Companies and staffing agencies know that onboarding remote talent comes with challenges. Preventing errors, meeting reporting deadlines, and avoiding fines takes time. Efficient compliance workflows means more time to attract and keep the best talent.
All U.S.. employers must complete and retain a Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens.
On the form, the employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and relate to the individual and record the document information on the Form I-9.
The list of acceptable documents can be found on the last page of the form.
Often, and for a variety of reasons especially those of distance in this era of widespread telecommuting, the employer and employee are not able to meet in-person for execution of the I-9.
When necessary, an employer may authorize a third party to act as its Authorized Representative.
This third party must perform all actions required of the employer in the Form I-9 process, and complete Section 2 of the form—the Employer’s Review and Verification, and Certification statement.
An employer may designate anyone it chooses to be an Authorized Representative for execution of a Form I-9. Given their broad availability and experience in satisfactorily identifying their clients, notaries are among those seen as a logical choice to serve in this capacity.
Many employers ask notaries serving as their Authorized Representative to affix their notarial seal to the certification section of the Form I-9 which is unnecessary.
If we agree to serve as an employer’s Authorized Representative, our company is NOT serving as a notary in any capacity. They are merely serving as an extension of the employer for the limited purpose of verifying the prospective employee’s documents per an explicit written agreement.
When one of our agents who might or might not be a notary signs this form in the capacity of Authorized Representative for the verifying employer, they will indicate “Authorized Agent” in the Employer’s title section and not “Notary Public” which clears any doubts as to the capacity of the individual signing the document.