How to Avoid Remote Video Conference Pitfalls
A practical guide for E-Verify employers using the new virtual option

When U.S. Citizenship and Immigration Services (USCIS) updated the Form I-9 regulations post-COVID, they added a major incentive for employers enrolled in E-Verify: the ability to conduct remote video identity verification instead of relying on costly in-person ID checks by authorized representatives.

Sounds great, right? No more scrambling to find someone to physically examine a new hire’s ID—or paying up to $200 for a 15-minute visit just to eyeball a document. And since many authorized reps aren’t trained in spotting fake IDs or understanding which ones are even legally acceptable, this shift helps reduce risk and liability.

But—and it’s a big but—just because you can go remote doesn’t mean it’s risk-free.

To help you make the most of this option while avoiding costly mistakes, here’s a step-by-step guide on how to properly conduct remote I-9 video verification in a way that stands up to scrutiny.

🛠️ Step 1: Before the Video Call
Prep like it’s mission-critical—because it is.

Before you hop on that video call, do your homework. Make sure the person you’re about to hire is who they say they are.

✅ Checklist:
Get a selfie: Ask the hire to submit a real-time selfie. Ideally, this is captured by a trusted third-party platform—but even a basic selfie is better than nothing.

Collect ID images: You'll need a clear image of the documents your employee is using for the I-9. Don’t just rely on text—review the image.

Run facial recognition: Use a reputable third-party platform to compare the selfie and ID image.

Choose a vendor ranked highly by the National Institute of Standards and Technology (NIST) for 1:1 facial matching.

Confirm that the platform is free of demographic bias (i.e., no better or worse results based on skin tone or gender).

Coach your hire: Let them know they’ll need to show the same ID live on camera during the video call—and that this replaces in-person verification.

🎥 Step 2: During the Video Conference
This isn’t just a check-the-box moment. Take it seriously.

Too many HR teams treat this as a 10-minute onboarding formality. But if someone is impersonating another person, those 10 minutes could cost you far more than time.

So: slow down. Be deliberate. Pay attention.

🔍 What to do live on the call:
Match the ID image to the physical ID shown:

Is the photo the same? Pay attention to hairstyle, facial features, expression, even clothing.

Check the ID data fields:

Go line by line. Is the name spelled the same? Is the ID number correct? Is the expiration date current?

Match the selfie to the live person:

Don’t stress over forensic-level analysis. But notice basic cues like age, skin tone, and facial shape.

Compare the selfie to the ID image:

If you used facial recognition earlier, note the confidence score.

Keep in mind: no match doesn’t mean fraud. Lighting, glare, image quality, or even the age of the ID can affect results.

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🗂️ Step 3: After the Call
Document everything—because compliance is king.

Your I-9 file needs to show that you did your due diligence.

📌 What to record:
Add the date, time, and outcome of the video conference to the “Additional Information” box in Section 2 of the I-9.

Note that you conducted remote verification under the alternative procedure.

Include the E-Verify case number, date, and time.

If you're storing I-9s digitally, ensure the ID images are saved with the I-9 and retained according to federal requirements.

Final Thought
Using remote video calls for I-9 identity verification is a powerful new tool for E-Verify employers—but only if you use it wisely. With the right prep, a careful eye, and clear documentation, you can modernize your onboarding while staying fully compliant.