Employee Work Authorization Verification in the USA

If you own a business in the United States and employ someone other than yourself, then you’re hopefully aware that you need to complete a Form I-9 for every employee. Form I-9, is a government document designed to verify the identity and employment authorization of individuals hired for employment in the United States. (https://www.uscis.gov/i-9)

The Department of Homeland Security (DHS), updated the form in November 2023. The latest form expires on 05/31/2027. (see image.) If you’re onboarding new employees using any other version, you must stop immediately.

Form I-9 and Remote Employees

Completion of Form I-9 requires your employee to present supporting documents that establish both identity and employment authorization. For example, a U.S. Passport, Permanent Resident Card, or combination of a Driver’s license and certified birth certificate. You, the employer, then need to physically examine the supporting documents within three (3) business days of the employee’s start date.

With the rise of remote work, completing Form I-9 grew difficult. During the COVID-19 pandemic and for a few years after, the government allowed remote document inspection. Those flexibilities ended on July 31, 2023. (This may be new news for some of you.)

When you have a remote employee, if they’re not physically in your presence within the first 3 business days, you won’t legally be able to inspect their documents. Unless…your business is enrolled in E-Verify.

What’s E-Verify and How Do I Enroll?

E-Verify is an online service that electronically confirms employment eligibility by comparing information from the employee’s form with records available through DHS and the Social Security Administration (SSA). It’s a great way to ensure your employees are legally authorized to work in the United States and help safeguard your hiring processes.

E-Verify is also the only way businesses can remotely inspect documents for employees. It’s also required to be used by employers in certain cities, counties, states, and specific industries, such as federal contractors.

You can set up your company’s account on E-Verify, and take the necessary training. Or… you can hire HR Bee Partners.

As an Authorized Employer Agent, we can register our client’s in the E-Verify system and complete E-Verify processes on our client’s behalf.

To learn more about this and other services offered by HR Bee Partners, please email us or click to schedule a free 20-minute consultation. We’re here to help your hive thrive!