Update Applicable to:
All employers with remote workers.
On August 18, the Department of Homeland Security (DHS) published a proposed Rule that would allow the government to consider possible “alternative options for document examination procedures” for employees, including reviewing employees’ I-9 documents remotely.
What are the details?
In light of technological advances and new work arrangements—like remote work—the DHS is exploring alternative options for Form I-9 document verification. If finalized, the proposed rule would allow the DHS to create a framework to authorize alternative options for Form I-9 document examination procedures for some or all employers, according to a Notice of Proposed Rulemaking. The proposed rule would formalize the department’s authority to extend flexibilities, provide alternative options and conduct pilot programs to further evaluate alternative procedures for some or all employers, regardless of whether their employees physically report to work at an employer worksite.
Additionally, the DHS proposed updating Form I-9 to allow employers to indicate whether they inspected employee identity and employment authorization documents using alternative procedures, like remote verification. The department has requested input on several issues, such as protecting privacy, fraudulent document detection, and anti-discrimination training.
On August 18, 2022, the DHS formally published the proposed rule in the Federal Register; 60 days are provided for public comment. Subsequently, the department will review comments and determine whether to move forward with a final rule. Experts expect the DHS to implement a permanent rule allowing remote verification of Form I-9 documents. Eligible employers operating remotely can continue utilizing the flexibilities extended during the COVID-19 pandemic to conduct remote verifications until the end of October.
Society for Human Resource Management (SHRM) has provided a document containing the key takeaways of this proposed rule. It can be read here.
For more information, please see the links below:
DHS Proposed Rule
Key Takeaways Provided by SHRM
Article 1 – Article 2
What do employers need to do?
Employers should review the links provided above and may want to follow the DHS’s rule-making process to ensure they are up to date. Vensure will continue to monitor this and provide more communication once more updates have been received.