Tackling Remote Onboarding And Form I-9 When HR Can’t Be There

Four reasons why automated I-9 management is beneficial to HR teams

The “rise of the remote workforce” has been one of the leading narratives in the HR space over the last several years, as companies seek right-fit skills and talent that may need to onboard at locations where HR may not be - including franchise, factory or satellite locations. With a larger percentage of employees offsite, having the right HR technology in place is crucial. As we’ve seen with the COVID-19 pandemic, the ability of the HR function to continue while they themselves are remote demonstrates just how reliant on technology our industry is.    

There can be a number of obstacles to onboarding compliance when done remotely, particularly when it comes to Form I-9. The government mandates strict timing and process requirements that can become even more cumbersome when HR isn’t “in the office.” For instance, new hires have to complete Section 1 no later than their first day of employment; also, employers must physically inspect employment eligibility and identity verification documentation to fulfill Section 2 of the form within three days of the new hire’s first day of work for pay. 
 
Many companies implemented remote work policies very suddenly in response to the COVID19 pandemic. Overnight, HR and onboarding teams aren’t physically where they usually are to complete their necessary daily HR tasks. Yet in order for businesses to be able to keep hiring and help stimulate our economy, the right technology and tools need to be in place to help address this more flexible and remote workforce.
 
Adopting an electronic I-9 service can help organizations remain more compliant, even during uncertain times when in-person contact during onboarding is limited. In fact, there are advantages across the board for all employers:

1. Help simplify Form I-9 completion. While the Form I-9 is only a few pages, the rules and regulations around it are not. In total, according to an industry expert at Jackson Lewis, PC, there are more than 900 pages of instructions from government handbooks, guides and websites on proper completion of Form I-9. Technology can help streamline much of that guidance to help  employers, new hires, and Section 2 completers through the Form, for quicker and often more accurate completion.  This is even more important today as the Department of Homeland Security (DHS) is relaxing rules for expired Driver’s Licenses for many states and issuing jurisdictions who have shut down locations and extended the renewal deadlines for certain documents.
 
2. Ability to complete Section 2 remotely. Although DHS did recently relax some of the requirements related to the in-person review of employment documentation, only companies that meet very specific criteria qualify for the exception.  Because many companies who are actively hiring may not qualify,  there are big benefits from automated I-9 management programs with an “anywhere” component to help facilitate a remote completion of  Section 2 document review. 
 
3. Improve employee experience. Offering a positive onboarding experience has always been critical, but even more so now that the entire process may happen virtually. With automated I-9 Management, new hires can complete the Form from nearly anywhere, including their own mobile device. Onboarding is one of the first interactions a new hire has with your company, and whether you are onsite or remote, you want that first touch to be more seamless – a reflection of your company culture as a whole, right from the get-go. 
 
4. Help improve audit trails and process documentation. According to an industry attorney at Jackson Lewis P.C. an estimated 60%-80% of paper I-9s are missing, incomplete or have errors. An automated I-9 platform can help reduce paperwork, often result in fewer errors, help facilitate timely completion and help maintain a comprehensive audit trail. All of these elements are more critically important when HR is remote and the usual paper processes may not be centralized. 
 
Given that no one is entirely sure when things will get back to “normal” (or what normal will look like when we do), it’s important for organizations to learn from the current disruption and understand where technology can help facilitate improved experience.  Despite the economic disruption, organizations are still hiring, and technology will remain an important tool for helping organizations manage an efficient onboarding process no matter where HR teams and new hires are located.

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