Smart Benefits: Form I-9 Flexibility Extended Due to Coronavirus

Smart Benefits: Form I-9 Flexibility Extended Due to Coronavirus

Back in April, we wrote about employer flexibility for completing Form I-9 issued by the Department of Homeland Security (DHS) and US Citizenship and Immigration Services (USCIS) that allowed for remote inspection of I-9 documents. For those companies who are still operating with remote employees, the physical inspection exemption has been extended.

During normal times, employers must complete and sign Section 2 of Form I-9 within three days of the employee’s first day of employment and personally inspect the new hire’s original identification and employment authorization. Now, through August 19, employers taking physical proximity precautions due to COVID-19 don’t have to inspect these documents in person. Instead, within three days, they can use other options for remote review like video or email and retain copies.

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If you’re an employer who verifies documents remotely during the pandemic, keep track of all employees you onboard this way. Once in-person operates resume, be sure to have the employee present the same documentation for your physical inspection and enter “documents physically examined” with the date in the additional information field, listing COVID-19 as the reason for the delay.

Sam Slade is Managing Director, Employee Benefits, at The Hilb Group of New England, where he delivers consulting and brokerage services to local employers. He has extensive experience in all aspects of employee benefits, including underwriting, plan design, communications, compliance, and analytics, with a particular focus on alternative funding and self-insurance. Sam lives in South Kingstown with his wife and three sons.