Can I Conduct a Video Conference for a New Hire, Regardless of Where We’re Located Within the U.S.?
Yes, as long as your company is a registered E-Verify user, you can conduct a video conference for I-9 verification from anywhere within the United States. Whether you or the new hire is located in different states or cities, remote I-9 verification is possible and compliant as long as both parties are within U.S. borders. Here’s what you need to know for a smooth and compliant onboarding experience.
Steps for Remote I-9 Verification with Video Conferencing
Ensure E-Verify Registration
Video conferencing for I-9 document verification is permitted only for companies enrolled in E-Verify. If your company isn’t registered, you’ll need to conduct the document verification either in person or through an authorized representative.
Prepare for Video Verification
Schedule a video meeting with the new hire and ask them to have their required documents ready. During the call, examine the documents closely, ensuring they meet the standards for identity and employment authorization.
Use Clear, High-Quality Video
It’s essential to use a reliable video platform with clear quality, as this will help you inspect the documents thoroughly and confirm their authenticity. High-resolution video enables a more accurate review of security features on documents.
Record Details of the Verification
Keep a record of the video conference date and any observations in the I-9’s "Additional Information" section, as this can help if any questions arise during an audit.
In-Person Verification Is Still Recommended, If Possible
While remote I-9 verification is a convenient option, we recommend an in-person ID check whenever possible, especially if the new hire can visit one of your company’s physical locations. Verifying documents face-to-face provides a better opportunity to inspect their authenticity and catch any potential discrepancies.
Important Reminder: E-Verify Registration Is Required
If your company is not registered with E-Verify, you are not authorized to conduct document verification through video conferencing. For non-E-Verify companies, documents must be verified either in person or by using an authorized representative.
For official guidelines on remote I-9 document verification and video conferencing, refer to the USCIS rules on remote verification. Following these steps will ensure a smooth, compliant onboarding process for your remote employees!