Use Remote Document Upload for I-9 Verification in Talent Platform

The Remote Document Upload feature (also called the Alternative Procedure to Physical Document Examination blueprint) lets candidates upload their identity and employment authorization documents digitally before the I-9 Form I-9 to verify the identity and employment authorization of individuals hired for employment in the United States. Section 2 review takes place. This is useful when a candidate cannot be present in person and the authorized representative needs a digital copy of the documents on file. Using this feature is optional and is only available to employers enrolled in E-Verify An online system that confirms the eligibility of an Employee to work in the United States. The process compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility..

This article explains how to enable the feature, assign the form to candidates, and complete the I-9 workflow using uploaded documents.

Common Reasons You Might Use This Feature

• A candidate is completing onboarding remotely and cannot appear in person for the I-9 Section 2 review.

• Your organization uses authorized representatives who need a digital copy of documents before conducting a live video review.

• Compliance requires you to retain a digital copy of identity documents alongside the completed I-9 form.

• The Alternative Procedure checkbox is not appearing in I-9 Section 2 and you need to confirm whether the configuration is enabled.

• A candidate submitted documents but the authorized representative cannot locate them in the I-9 workflow.

• You are setting up the I-9 workflow for a new client environment and need to activate the Remote Document Upload blueprint.

Before You Begin

The following requirements must be in place before using Remote Document Upload. If any of these are missing, the feature will not be available in the candidate's onboarding workflow.

• The Remote Document Upload blueprint must be activated in the your environment. Navigate to Configuration > Blueprints and verify the checkbox next to "Remote Document Upload (Alternative Procedure to Physical Document Examination)" is enabled.

Enable Remote Document Upload in Your Environment

Admins must complete two configuration steps before the Remote Document Upload form can be assigned to candidates. Both steps are required.

Step 1: Turn On the Alternative Procedure Checkbox Setting

This setting adds the Alternative Procedure checkbox to I-9 Section 2, which the authorized representative must check when remote document examination takes place.

1. In Talent Platform, navigate to Company Settings.

2. Select System Settings, then Form Any document that needs to be completed and signed by a Candidate I-9 & E-Verify.

3. Locate the Enable Alternative Procedure Checkbox setting and turn it on.

4. Save your changes.

Step 2: Activate the Remote Document Upload Blueprint

Activating the blueprint makes the Remote Document Upload form available to assign to candidates in onboarding workflows.

1. Navigate to Configuration, then select Blueprints.

2. Locate "Remote Document Upload (Alternative Procedure to Physical Document Examination)" in the list.

3. Click the checkbox next to the blueprint name to activate it.

4. Confirm that the blueprint status shows as active before proceeding.

Assign the Remote Document Upload Form to a Candidate

After the blueprint is active, recruiters or authorized representatives can include the Remote Document Upload form in the candidate's onboarding request. The form must be sent alongside the standard I-9 Section 1 forms. It does not replace any part of the I-9 workflow.

1. Open the candidate's record and create a new onboarding request.

2. Add the standard 2023 I-9 Section 1 and Supplement A to the request.

3. Also add the Remote Document Upload (Alternative Procedure to Physical Document Examination) form to the same request.

4. Send the onboarding request to the candidate.

Candidate Uploads Identity Documents

After receiving the onboarding request, the candidate completes the Remote Document Upload form by uploading photos or scans of their identity and employment authorization documents. These must be the same documents the candidate will present during the live Section 2 review.

• Candidates can upload a List A document, which establishes both identity and employment authorization (examples: U.S. passport, Permanent Resident Card, Employment Authorization Card).

• Alternatively, candidates can upload a combination of a List B document (identity only, such as a driver's license or state ID) and a List C document (employment authorization only, such as a Social Security card or birth certificate).

• The form accepts multiple file uploads.

Complete I-9 Section 2 Using the Uploaded Documents

Once the candidate has submitted the Remote Document Upload form, the authorized representative can review the uploaded documents and complete I-9 Section 2.

1. Open the candidate's I-9 record and access Section 2. The uploaded files are available in the candidate's onboarding record.

   • When using the remote verification document the files the candidate uploaded will be available to see when the auth rep selects either List A or List B and List C

2. Review the documents the candidate uploaded.

3. Enter the document information in the appropriate Section 2 fields.

4. Check the Alternative Procedure checkbox in the Additional Information field. This indicates that remote document examination took place under the DHS-authorized Alternative Procedure.

5. Complete and certify Section 2.

Retain I-9 Documentation

Completed I-9 forms, including the notation that the Alternative Procedure was used, are retained in Talent Platform and are available in audit exports. The uploaded documents are stored with the candidate's record.

Troubleshooting

Use the symptom-based guidance below to resolve the most common issues with the Remote Document Upload workflow.

If the Alternative Procedure Checkbox Does Not Appear in Section 2

The Enable Alternative Procedure Checkbox configuration setting may not be turned on for the client environment.

1. Navigate to Company Settings > System Settings > Form I-9 & E-Verify.

2. Confirm the Enable Alternative Procedure Checkbox setting is toggled on.

3. Save changes and reload the Section 2 form.

If the Remote Document Upload Form Is Not Available to Assign

The blueprint may not be activated in the client environment.

1. Navigate to Configuration > Blueprints.

2. Find "Remote Document Upload (Alternative Procedure to Physical Document Examination)" in the list.

3. Confirm the checkbox is enabled. If it is not, click to activate it.

If the Authorized Representative Cannot See the Uploaded Documents

Uploaded documents should be visible in the candidate's onboarding record when completing Section 2.

1. Confirm the candidate has fully submitted the Remote Document Upload form (not just started it).

2. Verify the form was included in the same onboarding request as I-9 Section 1.

3. Refresh the candidate's record.

If You Do Not See the Enable Alternative Procedure Checkbox Setting in System Settings

This may indicate you are not enrolled in E-Verify or that the E-Verify integration has not been enabled in your environment.

1. Confirm you are enrolled in E-Verify.

2. Navigate to Company Settings > System Settings > Form I-9 & E-Verify and confirm the E-Verify toggle is on.

3. If E-Verify is enabled but the setting is still not visible, contact Bullhorn Support.

FAQ

Can we use Remote Document Upload without being enrolled in E-Verify?

No. The Alternative Procedure is only available to employers enrolled in E-Verify. If your organization is not enrolled, this feature cannot be used.

Does this form replace I-9 Section 1 or Section 2?

No. The Remote Document Upload form is used alongside the standard I-9 workflow. Candidates must still complete I-9 Section 1, and authorized representatives must still complete Section 2.

What documents can a candidate upload?

Candidates can upload a List A document — which establishes both identity and employment authorization — or a combination of a List B document (identity only) and a List C document (employment authorization only). Examples of List A documents include a U.S. passport, Permanent Resident Card, or Employment Authorization Card. The form accepts multiple file uploads.

Does the authorized representative still need to meet with the candidate?

Yes. The Alternative Procedure requires the authorized representative to conduct a live video interaction with the candidate to examine the documents. The uploaded files support that review and provide a digital record, but they do not replace the live examination requirement.

What if a candidate needs to upload more than one List A document?

The current version of the blueprint supports one List A upload mapping per field. If you need to track individual document expiration for multiple document types, contact Bullhorn Support to discuss available configuration options.