Remote Question

Remote I-9 vs Standard I-9:
Is there a difference?

Through the evolution of electronic Form I-9 providers, the terms “Remote I-9” and “Standard I-9” refer to different methods of completing section 2 of the Federal Government’s Form I-9 – the employment eligibility form that all employers must complete for each new employee they hire.

Standard I-9 refers to the traditional method of completion, where the employee completes section 1 electronically, and the employer, typically a HR user or the employee’s manager, completes section 2 within the electronic Form I-9 system.

The term Remote I-9 was coined to refer to having an outside individual that the employer trusted, who was NOT a regular user of the electronic Form I-9 System, gain access to the system to complete section 2 of the Form I-9. The Form I-9 requires employees to complete section 1 by their first day of work for pay and requires employers to complete section 2 by the employee’s third day of work for pay.  Developing this “Remote I-9” capability was important for employers whose workforce was evolving to include telecommuters who were not going into the office and would not, otherwise, need to go into the office to complete onboarding paperwork. Without the Remote I-9 functionality, completing the Form I-9 was difficult, cumbersome, and very inconvenient for these remote employees, and the employers who employed them.

So, is there really a difference between Remote I-9 and Standard I-9s?

The difference between the two boils down to this: Do you, as an employer, need (or want) an outside individual to complete section 2 of the Form I-9  to meet the compliance requirement of getting the form completed by the employee’s third day of work?

For many employers, this became a “need” because of the pandemic, as many governments forced lock downs and restricted workplaces to only essential workers coming into the place of business. As many of these restrictions begin to ease, employers are re-evaluating their policies and looking to allow more remote workers long term. As these policies shift, and IT systems evolve to support these shifts, remote I-9s become an important feature and capability of every employer’s onboarding process.

Learn more about GryphonHR’s remote I-9 capabilities, and all of the different “outside, trusted individual” options available including employee-chosen, employer-chosen, and a nationwide network of third-party trusted notaries.