Introduction: What is I-9 Verification?
I-9 employment verification is a federal requirement for all U.S. employers to verify the identity and employment authorization of individuals hired to work in the United States. Form I-9 must be completed within three business days of an employee’s start date and requires the employer (or an authorized representative) to physically examine the employee’s documents.
For many employers—especially those hiring remote workers or out-of-state employees—this process can be confusing. That’s where authorized I-9 verification services near me come in, offering support for both in-person and remote I-9 verification under federal guidelines.
What Is Form I-9 and Why Does It Matter?
Form I-9, officially titled Employment Eligibility Verification, is a form used by employers to confirm that employees are legally allowed to work in the U.S. It includes:
Section 1: Completed by the employee on or before their first day of work
Section 2: Completed by the employer (or authorized representative) within three business days
Section 3: Reverification or rehiring updates
Failure to comply can lead to penalties, audits, or legal consequences. Whether you’re an employer, HR manager, or a newly hired remote employee, understanding how to complete the I-9 accurately and on time is critical.
Who Needs I-9 Verification?
All U.S. employers
U.S. citizens and noncitizens authorized to work in the U.S.
Employees starting new jobs (including remote hires)
Employers hiring via staffing agencies or contractors
In-Person I-9 Verification Requirements
When possible, I-9 verification should be done in person. The employer—or a designated authorized representative—must physically inspect original documents provided by the employee. This ensures compliance with federal regulations and reduces the risk of fraud.
Acceptable Documents Include:
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U.S. passport or passport card
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Permanent Resident Card
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Driver’s license + Social Security card
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Employment authorization document with photo
If you are located in San Jose, Milpitas, or Santa Clara, you can walk in or schedule an appointment at Fingerscan Digital Inc. for in-person I-9 verification done by a trained, reliable representative.
Remote I-9 Verification for Remote Employees
During COVID-19, DHS temporarily allowed remote inspection of I-9 documents via video call, but as of August 1, 2023, employers must return to in-person physical inspections unless enrolled in E-Verify and authorized for remote processing.
If you’re hiring out-of-state or remote workers, you must:
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Find an authorized representative to verify Section 2
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Have the representative physically inspect documents and complete the form
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Maintain accurate records and file securely
Fingerscan Digital Inc. serves as an authorized I-9 representative for employers across the U.S., helping remote employees verify their identity legally and efficiently.
Common I-9 Mistakes to Avoid
Using expired documents
Completing Section 2 late (after 3 days)
Submitting photocopies instead of originals
Failing to reverify expired work authorization
Forgetting to sign or date the form
Hiring mistakes can cost your business thousands in penalties. By working with trained agents at Fingerscan Digital, you reduce your risk of error and ensure full compliance with federal law.
How to Use an Authorized Representative for I-9
An authorized agent can be anyone you designate to complete Section 2 of the I-9, including:
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Notary publics
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HR staff in other offices
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Document preparation services
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Trusted third-party I-9 agents like Fingerscan Digital Inc.
You remain liable as the employer for the accuracy of the form—even if a third party completes it.
That’s why it’s critical to choose a trained and experienced provider for your I-9 verification services.
Local I-9 Verification Help in San Jose
At Fingerscan Digital Inc., we offer:
Walk-in and appointment-based I-9 verification
Authorized representative services for employers
In-person I-9 employment verification
Support for remote hires sent to us by out-of-state companies
Accurate documentation and fast turnaround
We proudly serve:
San Jose
Milpitas
Santa Clara
Campbell
Morgan Hill
Gilroy
and remote clients across the U.S.
I-9 Verification vs. Background Checks
While related, I-9 verification is not a background check. It does not:
Check criminal records
Verify past employment
Include drug testing
If you also need fingerprinting services or background checks, Fingerscan Digital Inc. offers comprehensive live scan fingerprinting, FBI checks, and ink card services alongside I-9 verification.
I-9 Compliance Checklist (Free Download)
To help your HR department or startup stay compliant, here’s what every employer should include:
Form I-9 (latest version)
Copy of verified documents
Authorized agent info (if using third-party)
Date of employment
Date of verification
Internal I-9 policy guide
Ready to Complete Your I-9?
Whether you’re a business owner, HR manager, or newly hired employee, Fingerscan Digital Inc. offers the accuracy, speed, and compliance you need for I-9 employment verification.
Visit us at: 434 Blossom Hill Rd, San Jose, CA
Call: 408-766-3528
Book Online: https://bayarealivescanandmore.com
In-person or remote I-9 verification made easy, fast, and compliant.
Trust the local experts at Fingerscan Digital Inc.