Last month, I wrote about saying Goodbye to the Outdated Paper Form I-9 Process—and for good reason. Paper forms are full of pitfalls:
- Human Errors & Compliance Issues – Paper forms are easy to fill out incorrectly, leading to compliance violations and potential fines.
- Lost or Misplaced Documents – Physical copies can disappear or get damaged, creating big problems if you’re audited.
- Missed Deadlines – A manual system makes it tough to track completion deadlines, putting you at risk of violating the 3-day rule.
- Cumbersome Verification Process – HR teams spend way too much time manually verifying and cross-checking employee documents.
- Storage & Security Concerns – Storing paper files takes up space, makes retrieval a hassle, and increases security risks.
- Audit Nightmares – If Immigration and Customs Enforcement (ICE) comes knocking, sorting through paper files is a stressful and time-consuming task.
- Outdated Compliance Tracking – USCIS updates the Form I-9 regularly and keeping up manually can be a logistical nightmare.
- No Reporting Capabilities – Paper-based processes make it impossible to track compliance trends or generate reports across multiple locations.
It’s clear—paper processes belong in the past.
Why Go Digital?
Switching to a digital I-9 system eliminates risk, boosts efficiency, and gives employers a clear audit trail. But until recently, even digital solutions had limitations – like requiring in-person document verification. For companies with remote or out-of-state employees, this meant relying on notaries (where permitted) or outsourcing to firms like Equifax.
I suggested switching to a digital I-9 process to eliminate these risks and benefit in many ways.
Some employers, usually larger ones, use E-Verify to confirm that the documents submitted by employees are valid. E-Verify has a relatively new service called E-Verify+ which allows employers to verify documents by video.
Enter E-Verify+—a game-changer that brings I-9 and employment eligibility verification into one streamlined, fully digital process, now with remote video verification.
What Is E-Verify+?
E-Verify+ is the latest innovation from USCIS that simplifies and automates I-9 completion and E-Verify checks—all within your existing E-Verify account. It’s efficient, secure, and compliant with federal regulations.
How It Works: A Simple 5-Step Process
- Employer Initiates
- Log into your E-Verify account and select “Create New Case”
- Choose the E-Verify+ option
- Enter the employee’s name, start date, and email
- Employee Completes Section 1
- Employee receives an email to begin
- Creates a my USCIS account and fills in their info
- Uploads documents (e.g., passport, SSN card, or driver’s license)
- Employer Verifies Documents
- Review employee submissions and inspect documents
- Now allowed: video verification of documents
- Complete Section 2, including required photo matching
- Sign and Submit
- Electronically sign the I-9
- Retain the completed form and any uploaded documents
- The E-Verify case is auto-submitted
- Get Results
- Receive the employee’s work authorization status
- If authorized, the case closes automatically
Why It Matters
E-Verify+ combines two crucial steps—Form I-9 and employment eligibility verification—into one seamless digital experience. It helps employers stay compliant, avoid costly mistakes, and keep pace with today’s remote workforce realities.
Watch the E-Verify+ video overview here: New E-Verify+ Process
At JorgensenHR, we help businesses like yours stay compliant with everything HR—from audits and wage & hour reviews to misclassification and I-9 support. Need help navigating your compliance strategy or rolling out a digital I-9 system? Let’s talk.
Call us at 661-600-2070 or email info@jorgensenhr.com.
JorgensenHR conducts HR audits for legal compliance in the areas of wage & hour, exempt/nonexempt and employee/independent contractor. Contact us at 661-600-2070 or info@jorgensenhr.com.
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