Remote Form I-9 Video Verification solution

EMP Trust’s Form I-9 Video Verification solution is an innovative, efficient, user-friendly, and compliant platform that allows employers to remotely verify employee identity and eligibility through live video conversations, simplifying compliance with USCIS (United States Citizenship and Immigration Services) updates and regulations regarding remote work arrangements. This solution addresses one of the most significant compliance challenges that emerged with the shift to remote work: the requirement that employers physically examine original identity and employment eligibility documents as part of Section 2 of Form I-9. Traditionally, this physical examination requirement meant that remote employees either had to travel to a company location for document verification, or employers had to use alternative arrangements such as authorized representatives or notaries, which could be costly, time-consuming, and logistically complex. EMP Trust’s video verification solution provides a modern alternative that maintains compliance while accommodating the realities of remote work. The intuitive interface allows for hassle-free, cost-effective, and compliant video verification for remote new hires, eliminating the need for travel or complex third-party arrangements in many cases. The solution is particularly valuable for organizations with distributed workforces, those hiring remote employees in locations far from company offices, and companies that want to provide a seamless onboarding experience for remote workers without compromising compliance. By enabling live video conversations for document verification, the platform ensures that employers can verify the authenticity of documents and the identity of employees in real-time, meeting the intent of the Form I-9 requirements while accommodating modern work arrangements. This capability has become increasingly essential as remote work has transitioned from a temporary pandemic response to a permanent feature of the modern workplace.

EMP Trust’s I-9 Video Verification solution includes a comprehensive set of features designed to make remote verification efficient, secure, and compliant with all applicable regulations. The platform offers customizable roles and permissions to suit your company’s unique needs, allowing organizations to define who can conduct video verifications, who can access verification records, and what level of oversight or approval is required, ensuring that the solution adapts to your organizational structure and compliance requirements rather than forcing you to adapt to rigid system constraints. HR integrations enable seamless connection with your current HR or payroll system, ensuring that video verification is incorporated into your existing onboarding workflow rather than creating a separate, disconnected process that requires duplicate data entry and manual coordination. The intuitive interface provides simple live video calling capabilities for efficient virtual verification, with a simplified workflow that guides both the verifier and the employee through the process step-by-step, reducing the likelihood of errors or missed steps. Alerts and notifications keep all parties informed about scheduled verification sessions, remind them of upcoming appointments, and notify them of any issues that need to be addressed, ensuring that verifications happen on time and that nothing falls through the cracks. The platform is built with reliability, security, and I-9 compliance standards at its core, ensuring that video sessions are secure, that recordings and documentation meet retention requirements, and that the entire process adheres to USCIS guidelines for remote verification. Mobile responsiveness ensures that the solution is optimized and adaptable for seamless usage on almost any device, including smartphones, tablets, laptops, and desktop computers, accommodating the diverse technology environments of both employers and remote employees. These features work together to create a comprehensive solution that addresses all aspects of remote I-9 verification.

EMP Trust delivers a dedicated portal for authorized I-9 representatives who are located remotely, providing flexible options for organizations that need assistance with Section 2 verification for remote employees. This dedicated portal helps simplify the process by providing secure and convenient access to anyone outside of your organization who may assist with Section 2 of the I-9 without having to log into your business’s main dashboard, which is important for maintaining security and data privacy while still enabling authorized representatives to perform their verification duties. This separation of access ensures that external agents can complete their specific responsibilities without gaining access to broader HR systems or employee data that isn’t relevant to their role. EMP Trust provides access to a nationwide I-9 agent network for ongoing support, which is particularly valuable for organizations that need verification services in locations where they don’t have company personnel or for situations where internal staff aren’t available to conduct verifications. This nationwide network means that regardless of where a remote employee is located—whether in a major metropolitan area or a rural location—EMP Trust can connect you with qualified agents who can assist with the physical document examination required for Section 2 of Form I-9. The agent network provides flexibility and scalability, allowing organizations to handle varying volumes of remote hires without needing to maintain internal staff in every location or requiring employees to travel significant distances for document verification. The agents in the network are trained and qualified to conduct I-9 verifications in accordance with USCIS requirements, ensuring that verifications are conducted properly and that documentation meets compliance standards. This combination of a dedicated portal for external agents and access to a nationwide network provides organizations with multiple options for addressing the challenges of remote I-9 verification.

EMP Trust’s I-9 Remote Verification solution simplifies the Form I-9 verification procedure through a cloud-based, completely automated system that leverages a nationwide network of remote agents available in all 50 states. The cloud-based architecture means that the solution is accessible from anywhere with an internet connection, without requiring installation of specialized software or hardware, making it easy for both employers and remote employees to participate in verification sessions regardless of their location or technical environment. The completely automated system handles scheduling, notifications, document collection, video session management, and record-keeping, eliminating the manual coordination and administrative work that would otherwise be required to arrange remote verifications. The process typically begins when a remote employee completes Section 1 of Form I-9, at which point the system can automatically schedule a video verification session or connect the employee with an agent from the nationwide network for in-person document examination, depending on the organization’s preferences and the specific circumstances. For video verification, the employee and the authorized representative join a live video session where the employee presents their original identity and employment eligibility documents to the camera, allowing the representative to examine the documents, verify their authenticity, and confirm that they reasonably appear to be genuine and relate to the person presenting them. The system captures and stores all necessary documentation, including video recordings, document images, and completion records, ensuring that the organization has comprehensive audit trails demonstrating compliance. The network of remote offices and notary agents provides an alternative option for situations where video verification isn’t suitable or where in-person examination is preferred, with agents available throughout the country to meet with employees and conduct physical document examinations. This comprehensive approach helps organizations save time by eliminating travel and complex scheduling, reduce costs by avoiding the need to maintain staff in every location or pay for employee travel, and eliminate non-compliance by ensuring that all verifications are conducted in accordance with USCIS requirements and properly documented.

EMP Trust’s Form I-9 Video Verification solution is built with comprehensive security and I-9 compliance standards to ensure that remote verifications meet all legal requirements while protecting sensitive employee information and maintaining the integrity of the verification process. The platform incorporates built-in reliability to ensure that video sessions are stable and high-quality, preventing technical issues from disrupting verifications or creating gaps in documentation that could raise compliance concerns during audits. Security measures protect the confidentiality and integrity of employee data and verification records, including encryption of video streams and stored recordings, access controls that limit who can view verification records, and audit trails that track all access to and modifications of I-9 documentation. The solution is specifically designed to meet I-9 compliance standards as established by USCIS, ensuring that video verification sessions satisfy the requirements for examining identity and employment eligibility documents, that documentation is sufficient to demonstrate compliance during government audits, and that retention and disposal of records follows regulatory requirements. The platform maintains compliance with evolving USCIS guidance regarding remote verification, which has changed over time in response to the COVID-19 pandemic and the permanent shift toward remote work arrangements, ensuring that organizations using the solution remain compliant even as regulations evolve. Data privacy protections ensure that employee personal information, including images of identity documents and video recordings, is handled in accordance with applicable privacy laws and regulations, with appropriate safeguards against unauthorized access, disclosure, or misuse. The security and compliance architecture recognizes that Form I-9 verification involves some of the most sensitive employee information—including Social Security numbers, immigration status, and identity documents—and implements controls appropriate to the sensitivity and regulatory requirements associated with this data.

EMP Trust’s I-9 Video Verification solution is designed to integrate seamlessly with your current HR or payroll system, ensuring that remote verification becomes a natural part of your existing onboarding workflow rather than a separate, disconnected process that creates additional work and coordination challenges. The integration capabilities allow employee data to flow automatically from your HR system into the verification platform, eliminating duplicate data entry and ensuring that verification records are associated with the correct employee records in your system of record. When a remote employee is hired and added to your HR system, the integration can automatically trigger the I-9 verification workflow, scheduling video sessions or connecting the employee with agents from the nationwide network without requiring manual intervention by HR staff. Completion of verification activities can be automatically recorded back in your HR system, updating employee records to reflect that I-9 verification is complete and ensuring that onboarding status tracking remains current without manual updates. The integration ensures that verification records, including completed Form I-9s, supporting documentation, and video recordings, are properly stored and linked to employee records in a way that facilitates retrieval during audits or when verification information needs to be reviewed. By integrating with existing systems, the solution leverages data that already exists in your HR environment—such as employee name, start date, location, and contact information—rather than requiring this information to be re-entered, reducing the risk of inconsistencies between systems and saving time. The mobile-responsive design ensures that the solution works seamlessly regardless of what devices your HR staff and remote employees are using, accommodating the diverse technology environments that exist in modern organizations where some people work from desktop computers, others from laptops, and still others primarily from mobile devices. This comprehensive integration approach ensures that video verification enhances your existing onboarding process rather than complicating it, making it easier for organizations to maintain compliance while providing excellent experiences for remote employees.