Easily Create Digital Files for Faster, More Accurate E-Verify Verification

Faxing your employee’s Form I-9 to us for E-Verify verification will result in slower processing and more returns for correction. Faxes are just more difficult to read; especially when the photo match is required.

This article describes how to set up your smartphone or tablet and your desktop and/or laptop to send us completed forms and document copies electronically. Even if you store the I-9 on paper, you can save time and headaches by sending us a digital copy.

What You Need:

• Smartphone or tablet
• The free Dropbox app. Other options: Tiny Scanner Pro, (free Android version), CamScanner or your favorite mobile scanning app.
• (Optional) Laptop or desktop PC

Step 1: Scan the Form Pages and ID

Dropbox Eliminates the Need for a Scanner

Dropbox is a file sync service… files that you create using the Dropbox app on your phone will be synced to your desktop or any other device on which the app is installed and logged into the same account. The smartphone app has a built-in scanner; using the Dropbox app, you can convert the two pages of Form I-9 and the identification documents into PDF files. You can save the files to a Dropbox folder, which automatically syncs the files to your PC.

You may choose not to use the file syncing feature and upload to the New Hire Submission form directly from your phone.

Using Dropbox

1. Open the Dropbox app and tap the “+” (plus) sign;
2. Select “Create folder” and give the folder the employee’s name;
3. Tap the “+” again and select “Scan document”;
4. Turn ON the flash (flashlight icon);
5. Position your phone over the first page so that the auto-crop window surrounds the page. Hold the phone level and still;
6. Tap the camera icon to photograph the page;
7. Tap “Adjust” and change the page setting to “B&W”. Tap the checkmark (top right) to save;
8. Tap “Add page” and photograph the second page;
9. Tap “Adjust” and change the page setting to “B&W”. Tap the checkmark (top right) to save;
10. Tap “Add page” and photograph the identification documents;
11. Tap “Adjust” and set to “Original.” Tap the checkmark (top right) to save;
12. Tap the arrow in the top right to continue. Name the file and tap the arrow again to save the file.

Tips

1. Take photos on a well-lit surface. the better the lighting, the better your camera will focus;
2. Use a dark-colored, flat surface for your background. The contrasting color will help the app auto-crop function find the page edges. Don’t place the pages on your lap or laptop keyboard;
3. Position your smartphone so that the form page fills the screen and the auto-crop function can find the edges, but don’t get too close; your phone won’t focus.
4. Hold your phone level and above the documents. Do not take photos at an angle;
5. Save images of identification documents in color (the “Original” setting), not in black & white or grayscale (like the form pages).

Step 2: Upload the Files

Go to https://verifyi9.com/submit/ on your phone or desktop (if syncing files). Enter the required info (company name, employee name, etc.); click “Select Files” and navigate to the folder where you saved the files and select them for upload. Click “Submit.”

TIP: While Dropbox will allow you to save multiple files to a single PDF, save the form pages together, but ID separately. In fact, you don’t need to send us ID at all (as long as the form is correct) unless it’s a US Passport, Permanent Resident Card or Employment Authorization Document (EAD).

How to Create PDFs Using Windows

Windows has a built-in PDF creator that acts like an attached printer. Here’s how to setup and use the “Print to PDF” print driver:

Print Option 1: Right-Click the File

Once the image file is on your computer, right-click it and select “Print.” In the print dialog, select “Print to PDF” or “Microsoft Print to PDF” in the “available printers” list. Click “Print,” select the location into which you want to save the new PDF, and click “Okay” or “Print.”

Print Option 2: Print from Any Application

You can “print to a PDF” from almost any application within which you can open the image. In the application, select “Print,” then select “Print to PDF” or “Microsoft Print to PDF” in the “available printers” list. Click “Print,” select the location into which you want to save the new PDF, and click “Okay” or “Print.”

Installing “Print to PDF”

If you don’t find “Print to PDF” or “Microsoft Print to PDF” in the list of available printers, you can quickly install it:

1. Method 1: Open the “Start” menu and in the search tab and type: “Turn Windows features on or off.” Make sure to check the “Microsoft Print to PDF” feature is checked. Click “OK” and exit. Restart your computer.
2. Method 2: Open the “Start” menu; type and search for “Advanced printer setup” and click on the result. When different options are loaded, choose “Microsoft Print to PDF” and follow the instructions.

Can’t figure it out? Read on!

You may also need a PDF editor within which you can view PDF files on your desktop or laptop. We recommend PDF XChange Editor, a free PDF viewer and editor. Installing this app will also install a “Print to PDF” print driver. A popular alternative PDF viewer is the Adobe Reader.