The U.S. Department of Homeland Security (DHS) announced that they have relaxed its “physical proximity” requirements associated with the completion of Section 2 of the Form I-9. Employers can take advantage of this relaxed standard ONLY IF the entire workforce is completely working remotely.
Therefore, UMBC Payroll has developed a “DocuSign Remote Work I-9 Form” (http://my.umbc.edu/go/888) to allow for these process changes. Departments can now review supporting documentation remotely (e.g., over video link, fax, or email, etc.). This Remote I-9 form will be used during the remote work period.
The “DocuSign Remote Work I-9 Form” will be completed by the following.
- Payroll Preparer (as the Authorized Representative)
- Reviewed by the UMBC HR Payroll Team
- Payroll Preparer (as the Authorized Representative) for the final physical documentation review
The Remote I-9 document review requirements will be implemented until May 19, 2020, or within three business days after the termination of the National Emergency, whichever comes first.
At that time, the employee must bring the original I-9 identity/work authorization documents to payroll preparer/departmental representative, the document(s) can should be examined to confirm;
- it appears to be reasonably genuine and corresponds to the new employee; and
- it is consistent with the information provided on the I-9 (i.e. the Social Security Card number matches the information on the card, and all documents are unexpired).
A reminder communication will be issued to the campus via the myumbc payroll/hr group when the campus opens to “ALL EMPLOYEES/PUBLIC”.