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What is Remote Hire I-9 Verification, and why do you need it?
Whether you’re a new employee working remotely or the employer hiring them, Remote Hire I-9 Verification is something you need to be concerned about.
The Department of Homeland Security (DHS), requires all U.S. employers to complete the USCIS Employment Eligibility Verification Form I-9 for each U.S. employee to verify that their citizenship, immigration, or resident status makes them lawfully eligible to work.
The employer is required to meet with each employee in person to physically inspect the documents that verify their identity and work eligibility. It is prohibited to use video technology, such as Skype, for this purpose.
DHS takes this very seriously. They can inspect or audit an employer at any time.
Employees who do not produce a properly-completed I-9 form within three days of their hire date are not permitted to work.
Penalties for missing or incorrectly completed I-9 forms can be up to $2,500 for the first offense, and up to $25,000 for subsequent offenses. The employer could even face criminal charges.
As you can see, it’s extremely important for an employer to make sure that a new employee completes an I-9 form promptly and accurately.
Having the form completed is a simple step when the employee works in or lives near the office.
But what if the employee lives or works at a distant location which makes it impractical or impossible to complete the I-9 form in person?
Or, what if a disease outbreak, like the recent Coronavirus pandemic, forces virtually all employees to work remotely?
The good news is that DHS makes the provision for an employer to designate an Authorized Representative to meet with a remote employee on their behalf to complete the I-9 form.
This provision is helpful, but it also presents some challenges.
First of all, since the employee is in a remote location, they may not know anyone in the area who is knowledgeable enough about the form to help them complete it correctly. And even if they did, many people are uncomfortable sharing personal information with people they know.
How then, can the employer be sure that the remote employee will be able to correctly complete the form and do so on time?
One option would be to use a notary.
Although it’s not technically a notarial act, many notaries receive specialized training to learn how to help employees complete the I-9 form properly.
And since notaries are state-commissioned public witnesses who are already accustomed to carefully verifying people’s identity, it makes sense that many employers gravitate toward using notaries as Authorized Representatives.
That presents another challenge, though:
Most people are accustomed to using the notary at their local bank branch or the UPS store, but these locations often refuse to help with completing the I-9 form because of liability concerns - and because it's not technically a notarial act. What to do?
In this situation, the ideal solution is to use a Mobile Notary.
A Mobile Notary is a notary that you can hire to come to you at a convenient time and place to notarize your documents. . .and to assist you with completing an I-9 form.
We provide this service.
What Remote Hire I-9 Verification services can you provide for...
For employees, we'll provide a trained mobile notary to coordinate and meet with you to provide assistance for accurate completion of the USCIS Employment Eligibility Verification Form I-9, whether paper or electronic.
For employers, we'll provide a trained mobile notary to coordinate and meet with your remote employee to provide assistance for accurate completion of the USCIS Employment Eligibility Verification Form I-9, whether paper or electronic.
We can also collect scan, email, and ship the completed package of original documents to you.
Special pricing and group rates may be available.
At what locations can you provide Remote Hire I-9 Verification?
We can send a mobile notary to meet you or your employee at virtually any safe location for Remote Hire I-9 Verification.
Below is a list of some the most common locations our clients ask for us to send the notary. Click on the name of the location in the chart below for helpful tips you'll need to know if you're planning to schedule for a notary to meet you or your employee there.
Our notaries will gladly meet you, your family member, or your client at a private residence, as long as it is safe and easily accessible.
Secured Access:
If you live in a gated community or secured apartment building, please be sure to provide us with the necessary access codes or visitor clearance so that the notary can reach you.
Parking:
Please let us know if there are special requirements for, or limited access to, your parking garage or designated spaces. Parking fees can be conveniently added to your invoice.
Pets:
Pets are okay, as long as they are under control and don't bite.
COVID-19:
For your protection, we will be happy to wear a mask, or provide services outside where it is safe and reasonable to do so.
Our notaries will gladly meet you, your employees, or your clients at an office or commercial space.
Secured Access:
If your office is in a secured building or office park, or if the appointment will take place outside of normal business hours, please be sure to provide the necessary access codes or visitor clearance so that the notary can reach you.
Parking:
Please let us know if there are special requirements for, or limited access to, your parking garage or designated spaces. Parking fees can be conveniently added to your invoice.
To provide a safe experience, our notaries will gladly meet you, your loved one, or your client in a public space, such as a coffee shop, library, or outside a public building, as long as it is easily accessible.
Address:
You must provide a location with a full physical address.
Parking:
Please let us know if there are special requirements for, or limited access to, a parking garage or designated spaces. Parking fees can be conveniently added to your invoice.
A mobile notary is a particularly convenient solution for people who need to have important documents finalized while traveling.
Our notaries will gladly meet with you at your hotel, as long as it is safe and accessible.
Secured Access:
If your hotel is in a secured building, or if the appointment will take place outside of normal business hours, please be sure to provide the necessary access codes or visitor clearance so that the notary can reach you.
Parking:
Please let us know if there are special requirements for, or limited access to, the hotel's parking garage or designated spaces. Parking fees can be conveniently added to your invoice.
A mobile notary is a particularly convenient solution for people who need to have important documents finalized while traveling.
Our notaries will gladly meet with you at the airport, as long as it is safe and accessible.
Secured Access:
An airport will usually limit access for non-fliers to non-secure areas inside the airport, and won't allow parking or extended stopping directly outside.
Please schedule for - and be prepared to meet - your notary in a section of the airport where they will have access to assist you.
Parking:
Please let us know if there are special requirements for, or limited access to, the airport's parking garage or designated spaces. Parking fees can be conveniently added to your invoice.
What kind of Remote Hire I-9 Verifications can you facilitate?
Our notaries can facilitate both paper and electronic verifications. Click below to learn a little more about what each kind of verification and what you need to know to get it completed.
The paper version of the Remote I-9 Verification will typically be completed on the latest update of the USCIS Employment Eligibility I-9 Verification Form 1-9.
The employee must complete Section 1 on Page 1 of the form by providing contact, citizenship, and work status, and residency information, and then signing and dating the form.
The notary will then physically inspect the employee’s government-issued documentation to verify their identity. Page 3 of the I-9 form provides a detailed list of the of the documents required, based on citizenship, work status, and residency.
The notary will then complete Section 2 on Page 2 of the form by filling in the employee’s name, the number corresponding to their citizenship or immigration status, required information from the employee's identification, the employee’s hire date, and the name and address of the employer.
The notary will then print and sign their name and date the form.
Electronic Remote Hire I-9 Verifications are very similar to the paper version. The difference is the notary is required to log into a web-base verification system to complete the process.
Typically, the notary's name and email address will need to be provided to the employer in advance so that the notary can log in and complete the process.
The notary will also likely need to upload a copy of the employee's identification.
What add-ons to your Remote Hire I-9 Verification service do you provide?
We can coordinate, combine, and customize our services however needed to get your job done quickly, easily, and correctly. Below are a list of some of our most commonly requested add-ons to Remote Hire I-9 Verification. If you need something else, let us know, and we'll be happy to help.
At your request, we will be happy have the notary bring one or more printed copies of the I-9 form with them to the appointment.
For more information or to schedule your appointment, call us today.
For employers: At your request, we will be happy to scan and email a copy of the finalized verification package, including copies of the employee's identification, to the email address you provide.
For more information or to schedule your appointment, call us today.
At your request, we will be happy to deliver the finalized verification package to USPS, UPS, Federal Express, or another shipping company.
You have the option of providing a pre-printed shipping label, or, for your convenience, we can provide the shipping label for you.
For more information or to schedule your appointment, call us today.