Ask the HR Expert — I-9 Verification

on June 19, 2018

Q: We have a new employee who will live and work out of Texas for the time being. We don’t have any other company representatives in that state to verify his I-9 documents. How do we handle this?

A: When completing a Form I-9, you or your authorized representative must physically examine each document that your new hire presents in order to determine if it appears genuine and relates to the employee presenting it. Reviewing or examining documents via webcam is not permissible.

You may designate an authorized representative, including personnel officers, foremen, agents or a notary public, to fill out the Form I-9 on behalf of your company.  The U.S. Department of Homeland Security does not require an authorized representative to have specific agreements or other documentation for Form I-9 purposes.

Bottom Line:
If you hire a notary public, s/he acts as an authorized representative of your company and should not provide a notary seal on the Form I-9.

Jill Schaefer

Jill Schaefer

Jill is the Content and Community Manager here at KPA. She breaks down complex regulations into why they matter and what they mean for clients. In short, she tries to make compliance easier and help employers do the right things.

In her spare time, she is equal parts crazy cat lady, triathlete, and pizza connoisseur.

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Jill SchaeferAsk the HR Expert — I-9 Verification

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