Back to Blog

How To Follow I-9 Requirements for a Remote Workforce

PSI Team | Uncategorized

Businesses constantly need to switch, update, or transform their processes to maintain consistent results no matter the market situation. Technology keeps evolving to provide faster and better solutions to common problems, and it must move faster when those problems suddenly arise.

Remote jobs were becoming a popular way to work around 2016, but after the global pandemic of 2019, they became the main form of employment. To keep the workflow going, industries had to find reliable solutions to continue their services by making the switch to remote work.

With these changes, rules and regulations guidelines also had to change, updating processes, verifications, and licenses for legal reasons. Understanding and learning the new changes in following I-9 requirements for a remote workforce is essential to running a functional business.

I-9 for Remote Workers

The admission and application process for a job inside a company requires filling out an I-9 form that checks the eligibility of the candidate to legally work in the US. Normally, these applications require a three-day verification process that must be done in-person with the proper documents, but new work developments make this challenging for some companies.

Online applications keep growing, with various online sites helping people find jobs and connecting them with the right people to fill different positions. I-9 forms are necessary, no matter the type of job, location, or experience.

Appoint a Trusted Representative

For workers who live far from one of the main offices of their company, a viable solution is using a trusted representative. This could mean different things for companies, where it can only be a member of the family, someone hired legally, or simply a trusted person who has the candidate’s consent.

During the hiring process for remote workers, businesses must disclose a list of acceptable candidates to become trusted representatives. Employers can fill out a part of the form, especially section 2, but a candidate must complete section 1; otherwise, the process is not valid.

Offer Guidance

Switching from an in-person process with paper to an online process might have some challenges that the employer must help the candidate overcome. Having clear instructions that candidates can read and refer to during the process will minimize errors and ensure a more streamlined process.

Guiding a candidate means creating a user-friendly site, providing easy access to the necessary information, and having a simple process for uploading documents. The remote workforce relies on computers and software that keep developing to provide more accurate and reliable services, added to simple and necessary information.

Online Reviews

After a person completes an I9 form, it is essential to review it to ensure that the employee is not missing any crucial information or details that might compromise their eligibility. As a part of the interview and hiring process, a company must ensure that a candidate complies with hiring standards and federal laws.

This process also requires the employer to disclose the reasons why an in-person review is not possible, and it’s often due to remote hiring. Sending an email with the steps to follow to the candidate is helpful; that way, they can take the time to review and fix any issues before the verification deadline.

Verification Services

After checking the form and ensuring that all necessary information has been provided, employers must then E-verify the document. Companies that provide I-9 verification services will check with Homeland Security and the Social Security Administration database to ensure that the information provided is legitimate.

A form I-9 is mandatory for employment; using E-verify is voluntary, but it will prevent unwanted situations with employment that could result in fines and suspensions. Professionals that provide this type of service will help you maintain a good reputation for your company.

I-9 Sections

Any potential employee must attest that they have the authorization to legally work in the US Section 1 of the I-9 form for eligibility in the US. This section’s deadline is the first day of work for the new employee, and by law, they may not start work if the employer does not file the paperwork.

In section 2, the new employee must provide proof of eligibility with physical documents and work authorization. The employee must provide any passports, permanent resident cards, alien registration cards, or employment authorization cards within three days of submitting section 1. With new remote guidelines, an employer could fill out this section with the necessary information.

Section 3 is an update section where a current employee must provide new information in case a permit or work authorization expires. This section also serves for rehiring an employee because the main information should remain the same unless any authorization documentation has been updated or changed.

Application Software

With technology moving quickly for businesses, new software programs are taking the lead to provide reliable service in a constantly evolving work environment. Hiring and onboarding a person to work remotely is now simpler than ever, with online applications that effectively manage and keep track of the process to deliver better results.

Software like CRM helps companies achieve better development with their workforce, especially when dealing with employees nationwide. This process focuses on details, suggestions, and deadlines; it also keeps all the information in one place, only allowing authorized persons to access it.

Overcoming Challenges

Following I-9 requirements for your remote workforce might bring some challenges, especially when dealing with invalid documents, which could lead to unwanted situations. Completing an application with an I-9 form is one thing, but ensuring the information provided is legitimate is an entirely different task. Challenges are impossible to avoid, but with the right preparation and knowledge, a business will successfully overcome them to hire the best remote team.

Using E-verify is a reliable response to a fast-growing remote workforce, as it helps ensure that an integral part of the hiring process is accurate. Challenges will always surge, but having the right team working for your company will make every step of the way a lesson to learn and grow. Ensure your company’s future by enrolling with the best service providers in the market.

How To Follow I-9 Requirements for a Remote Workforce