Remote Hires are defined as employee’s who do not physically work on or in proximity to an FSU Campus. In this circumstance, the potential employee can complete the Section 1 remotely and Section 2 with the Department Rep through live video interaction.
The Electronic Remote I-9 must be completed quickly in order to ensure timely processing of their appointment as the distance factor for Remote Hires slows down processing more so than regular, on-campus new hires. The electronic I-9 must be completed quickly as it must be submitted to E-Verify within 3 days of their Hire Date (first day of work for pay). Once the employee has accepted the job offer, create their profile in Guardian and send the Section 1 email. Communicate upon the employee the importance of completing the electronic I-9 as soon as possible.
Electronic Remote I-9 Process
To start, we must create the employee's Guardian profile so they can complete the Section 1 remotely.
- In Guardian, go to Employee -> Search Employees. Click on the red Add button to create Employee’s profile.
- Enter the Employee’s SSN. If they don’t have one yet, select “Create Employee without SSN”.
- When entering employee’s information, make sure Login Required is selected for Login Type. This allows Guardian to send the link through email so the employee can complete Section 1 remotely.
- After entering all the information, click Create Employee.
- Guardian will generate an email to send the employee their login link. Select Send E-Mail.
After the employee has completed Section 1, the Department Representative can virtually verify an employee’s documents to complete Section 2.
- The employee will receive the email instructing them to complete Section 1 of the I-9 form electronically and upload the necessary documents they will be using on Section 2.
- Conduct a live video interaction in a secure environment with the individual presenting the document(s) to ensure that the documentation reasonably appears to be genuine and related to the individual. The employee must first transmit a copy of the document(s) to the employer (per Step 1 above) and then present the same document(s) during the live video interaction.
- Indicate on the Form I–9, by completing the corresponding box, that an alternative procedure was used to examine documentation to complete Section 2 or for reverification, as applicable.
- Retain, consistent with applicable regulations, a clear and legible copy of the documentation (front and back if the documentation if two-sided); and
- In the event of a Form I–9 audit or investigation by a relevant federal government official, make available the clear and legible copies of the identity and employment authorization documentation presented by the employee for document examination in connection with the employment eligibility verification process.
Note: If the link has expired, you can generate a new one under Login Info tab in the employee’s profile
