Form I-9 compliance: E-Verify enrollment and remote document review

Executive overview

Employers must complete Form I-9 for every new hire within three days, traditionally requiring physical inspection of identity documents. E-Verify lets employers cross-check documents against federal records — and unlocks an optional remote review alternative procedure.

Remote review requires E-Verify enrollment, but E-Verify enrollment does not require remote review.

E-Verify basics

• An online system comparing employee documents against DHS and SSA records
• Some employers (e.g. federal contractors) must use it; any employer may enroll voluntarily
• Once enrolled, you must run every new hire through it — no selective use
• Existing in-person I-9s remain valid after enrollment; no re-review required
• Enrolling employers and their admin users must complete a free fraud and anti-discrimination tutorial

Qualifying for remote review

• Only employers in good standing with E-Verify may use the remote alternative procedure
• Good standing requires enrollment across all U.S. hiring sites using remote review
• Full compliance with E-Verify program rules must be maintained throughout

Remote review step-by-step

• Employee transmits document copies to the employer (fax, email scan, or HRAS portal)
• Employer examines copies to confirm they appear reasonably genuine and match the employee
• Employer and employee meet via live video; employee presents the same original documents
• Employer retains clear, legible copies of all documentation
• Remote review must be applied consistently to all employees at the same site
• Hybrid/remote workers can be reviewed remotely while on-site staff are reviewed in person

Document requirements and practical tips

• Remote review requires a List B document with photographic identification — no photo, no remote review
• Define preferred documents and submission methods in your culture guide; have new hires sign acknowledgement
• Avoid email and fax for sensitive documents (e.g. social security cards) — use a secure HRAS
• Online onboarding tools allow employees to submit documents before day one, streamlining verification