Create a policy for choosing a remote agent: Employers can technically choose any individual to serve as their authorized representative for completing an I-9 form. While this flexibility may seem appealing at first, many employers suffer from “analysis paralysis” in trying to determine who they should approach for completing this important task.In order to address this uncertainty, experts recommend creating a policy which clearly states the types of individuals who may act as an agent at your organization. In doing so, the employer can list the best possible choices (based on their prior experience) and include any additional instructions or guidance which might be helpful.
Provide clear employee and agent instructions for completing the remote I-9: Once you’ve settled on the possible remote agent choices, you’ll want to develop standardized instruction letters to be provided to both the new hire employee and the agent who will be completing the form. In the employee instruction letter, you should describe the overall process and also communicate the importance of completing the I-9 in a timely fashion.
Implement a review process for all remotely completed I-9s: As mentioned above, employers are ultimately responsible for any mistakes or omissions on the I-9 (regardless of who you might choose as your remote agent). While many such issues can be avoided by choosing the right agent (and instructing them properly), you’ll still need to pay extra special attention to remote I-9s to make sure they are error-free.
The information provided is general information regarding the management of various risks, including human resources issues. The documents do not constitute legal advice. Persons with legal questions and specific problems are advised to consult an attorney knowledgeable in employment law.