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.
We act as your authorized representative and complete Section 2 in person anywhere in the five boroughs, which works for any employer. If your company is enrolled in E-Verify, we can also complete it by live video nationwide. Same-day signed PDF, from $65 per employee.
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.
6 The DHS procedure has conditions attached
Employers hear video examination and stop reading. The alternative procedure is available only on terms, and missing one of them means you performed a remote examination you were not entitled to perform.
You must be enrolled in E-Verify and in good standing, and enrolled at the hiring site for that employee. You must create an E-Verify case for the hire. You must retain clear copies of every document examined, front and back where the document is two sided. You examine over live video with the employee present, having received the documents in advance. And you note on the form that the alternative procedure was used.
Copy retention is not optional here even though it is optional generally. This is the condition employers most often fail.
7 Apply it consistently
A qualifying employer may choose to use the remote procedure for all employees, or for remote employees only while examining in person for onsite staff. What you cannot do is decide case by case in a way that tracks who somebody is.
Pick a rule, write it down, and apply it to everyone in the category. Offering video examination to one remote hire and requiring another to appear in person is the pattern that turns a convenience into a discrimination question.
8 What an authorized representative actually is
If you are not enrolled in E-Verify, this is your route, and it is worth being precise about.
An authorized representative is anyone you designate to examine the original documents in person and complete Section 2 on your behalf. There is no federal license for it and it does not have to be a notary. It can be a manager at another location, a trusted colleague, or a professional service.
The part that matters: liability stays with you. If your representative examines the documents carelessly or completes the form wrongly, the employer is the one fined. That is the argument for using somebody who does this routinely rather than asking the new hire’s cousin to help out.
A note for anyone in New York assuming a notary is required. A notary acting as an authorized representative is doing so as your representative, not as a notary, and no notarial seal belongs on a Form I-9.
9 Three things that are never acceptable
Examining documents over video without qualifying for the alternative procedure. This is the one that catches most small employers, and since March 2026 there is no correction window for it.
Accepting photographs, scans or emailed copies in place of examining originals. The representative holds the actual documents.
Having the employee complete Section 2 themselves, or signing Section 2 for an examination you did not personally perform.
10 Deadlines do not move for distance
Section 1 by the first day of work for pay. Section 2 within three business days of the start date. A hire in another state, another time zone, or a home office does not change either.
Which means the practical work is scheduling. Arrange the examination before the start date rather than discovering on day three that nobody has seen the documents. We complete Section 2 as your authorized representative in person anywhere in the five boroughs, same day where the timing is tight.
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Also worth reading: E-Verify vs Form I-9, I-9 audits and ICE Notices of Inspection, reverification and Supplement B, and the three-day rule.