I-9 Verification and Notary Services: What Employers Need to Know

The rise of remote work has created a compliance challenge that many Florida employers didn't anticipate: how do you complete Form I-9 employment eligibility verification when your new hire is in a different city — or a different state?

The answer involves authorized representatives, and it's an area where notary services play an increasingly important role.

What Is Form I-9?

Form I-9 is a federal document required by U.S. Citizenship and Immigration Services (USCIS) for every employee hired in the United States. It verifies that the employee is legally authorized to work in the country.

The I-9 process requires:

1. The employee to complete Section 1 on or before their first day of work
2. An employer representative to physically examine the employee's identity and work authorization documents and complete Section 2 within three business days of the hire date

The key word is physically — the employer or their representative must examine original documents in person. Copies, scans, or video calls are not sufficient for standard I-9 completion.

The Challenge of Remote Hiring

When a new employee works remotely and is not near any company office, the employer cannot personally complete Section 2. This is where the authorized representative provision comes in.

Federal law allows employers to designate any person as their authorized representative to complete Section 2 on their behalf. This representative examines the employee's documents, completes and signs Section 2, and the employer remains legally responsible for any errors or violations.

Can a Notary Public Act as an Authorized I-9 Representative?

Yes — a notary public can serve as an authorized representative for I-9 purposes. However, it's important to understand what this means:

• The notary is acting as the employer's agent, not in their official capacity as a notary
• The notary examines the documents and completes Section 2 of the I-9 form
• The notary does not notarize the I-9 — there is no notary seal or stamp on the form itself
• The employer must specifically authorize the notary to act on their behalf

Some notaries and notary services offer I-9 completion as a separate service from standard notarization. If you're an employer in the Riverview area looking for I-9 assistance for remote hires, contact us to discuss your needs.

What Documents Are Acceptable for I-9 Verification?

USCIS provides a list of acceptable documents in three categories:

List A documents (establish both identity and work authorization):

• U.S. Passport or Passport Card
• Permanent Resident Card (Green Card)
• Employment Authorization Document (EAD)

List B documents (establish identity only):

• Driver's license or state ID
• School ID with photo
• Military ID

List C documents (establish work authorization only):

• Social Security card (unrestricted)
• Birth certificate
• U.S. Citizen ID Card

Employees must present either one List A document, or one List B document plus one List C document.

I-9 Retention Requirements

Employers must retain completed I-9 forms for:

• Three years after the date of hire, or
• One year after the date employment ends

whichever is later. I-9 forms must be available for inspection by federal authorities upon request.

Remote I-9 Verification: DHS Flexibility

The Department of Homeland Security has periodically offered flexibility for remote I-9 verification during certain circumstances. Employers should check the current USCIS guidance for any active accommodations, as policies in this area have evolved.

Helping Riverview Businesses Stay Compliant

Sterling Mobile Notary - Riverview, FL works with businesses throughout Riverview, FL and South Hillsborough County to support their document needs — including serving as authorized representatives for remote employee I-9 completions. Contact us to learn more about how we can support your hiring process.