Hiring someone who is not standing in your office does not mean you can skip the I-9. It means you complete it a different way. There are two legitimate ways to handle a remote I-9 in 2026: the DHS remote examination procedure for E-Verify employers, and an authorized representative who checks the documents in person on your behalf. Here is how each one works, and which fits your situation.
Quick note: Form I-9 is officially titled the Employment Eligibility Verification form. If you have seen it called that, it is the same document.
1 Remote does not mean skip
The I-9 obligation does not disappear because your new hire is in another borough, another state, or working from home. Section 1 still gets done by day one, and Section 2 still gets done within three business days. The only question is how the documents get examined.
2 The DHS remote examination procedure
In August 2023, DHS made permanent an optional alternative to physically examining documents. It is only available to employers who participate in E-Verify and are in good standing at that hiring site. If you qualify, the steps are:
- The employee sends you clear copies of their documents, front and back if two-sided.
- You hold a live video call with the employee to see the documents and confirm they reasonably appear genuine and relate to that person.
- You complete Section 2, note that you used the alternative procedure, and retain copies of everything you examined.
If you are not on E-Verify, this route is not open to you, and that is where the second option comes in.
3 The authorized representative option
Any employer, E-Verify or not, can designate an authorized representative to complete Section 2 in person on their behalf. This person meets the employee wherever they are, physically examines the original documents, and fills out Section 2. Many employers use a notary or a professional service for this so it is done correctly and on time.
4 Which one applies to you
| DHS remote procedure | Authorized representative | |
|---|---|---|
| Who can use it | E-Verify employers in good standing | Any employer |
| How docs are seen | Live video plus copies | In person, originals |
| Best for | Companies already on E-Verify | Anyone not on E-Verify, or who wants it done for them |
5 Deadlines and the current form
Two dates worth putting on your calendar. The current Form I-9 is the 01/20/2025 edition, valid through 05/31/2027. If you use an electronic I-9 system, you must be on the version showing the 05/31/2027 expiration by 07/31/2026. And no matter the method, Section 2 is still due within three business days of the first day of work.
Hiring remotely and need the I-9 done right?
We handle remote and in-person I-9 verification across NYC, on time and by the book, so your file holds up if you are ever audited.
Yes, if you are enrolled in E-Verify in good standing you can use the DHS remote procedure with a live video review. Otherwise an authorized representative examines the documents in person.
Can any employer examine I-9 documents over video?
No. Live video document examination is only allowed under the DHS alternative procedure, which requires E-Verify participation.
What is an authorized representative?
Anyone an employer designates to complete Section 2 in person on their behalf, such as a notary or verification service. The employer remains responsible for the form.
Does a remote hire still have the 3-day deadline?
Yes. Section 2 is due within three business days of the first day of work, remote or not.
New to all this? Start with what I-9 verification is, or see the full employer step-by-step guide.
More on I-9 verification: I-9 verification in NYC, I-9 for H-1B and remote hires, and I-9 verification for employers.
This article is general information, not legal advice. Federal I-9 and E-Verify rules change over time. Confirm current requirements with USCIS and E-Verify or a qualified professional before relying on this.