How to Train Managers for Remote I-9 Verification
With permanent remote I-9 verification now permitted by DHS for E‑Verify-enrolled employers, the role of managers has shifted dramatically—but training hasn’t kept pace. Empowering your onboarding stakeholders ensures consistency, reduces errors, and safeguards your business. This guide explains what remote I-9 verification is, how to train your team, and why it matters now more than ever.
What is Remote I-9 Verification
Remote I-9 verification—also known as the "alternative procedure"—allows employers who are enrolled in E-Verify to inspect an employee's identity and work-authorization documents via live video and review digital copies, instead of in-person meetings, provided they:
- Enroll every hiring site in E-Verify using remote I-9
- Conduct live video document reviews
- Retain clear, front/back copies of I-9 documents
- Mark the I-9 to indicate use of the "alternative procedure”
Why Manager Training is Crucial?
- Compliance Risks: Errors or omissions can lead to significant fines—ranging from $288 to $2,619 per form.
- Video Review Challenges: Managers must verify document authenticity without in-person cues—training ensures they know what constitutes a clear, genuine presentation.
- Audit Readiness: In an audit, ICE expects documentation of video sessions, timestamps, and the verifier’s identity.
Core Training Modules for Manager
Overview of Remote I-9 Compliance
- Explain DHS requirements and legal context for remotely completing I-9s
- Highlight the employer’s responsibility under perjury attestation.
Live Video Verification Best Practices
- Use high-resolution cameras and good lighting.
- Employees must show original documents front and back.
- Verifiers must capture both the live view and retain glarmed/document copies.
Document Recording & Audit Trails
- Log verifier name, date/time, and method.
- Mark each I-9 using the “alternative procedure” checkbox.
- Securely store document copies with the I-9.
Recognizing Fraudulent Documents
- Train on basic forgery signs like missing watermarks or inconsistent fonts.
- Encourage flagging questionable docs for compliance review.
Correcting Mistakes Safely
- Only enter errors in Sections 2/3—no white-out or backdating.
- Always initial and date corrections.
Reverification Procedures
- When work authorization expires, timely reverification via video is required to avoid lapses
- Log reverification event precisely.
Training Delivery Formats
- Live interactive webinars (e.g. Zoom) with role-play sessions.
- Short how-to videos demonstrating document checks.
- Quick reference checklists for use during live calls.
- Shadow reviews—new verifiers observe experienced staff conducting video I-9s
“Proper training removes the guesswork. When managers know exactly what to watch for, companies see up to 70% fewer errors during onboarding.” — Jed Butler, CEO i9 Intelligence
- Error: No live video review.
- Solution: Mandate Zoom or Teams sessions per DHS rules.
- Error: Low-quality document images.
- Solution: Require higher resolution and both sides.
- Error: Lack of documentation.
- Solution: Use I-9 software to auto-log every step.
- Error: Manager uncertainty.
- Solution: Provide refresher training every 6-months.
Need Remote I-9 Verification Support?
Remote I-9 verification is efficient, especially for multi-location hiring—but only when done correctly. Well-trained managers:
- Reduce error rates.
- Enhance compliance management.
- Protect your organization from fines.
Schedule a Demo and see how i9 Intelligence will help you stay compliant while onboarding remote hires. Link: https://www.i-9intelligence.com/book-a-demo
