I-9 Process for Physical Verification

DHS (Department of Homeland Security) Guidance Relaxing Form I-9 Requirements

The temporary guidance allowing for remote inspection of I-9 supporting documentation expires on 7/31/2023. Please read the announcement, found here, DHS Ends Form I-9 Requirement Flexibility | USCIS

The in-person physical inspection for those I-9s that were verified remotely due to COVID-19 will need to have physical inspection completed no later than 8/30/2023.
 
The Additional Information section on the I-9 will be used to indicate a physical inspection has occurred. Once the documents have been physically inspected, the employer should add “Documents Physically Examined” with the date of inspection, and Initials, to the Section 2 Additional Information field. Please review the guidance examples shared by USCIS, found here, Form I-9 Examples Related to Temporary COVID-19 Policies | USCIS

CHAPTERS

Physical Inspection for BOLD
Physical inspection for Aero
Physical Inspection for Classic E-Document

Physical Inspection for BOLD

Due to the encoded security features of Adobe E-Signature Documents, there is a limitation on how documents can be managed after they are completed & signed. The completed Form I-9 that is stored in AviontéBOLD cannot be re-opened to apply the “Documents Physically Examined” or Confirmation Examination Date. 

First, identify all I-9 documents that were completed via remote Section 2 verification.  There are several available options to identify these I-9s:  

1. Run the Adobe Sign Document Audit in Analyze 
   1. Review the I-9s in the audit results, review the I-9 and determine if remote verification was used. 
2. Run the Onboarding Compliance Report in Analyze 
   1. Review the I-9s in the report results, and determine if remote verification was used. 

Print the I-9s that were verified remotely. 

Complete the physical inspection as required by USCIS, following the instructions from USCIS found here, Questions and Answers Related to COVID-19 | USCIS

Complete the Additional Information field as directed by USCIS. Review the requirements here, Form I-9 Examples Related to Temporary COVID-19 Policies | USCIS

Steps for completing a physical inspection manually if the inspection is done by same person that did the remote verification

Write in the additional information field the following:
A. COVID-19
B. Documents physically examined on mm/dd/yyyy
C. By (name or initials)

 Steps for completing a physical inspection manually if the inspection is done by a different person that did the remote verification.

Write in the additional information field the following:
A. COVID-19
B. Documents physically examined on mm/dd/yyyy
C. By (full name and title)

Once the written information is completed, the physical form can be retained and uploaded to the employee's profile on the document page.

Physical inspection for Aero

Due to the encoded security features of Adobe E-Signature Documents, there is a limitation on how documents can be managed after they are completed and signed. The completed Form I-9 that is stored in Avionté Aero cannot be re-opened to apply the “Documents Physically Examined” or Confirmation Examination Date.

First, identify all I-9 documents that were completed via remote Section 2 verification using the Employee Adobe esSignature Document Info AQ. 

Print the I-9s that were verified remotely.

Complete the physical inspection as required by USCIS. Review the requirements here, Questions and Answers Related to COVID-19 | USCIS

Complete the Additional information field as directed by USCIS. Review the requirements here, Form I-9 Examples Related to Temporary COVID-19 Policies | USCIS

Steps for completing a physical inspection manually if the inspection is done by same person that did the remote verification.

Write in the additional information field the following:
A. COVID-19
B. Documents physically examined on mm/dd/yyyy
C. By (name or initials)

 Steps for completing a physical inspection manually if the inspection is done by a different person that did the remote verification.

Write in the additional information field the following:
A. COVID-19
B. Documents physically examined on mm/dd/yyyy
C. By (full name and title)

Once the written information is completed, the physical form can be retained and uploaded to the employee's profile on the document page.

Refer to this article for additional guidance- Form I-9 Examples Related to Temporary COVID-19 Policies | USCISForm I-9 Examples Related to Temporary COVID-19 Policies | USCIS

Physical Inspection for Classic E-Document

Current version of the Avionte Standard I-9 E-Document is called "I9 Form".

First, identify all I-9 documents that were completed via remote Section 2 verification using the I9 Audit Trail report.

In the I9 Audit Trail report, review the Additional Information section. Once the I-9 documents are identified via the report you will complete the following:

1. Locate the employee profile to complete the Form I-9 document review and navigate to the EDocuments section: Employee > Documents > EDocuments.
2. Open the completed I-9 by clicking the Binoculars Button under “View”.
3. When the I-9 opens, scroll down to the completed Section 2 – Additional Information portion of the Form I-9 to locate the field.

Complete the physical inspection of documents.

Complete the Additional information field as directed by USCIS, Form I-9 Examples Related to Temporary COVID-19 Policies | USCIS.

Steps for completing a physical inspection manually if the inspection is done by same person that did the remote verification.

Write in the additional information field the following:
A. COVID-19
B. Documents physically examined on mm/dd/yyyy
C. By (name or initials)

 Steps for completing a physical inspection manually if the inspection is done by a different person that did the remote verification.

Write in the additional information field the following:
A. COVID-19
B. Documents physically examined on mm/dd/yyyy
C. By (full name and title)

Once the Additional Information section is completed in Section 2, click Submit on the I-9 to save the document. 

Refer to this article for additional guidance-Form I-9 Examples Related to Temporary COVID-19 Policies | USCIS

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