Remote hiring and onboarding during Covid-19

CareerPlug's Sr. Director of People, Natalie Morgan, gives her expert advice on how to conduct a successful remote hiring process. Natalie takes you through every step you need to take to interview and hire remote employees at your company. 

Here, Natalie gives her advice on how to remotely onboard new employees. Natalie takes you through every step of the process starting with the Form I-9 to how to introduce new-hires to your team through video and instant messaging platforms.

The Form I-9

On March 20, 2020, the Department of Homeland Security announced new flexibility in requirements to the document inspection procedures outlined in Form I-9, Employment Eligibility Verification. These temporary changes are being implemented as a result of orders by federal agencies to maintain physical proximity distance during the COVID-19 pandemic.

We’ve put together some answers to frequently asked questions about the changes.

What has changed?

As of April 1, 2021, the requirement that employers inspect employees’ Form I-9 identity and employment eligibility documentation in-person applies only to those employees who physically report to work at a company location on any regular, consistent, or predictable basis. However, employers must inspect documents remotely (e.g., over video link, fax or email, etc.) and obtain copies of the documents within 3 business days.

Check the U.S. Immigration and Customs Enforcement website news releases for the most up-to-date information.

Who does this apply to?

• This only applies to workplaces that are operating remotely. Employers who use this option must provide written documentation of their remote onboarding and telework policies for each employee.
• If there are employees physically present at a work location, you must continue to examine the documents in-person as you normally would. One exception: If newly hired employees or existing employees are subject to COVID-19 quarantine or lockdown protocols, DHS will evaluate this on a case-by-case basis.

What happens after normal operations resume?

After normal operations resume, a physical inspection of the identification documents should take place.

At that time, the employer should fill out Form I-9 as follows:

• Add “documents physically examined” with the date of the inspection to the Section 2 Additional Information field or to Section 3 as appropriate.
• Enter “COVID-19” as the reason for the physical inspection delay in the Section 2 Additional Information field.

Any audit of subsequent Forms I-9 would use the “in-person completed date” as a starting point for these employees only.