Yes, you can complete Form I-9 for a driver you never meet in person, but only under set conditions. If your company is enrolled in E-Verify in good standing, you can use the DHS alternative procedure and examine documents over live video. If you are not enrolled, you still must examine the original documents physically, either yourself or through an authorized representative. This guide covers who qualifies, the steps for a remote driver hire, the deadlines, and the mistakes that cause audit problems. It is written for FedEx Service Providers hiring linehaul, CDL-A and pickup and delivery drivers, and for drivers who want to know what to expect.
TL;DR
- Remote document examination by live video is available only to employers enrolled in E-Verify in good standing. Everyone else must inspect original documents in person.
- The driver sends copies of their documents first, then presents the same documents on a live video call. You keep clear copies and note the alternative procedure on the form.
- Section 2 is due within three business days after the driver's first day of employment.
- You can appoint an authorized representative to inspect documents, but you stay liable for errors.
- You cannot tell a driver which documents to bring. The driver chooses from the Lists of Acceptable Documents.
Table of Contents
- What "remote I-9" means for a driver hire
- Who can use the remote alternative procedure
- Step-by-step: completing I-9 remotely for a driver
- Deadlines: how long I-9 verification takes
- Using an authorized representative
- Do not ask for specific documents
- Offer the procedure consistently
- Records and downloads
- Common mistakes with remote drivers
- Our perspective: treat I-9 as part of the hiring flow
- How UCEP fits into the hiring process
- FAQ
- Sources
What "remote I-9" means for a driver hire
Every new hire completes Form I-9. The driver fills out Section 1 by their first day of work. The employer, or a representative, examines the driver's identity and work authorization documents and completes Section 2. The question for remote drivers is how that examination happens when the driver lives in another state, starts at a terminal you do not staff, or reports straight to a route.
There are three practical paths:
- Physical examination by you. The driver brings original documents to your location.
- Physical examination by an authorized representative. Someone you appoint meets the driver and inspects the originals.
- Remote examination by live video. Available only if you qualify for the alternative procedure.
The third path is the one most people mean by "remote I-9." It is optional. Nothing requires you to use it.
Who can use the remote alternative procedure
The alternative procedure is not open to every employer. USCIS states that you must be enrolled in E-Verify at all U.S. hiring sites using the procedure, be in good standing, and use E-Verify to confirm the eligibility of newly hired employees. New E-Verify enrollees complete a tutorial that includes fraudulent document awareness training.
Two points matter for Service Providers:
- Each hiring site counts. If one terminal is enrolled and another is not, only the enrolled site can use the procedure.
- E-Verify cases are required for all new hires at an enrolled site. The 2023 Federal Register notice says you must create a case for every newly hired employee at each enrolled hiring site, whether or not you use the alternative procedure for that person.
If you are not in E-Verify, skip to the section on authorized representatives. Enrolling is a business decision with its own obligations, so review the E-Verify requirements before you commit.
Step-by-step: completing I-9 remotely for a driver
Use this sequence when you qualify. Follow the official USCIS page for the current wording.
- Send Section 1 instructions. The driver completes Section 1 no later than their first day of employment.
- Receive copies of documents. The driver transmits a copy of their documents to you, for example by secure upload.
- Hold a live video interaction. The driver presents the same documents on camera. You compare them with the copies and confirm that they appear genuine and relate to the driver. A live video interaction is mandatory under this procedure. A phone call or an email exchange does not meet it.
- Complete Section 2. Enter the document information the driver chose to present.
- Record the procedure. Check the box for the alternative procedure in the Additional Information field of Section 2, or in Supplement B if you are reverifying.
- Keep the copies. You must retain a clear and legible copy of every document the driver presented, with the Form I-9.
- Create the E-Verify case. Do this on the schedule E-Verify sets for newly hired employees.
Build this into your onboarding flow so it does not delay a start date. Our driver onboarding checklist shows where document checks fit alongside the other pre-start items, and the guide on onboarding new CDL drivers quickly covers keeping the sequence short.
What a good video call looks like
The official sources set the requirement, not a script, but a consistent routine protects you:
- Schedule the call with a clear time and a quiet place for the driver.
- Ask the driver to hold each original document up to the camera, front and back, and to show it in good light.
- Compare the live document with the copy the driver already sent.
- Confirm the person on camera matches the photo identification, if the driver presented one.
- Write down the date of the call in your own onboarding record.
Drivers often take calls from a truck cab, a yard or a hotel. A driver who cannot find a quiet spot will not be rushed into a poor inspection if you offer a second time slot.
Deadlines: how long I-9 verification takes
The form itself takes a few minutes per section. The clock that matters is the legal deadline. Employers or authorized representatives must review the information and documents and complete and sign Section 2 within three business days after the employee's first day of employment. For someone hired for less than three business days, the M-274 Handbook says Section 2 must be completed no later than the first day of employment.
| Step | Who | Deadline |
|---|---|---|
| Section 1 | Driver | By the first day of employment |
| Document examination and Section 2 | Employer or authorized representative | Within three business days after the first day |
| Hire lasting under three business days | Employer or authorized representative | By the first day of employment |
| Copies of documents (remote procedure) | Employer | Retained with the Form I-9 |
For a driver who starts with a quick orientation and then goes to a route, three business days can pass fast. Schedule the video call or the representative visit before the start date, not after. If your hiring pipeline is slow elsewhere, see our piece on cutting time to hire.
Using an authorized representative
If you do not qualify for the video procedure, or you simply prefer in-person inspection, you can appoint someone to do it. The M-274 Handbook for Employers says an employer may appoint an authorized representative to inspect documents in person or, if the employer qualifies for the alternative procedure, remotely on the employer's behalf. USCIS also confirms an employer may use a third-party vendor as the representative.
For a driver workforce spread across terminals, this is often the practical answer. A dispatcher at another terminal, a manager at a partner location or a contracted person near the driver can inspect the originals.
Three cautions:
- You remain liable. The handbook is clear that the employer is liable for violations of the Form I-9 process regardless of who conducts the inspection.
- Brief the representative. They need to know the acceptable document lists, the rule that the driver chooses the documents, and how to complete Section 2 correctly.
- A notary is not a shortcut. Notarization does not by itself meet the in-person inspection requirement. If you appoint a notary, the person is acting as your representative and must follow the same examination rules.
Do not ask for specific documents
This is where well-meaning recruiters create risk. Under the M-274 Handbook, you must allow the employee to choose which documents to present from the Lists of Acceptable Documents. You cannot specify which documents a driver must show. You also cannot discriminate based on national origin, citizenship or immigration status.
In practice:
- A job ad or text message that says "bring your CDL and Social Security card" is a problem. A CDL is not itself a List A document, and you cannot dictate the combination.
- Say instead: "Bring acceptable documents from the USCIS Lists of Acceptable Documents." Link the list in your onboarding message.
- Do not demand extra proof from drivers who look or sound foreign to you, and do not reject valid documents because of their format.
Our guide to driver job ad compliance covers wording in postings, and the guide to application form fields shows which questions belong on an application and which belong later. Keep Form I-9 and work authorization questions out of the wrong stage.
Offer the procedure consistently
If you adopt the remote procedure, you cannot use it selectively. USCIS says that you must offer it consistently to all employees at an E-Verify hiring site, though you may limit it to remote hires while using physical examination for on-site employees. The Federal Register notice also prohibits adopting the procedure for a discriminatory purpose or treating employees differently based on citizenship, immigration status or national origin.
A workable policy for a Service Provider might read:
- Remote hires at our enrolled sites complete examination by live video.
- Drivers who report to a terminal on day one complete examination in person.
- The rule applies to every driver in the category, with no exceptions based on who the person is.
Put the policy in writing and apply it the same way every time.
Records and downloads
Good I-9 records are what protect you in an audit. Remember these points:
- Keep a clear copy of every document examined under the remote procedure.
- Mark the alternative procedure box on the form.
- E-Verify guidance says to download and save the completed Form I-9 and copies of the documents for your company records before the limited download period ends.
- Store the records somewhere the company controls, not only in a recruiter's inbox or a texting app.
Turnover in driver roles is high, so records for departed drivers pile up quickly. Set a retention routine with your HR or compliance contact, and check the current retention rules in the M-274 Handbook.
Common mistakes with remote drivers
| Mistake | Why it fails | Fix |
|---|---|---|
| Using video without E-Verify enrollment | The alternative procedure requires E-Verify in good standing | Use in-person inspection or an authorized representative |
| Reviewing copies only, with no live call | Live video is mandatory | Schedule a live call with the original documents |
| Telling the driver which documents to bring | Employees choose from the lists | Point to the Lists of Acceptable Documents |
| Not checking the Additional Information box | The form should show the procedure used | Make it part of the Section 2 checklist |
| Offering video to some remote hires but not others | Procedure must be applied consistently | Write a policy and follow it |
| Starting the call after day three | Section 2 deadline passes | Book the call before the start date |
More hiring errors that show up in audits and turnover are covered in our guide on common mistakes hiring CDL drivers.
Our perspective: treat I-9 as part of the hiring flow
We built UCEP for one audience: Service Providers contracted with FedEx, and the drivers who want to work for them. What we hear from that world is that I-9 problems rarely come from the form. They come from timing. A driver accepts an offer, is told to show up Monday, and nobody has scheduled the document check. Then the start date is already the first day of the three-business-day window.
Our view is that the I-9 plan should be decided when the job is posted, not when the driver is hired. Know whether your site is enrolled in E-Verify. Know who your authorized representative is for drivers who start far from your office. Know which video tool and secure upload method you will use. When recruiters know the answers before they extend an offer, the offer message can include the right instructions the first time.
We also think neutral language wins. Tell drivers that they choose their documents, link the official list, and leave it there. It protects the driver, and it protects you.
— Aaron
How UCEP fits into the hiring process
I-9 verification happens after you have found a driver. Finding one comes first. UCEP is a job board and recruiting platform for FedEx Service Providers, with listings for pickup and delivery, CDL-A solo and CDL-A team linehaul roles, an applicant tracking system and targeted driver alerts. Our positioning is that we reach 140,000+ FedEx-experienced drivers in one focused place.
New recruiters can start with a complimentary trial listing, and the Standard Monthly Plan is $99 per month. See the UCEP pricing page for what each plan includes.
FAQ
Can you verify I-9 documents for remote employees?
Yes, if you are enrolled in E-Verify in good standing and follow the DHS alternative procedure. That means a copy of the documents, a live video interaction, a note on the form and retained copies. If you do not qualify, an authorized representative can inspect the originals in person.
How long does I-9 verification take?
The employee completes Section 1 by the first day of employment. The employer or representative must complete Section 2 within three business days after that day. For hires lasting less than three business days, Section 2 is due by the first day.
Can I choose which documents a driver shows me?
No. The driver chooses from the Lists of Acceptable Documents. Asking for specific documents can be treated as discrimination based on citizenship status or national origin.
Can someone else inspect a driver's documents for me?
Yes. You can appoint an authorized representative, including a third-party vendor, to examine documents in person, or remotely if you qualify for the alternative procedure. You are still liable for any errors on the form.
Sources
- Remote Examination of Documents (Optional Alternative), USCIS
- Optional Alternative to the Physical Document Examination, Federal Register, 2023
- E-Verify FAQ on live video interaction for remote hiring
- How to Complete a Form I-9 Review, E-Verify
- Handbook for Employers M-274, USCIS