employers must implement measures to verify the genuineness of these documents. This may involve using advanced document verification technologies or conducting additional checks.
- Secure Data Handling: Virtual I-9 verification involves the handling of sensitive employee information. Employers must implement robust data security measures to protect this information from unauthorized access or disclosure.
- Record Retention: Employers are required to retain Form I-9 for a specific period, even after the employee’s termination. These records must be easily accessible for inspection by federal authorities. Virtual I-9 verification systems should be designed to facilitate long-term record retention.
Best Practices for Virtual I-9 Verification
With the shift to virtual onboarding, it’s crucial for HR professionals to adopt best practices that not only streamline the verification process but also keep you compliant. Whether you’re a seasoned pro, new to HR, on Wall Street, or on main street these best practices will set you up for immediate results and long term success:
- Choose a Reliable Technology Partner: Select a virtual I-9 verification platform that is compliant with federal regulations and offers robust security features and shows a history of success.
- Provide Clear Instructions: Ensure that employees understand the steps involved in the virtual I-9 process and provide clear instructions for document inspection. If you need help, this is a direct link to the DHS’ 5 step process.
- Train Your HR Team: Educate your HR team on the latest guidelines for virtual I-9 verification, including any updates to federal regulations.
Implement Quality Control Measures: Regularly review your virtual I-9 verification process to identify and address any potential issues.
Stay Informed: Keep up-to-date on the latest developments in federal immigration law and best practices for virtual I-9 verification.
Looking To Explore Virtual I-9 Verification?
Like we said earlier, compliance isn’t a gray area – you either are or are not, but you don’t have to implement or evaluate your current virtual verification process alone.
