Your new hire will complete Section 1 on our convenient platform using a smartphone, tablet, desktop, or laptop. Section 1 takes less than a minute and can be completed at the employee’s convenience.

We provide to the employee everything that you are required by law to provide to them… the Form I-9 instructions; the Lists of Acceptable Documents; and, if you participate in E-Verify®, the participation posters.

For Section 2, our solution leverages the form regulations that allow anyone to act as your “Authorized Representative” when you cannot meet the new hire. To make this process as convenient as possible for the employee, we encourage them to select someone within their circle of friends, family and acquaintances to act as your representative. The employee will also decide what identification documents he or she will present.

The new hire will call to speak with a Verifyi9 I-9 Specialist. During the 8 to 10 minute call, our expert will first ensure that all I-9 rules and requirements are being met. Our I-9 expert will than guide the authorized rep to complete Section 2 on our platform, to include photographing ID documents.

Even more details

Yes, our phone-supervised solution is completely legal and complies with Form I-9 regulations that have been in place for over four decades. The elements to make Form I-9 for a remote hire legal are:

• The form must be completed in a face-to-face meeting with
• a person authorized by the employer to act as their Authorized Representative
• to view original, unexpired identification documents, related to the employee,
• from the Lists of Acceptable Documents. The representative must
• describe the documents in the correct columns in Section 2 and
• sign the Section 2 Certification, swearing that the elements above have been completed.

The person who acts as your Authorized Representative need not have any specific knowledge or experience; licensing or qualifications; or affiliation with you or the employee. Further, a person is not barred from acting as your Authorized Representative because of any affiliation with the employee (like a family member or spouse). We require that the Authorized Representative be a competent adult.

We are not your Authorized Representative; the person identified by your employee is. We are the I-9 expert who will ensure that the I-9 is completed correctly and legally.

Whether you need to complete all or part of Form I-9 for a new hire or you are correcting errors (remediation), Verifyi9 can handle it!

• Full Form for a New Hire
• Section 2 Only for a New Hire
• Supplement B (Sec 3) Reverification
• Supplement B Reverification of a Rehire
• Full Form – Citizenship Status Change
• Section 2 or Supp B on Employer Portal
• Full Form Remediation
• Section 1 Only Remediation
• Section 2 Only Remediation
• Section 2 Receipt Update

From the moment that you submit the service request, we manage the process to completion. We will send your new hire detailed instructions; send reminders to ensure that the process moves forward; update you at various points; and return a complete and correct form (or, where possible, complete directly on your HRIS). We will only contact you for assistance if your new hire fails to cooperate with us.

• The verification process, step-by-step

The service request form will ask for all of the information that we need to complete service:

• Contact info for your new hire;
• Your contact info;
• Details needed for the form (your address, first day of employment, etc);
• Service type (full form for a new hire, page 2 only, Supplement B reverification, etc.);
• Whether or not you participate in E-Verify;
• Payment details

You can also create a user account on our system which will allow us to save most of the information described above. Enter the employee’s name, email address, and start date and you’re done!

You may have more time than you know! Form I-9 can be completed any time after the employee accepts the position and:

• Section 1 – by the end of the first day of work for pay;
• Section 2 – by the end of the third day after the first day of work for pay

The form can be completed before the first day of work for pay, so you should request service as soon as you have offered and the candidate has accepted the position.

Also, form deadlines relate to the date that the sections are completed; not when the form reaches your hands. 

E-Verify: An employee must be submitted for verification by the end of the third day after the first day of work for pay.

Tip: Submit your service request as early as possible! The more time you give us, the more likely we can complete the form by the statutory deadlines.

(Note: The employee has the right to present identification documents as late as the end of the third day after the first day of work for pay. You may not shorten the time allowed the employee to present documents and threatening to terminate a new hire for not presenting documents in a shortened timeframe may result in a charge of employment discrimination.)

Our effort to complete Form I-9 with your new hire begins automatically at the moment you hit the service request form’s “Submit” button. However, our ability to complete Form I-9 by the statutory deadlines is dependent on many factors including the timeliness of your service request and the cooperation of your new hire. For that reason, we cannot offer a guarantee of completion before a deadline.

Your new hire can call at their convenience, no appointment needed, during our call center service hours. We expand available hours and even provide opportunities on the weekend based on demand.

The current call center hours are published here.

Our I-9 specialists are our own W-2 employees; we do not use independent contractors. Your new hire will speak with someone who was vetted, background-checked, hired, trained, and insured by Verifyi9. Our specialists are located in the United States. They receive ongoing training on the latest I-9 laws and regulations.

Great question! Consider this… you’re hiring a remote employee; someone with whom you cannot meet personally. To solve this problem, you cannot:

• Have the employee complete Section 2 for you;
• Have the employee email document copies and complete Section 2 yourself.

To complete Section 2 of the form legally, your employee must meet, face to face, with someone. You could send the employee “into the wild” to complete the form on their own, risking errors and potential fines if you’re caught with an invalid form. Or you could spend valuable time fixing the errors made by your employee and/or the stranger your employee found to be your representative.

Here’s why our “Form I-9 by Phone” process is the best solution:

1. The “face to face” meeting requirement is satisfied. The Section 2 Certification must be signed by the person who personally reviewed the employee’s original identification documents while in the presence of the employee. 

2. You don’t have to manage the process yourself. We will spend 10-20 minutes on the phone with your employee and the person acting as your “Authorized Representative.” That’s time that you probably can’t spare. 

3. You want to ensure that the form is completed correctly. We provide a simple and secure, online platform that can be accessed on a smartphone, tablet, desktop, or laptop. We tell your employee and the Authorized Representative exactly what to enter in each field. When they are guided by one of our in-house form specialists, your employee’s friend, neighbor or spouse becomes your experienced and knowledgeable representative.

4. You want to maintain control of the process. Form I-9 rules hold you, the employer, fully responsible for the accuracy and completeness of the form. A defective form can cost your company $280 to $2,900 if you’re ever audited. Why would you entrust such an important responsibility to an unsupervised, potentially (Form I-9) ignorant, complete stranger?

The bottom line is that you’re paying for our expertise. You’re paying to ensure that the form is completed legally and correctly; to minimize the potential for thousands of dollars in fines for a defective form. And you’re paying to reserve your time for more important tasks.

You absolutely can do this yourself! In fact, it’s your responsibility as the employer to complete Form I-9 correctly and legally. But if you hire us, you WILL NOT:

• spend time preparing and sending instructions for completing the form, making document copies, etc.;
• exchange emails and phone calls trying to match your schedule to the new hire’s for the phone call;
• spend 20-30 minutes on the phone with the employee and authorized rep, checking page 1 and guiding the rep through each field in Section 2;
• rely on your own knowledge and experience (which may or may not be sufficient) regarding Form I-9, special employment statuses, acceptable documents, etc.;
• spend time teaching the employee how to create digital copies;
• transmit your employee’s sensitive and personally identifiable information through insecure processes like email;
• spend time chasing after employees who do not return files promptly;
• spend time reviewing the form to ensure that it was completed correctly;
• spend time correcting errors with the new hire or authorized rep;
• spend time worrying about whether or not you violated form rules or, worse, discriminated against or violated the rights of a new hire through a flawed process.

Once you hit “Submit” on the service request form, you won’t have to do anything else (unless your new hire doesn’t cooperate). You should use our service ONLY if you really are looking for a “request it and forget about it” way to complete Form I-9 correctly and legally, and take it completely off your “to do” list.

During the COVID pandemic, many employers transitioned to a paperless process for completing and storing Form I-9. Our online platform makes completing the I-9 as secure, quick and convenient as possible for the employee as well as cost-efficient for the employer. However, we no longer create a paper I-9 with “wet-signed” signatures.

A paper form is not required; employers may use a variety of processes and systems to generate and retain the form. We strongly recommend that employers transition to a digital process. (You may continue to store older forms on paper or convert them to a digital format at which time you can discard the paper forms.)

We do not retain the completed I-9 nor any personally identifiable information (PII) used to generate the form for any longer than to complete the business purpose for which the PII was received. We do not store your I-9s for you; you should store the forms and ID copies that we return in whatever system you currently use to retain I-9s.

Specifically, ID images may be downloaded from our secure server for approximately 60 days after we receive them. I-9s may be downloadable for up to a year. When the retention period ends, the files are permanently deleted from our system and can no longer be retrieved.