I-9 Electronic Signature

Yes, EMP Trust’s Form I-9 electronic signature process fully supports the Federal E-Sign Act, ensuring legal compliance for electronic signatures on employment eligibility verification forms. The electronic signature capability allows you to process and sign I-9 records for Sections 1, 2, and 3 electronically in a simple, secure, and flexible manner that meets all federal requirements. The system is designed to comply with USCIS regulations regarding electronic Form I-9 completion and signature, providing the same legal validity as traditional wet signatures while offering the convenience and efficiency of digital processing. This compliance with the E-Sign Act means that electronically signed I-9 forms are legally defensible and acceptable for audit purposes.

EMP Trust provides a number of configurable electronic signature options for companies to choose from based on their specific needs and preferences. These options include wet signature (traditional pen-and-paper signature that can be scanned and attached), digital signature (electronic signature captured directly within the system), and support for third-party signature tools if your organization already uses a specific electronic signature solution. The signature types are fully configurable to meet your additional requirements and can be customized based on different employee types, locations, or organizational policies. This flexibility ensures that you can implement an electronic signature approach that aligns with your existing processes and technology infrastructure while maintaining full compliance with federal regulations.

EMP Trust’s Form I-9 solution comprehensively tracks electronic signatures throughout the entire I-9 process. The system captures the electronic signature of the employee during Section 1 completion, as well as the signature of the HR manager or third-party verifier during document review and when completing Section 2 of Form I-9. For Section 3 (reverification and rehires), the system similarly tracks all required signatures. The platform provides electronic receipts to employees on demand, giving them confirmation that their signatures have been captured and recorded. This comprehensive signature tracking ensures that you have complete documentation of who signed what and when, which is essential for demonstrating compliance during audits or government inspections.

EMP Trust’s I-9 electronic signature system includes robust audit trail capabilities that capture and record each activity during the electronic signature process. The audit trails include detailed information such as date and time stamps, the employee of record, and the specific process step that is being completed. This comprehensive audit trail creates a complete record of all actions taken during the I-9 completion process, from initial form access through final signature. Audit reports are printable on demand along with signature receipts, allowing you to quickly produce documentation needed for internal audits, government inspections, or compliance reviews. These detailed audit trails provide the transparency and accountability required to demonstrate that your I-9 process follows proper procedures and meets all regulatory requirements.

Yes, EMP Trust’s electronic signature capability supports remote I-9 completion, allowing employees to electronically sign Section 1 of Form I-9 from any location using their computer, tablet, or smartphone. The simple, secure, and flexible electronic signature process enables new hires to complete their portion of the I-9 before their first day of work or from remote locations. For Section 2, which requires document verification, the system supports various options including authorized representatives, third-party verifiers, or EMP Trust’s remote verification network to complete the face-to-face document inspection and signature requirements. This remote capability is particularly valuable for organizations with distributed workforces, remote employees, or those looking to streamline the onboarding process by allowing new hires to complete paperwork before arriving at the workplace.

EMP Trust provides electronic receipts to employees on demand as confirmation of their electronic signature on Form I-9. These receipts serve as proof that the employee has completed and signed their portion of the I-9 form and can be provided immediately upon completion of the signing process. The electronic receipts typically include information such as the date and time the form was signed, confirmation of which sections were completed, and verification that the signature was captured in compliance with federal regulations. Employees can save or print these receipts for their personal records, providing them with documentation of their compliance with employment eligibility verification requirements. This receipt functionality enhances transparency and gives employees confidence that their I-9 has been properly completed and recorded in the system.