Remote work has changed the way businesses hire, onboard, and manage employees. Today, a new employee may live hundreds—or even thousands—of miles away from the company’s headquarters. While technology makes it easy to conduct interviews, complete paperwork, attend meetings, and begin working remotely, employers still have important responsibilities when verifying an employee’s authorization to work in the United States.
One of the most important steps in the onboarding process is completing Form I-9, Employment Eligibility Verification.
For employees, the process may seem confusing at first. You may wonder why someone needs to examine your identification documents, who is allowed to perform the verification, and whether you need to visit your employer in person.
Employers face a different challenge. They must complete Form I-9 properly and on time even when the employee works in another city or state.
Fortunately, remote employment does not necessarily mean that the employer and employee must meet face-to-face. Depending on the employer’s circumstances and the procedures being used, an employer may designate another person to assist with the document examination and completion of the appropriate portion of Form I-9.
Understanding what to expect can make the entire process easier for everyone involved.
What Is Form I-9?
Form I-9 is used by employers to verify the identity and employment authorization of individuals hired for employment in the United States.
Both the employee and employer have responsibilities during the process.
Generally, the employee completes Section 1 of Form I-9 and provides the required information and attestations. The employer then completes Section 2 after examining acceptable documentation presented by the employee.
The process is more than simply collecting a photocopy of someone’s driver’s license. The employer must follow federal requirements regarding which documents may be presented, how they are examined, when the form must be completed, and how the completed Form I-9 is retained.
Importantly, employers generally cannot dictate which specific acceptable documents an employee must provide. Instead, the employee chooses from the acceptable documents listed with Form I-9.
For example, depending on the employee’s circumstances, acceptable documentation may include a document from List A, or a combination of documents from List B and List C.
The employee decides which acceptable documents to present.
Why Remote Employees Create a Unique I-9 Challenge
Consider a company headquartered in Nevada that hires an employee who will work remotely from another state.
The company’s human resources department can easily send onboarding materials electronically. The employee can complete tax forms online, review the employee handbook, participate in orientation through video conferencing, and communicate with supervisors through email or collaboration software.
However, Form I-9 has specific document examination requirements.
That creates a practical question:
Who will examine the employee’s documents when the employee is nowhere near the employer’s office?
For many employers, the answer may involve using an authorized representative.
Instead of requiring the employee to travel to the company’s headquarters, an employer may designate someone located near the employee to perform the required document examination and complete the employer’s portion of Form I-9 on the company’s behalf.
This can make remote onboarding significantly more convenient.
However, employers should understand an important point: using an authorized representative does not automatically transfer responsibility away from the employer.
The employer remains responsible for ensuring that Form I-9 is completed properly.
What Is an I-9 Authorized Representative?
An authorized representative is a person designated by an employer to act on the employer’s behalf for purposes of completing the employer’s portion of Form I-9.
Depending on the employer’s policies and applicable requirements, an authorized representative could potentially be an HR professional, manager, personnel officer, agent, notary public, or another person selected by the employer.
This flexibility can be particularly useful for companies with remote employees.
For example, imagine that a company in New York hires a remote employee who lives in Las Vegas.
Instead of flying the employee to New York solely for employment verification, the employer may designate an authorized representative in Las Vegas. The employee can then meet with that representative, present the required original acceptable documents, and complete the verification process locally.
The authorized representative acts on behalf of the employer during the verification.
However, the employer should provide clear instructions because the representative is performing an important compliance-related function for the company.
Is I-9 Verification the Same as Notarization?
No.
This distinction is particularly important because employees are sometimes told to “find a notary” to complete their I-9.
Form I-9 itself generally does not require notarization.
When a notary public serves as an employer’s authorized representative for I-9 purposes, the individual is typically acting as the employer’s designated representative, not performing a traditional notarization.
Therefore, the notary is not necessarily applying a notarial seal, completing a notarial certificate, or notarizing the employee’s signature simply because the person happens to be a commissioned notary public.
Instead, the individual is performing the duties assigned by the employer for the I-9 verification process.
That distinction helps both employees and employers understand the nature of the appointment.
What Should Remote Employees Expect?
If your employer asks you to meet with an authorized representative to complete Form I-9, the process is usually straightforward.
First, your employer should provide instructions explaining what needs to be completed.
You may receive Form I-9 electronically, through an HR platform, or as part of your onboarding paperwork. Your employer may also provide instructions specifically for the authorized representative.
Before your appointment, carefully review the current list of acceptable documents associated with Form I-9.
You generally have the right to choose which acceptable documentation you present.
For example, you may present one acceptable document from List A or an acceptable combination consisting of one document from List B and one document from List C.
Therefore, you should review the official requirements before your appointment rather than assuming that a particular document will be sufficient.
Next, make sure you have the required documents available in the form required by the I-9 process.
During a traditional authorized-representative examination, the representative will examine the documents you present and complete the appropriate employer portion of Form I-9 on behalf of your employer.
Consequently, preparation can prevent delays.
If you arrive without the required acceptable documentation, the representative may be unable to complete the verification.
What Happens During the Appointment?
Although procedures can vary depending on the employer, a typical authorized-representative appointment may involve several basic steps.
First, the representative may review the employer’s instructions.
Next, the employee presents the documentation he or she has chosen from the acceptable document lists.
The representative examines the documentation as required by the Form I-9 process and records the appropriate information.
The representative then completes and signs the required employer section as the employer’s authorized representative.
Finally, the completed paperwork or verification information is returned or submitted according to the employer’s instructions.
Some employers use electronic I-9 systems rather than paper forms. In those situations, the authorized representative may receive a secure link or instructions for entering the required information into the employer’s system.
Therefore, employees should pay close attention to any emails or onboarding instructions they receive before scheduling their appointment.
What Employers Should Expect When Using an Authorized Representative
Employers should approach remote I-9 verification as an organized business process rather than simply telling an employee to “find someone to sign the form.”
Clear instructions matter.
The authorized representative needs to understand exactly what the employer expects. For instance, the employer may provide the representative with instructions for completing Section 2, submitting documentation, accessing an electronic verification platform, or returning completed materials.
Additionally, employers should establish consistent procedures for remote hires.
A well-organized process might address how representatives are selected, how instructions are delivered, how completed forms are reviewed, and how potential errors are corrected.
Consistency can become increasingly important as the company grows.
A business with one remote employee may be able to handle I-9 verification on an individual basis. However, a company hiring dozens or hundreds of remote employees may benefit from establishing a standardized workflow.
Employers Remain Responsible for the Form
One of the most important considerations for employers is that appointing an authorized representative does not eliminate the employer’s responsibility for properly completing Form I-9.
The representative acts on behalf of the employer.
Therefore, employers should carefully select representatives and provide them with clear instructions.
For example, an employer should not assume that every notary public automatically understands Form I-9 requirements simply because the person performs notarizations professionally.
I-9 verification and notarization are different services.
Similarly, employers should avoid leaving the representative to guess how the company’s internal onboarding system works.
Providing the representative with the correct form, instructions, contact information, and submission procedures can help the appointment run much more smoothly.
The Employee Chooses the Acceptable Documents
Another important part of the I-9 process involves document selection.
Employers should generally avoid instructing employees to provide a specific document when other acceptable options are available under Form I-9 requirements.
Instead, employees choose which acceptable documents they wish to present from the official Lists of Acceptable Documents.
This helps create a consistent verification process.
For example, telling every new employee, “Bring your driver’s license and Social Security card,” may create a problem because the employee may have other acceptable documentation that he or she prefers to present.
A better approach is to direct employees to the official Form I-9 Lists of Acceptable Documents and allow them to select the appropriate documentation.
Likewise, an authorized representative should follow the employer’s instructions and the applicable Form I-9 procedures rather than deciding independently which documents the employee should produce.
Timing Matters
Form I-9 is also subject to completion deadlines.
Employees generally must complete Section 1 no later than their first day of employment for pay. Employers generally must complete Section 2 within the required federal timeframe after employment begins.
Because timing matters, employers should plan remote verification before the employee’s start date whenever possible.
Waiting until the last minute can create unnecessary complications.
For instance, imagine that a remote employee starts work on Monday, but the employer does not begin arranging the authorized-representative appointment until several days later.
Now the employee must locate a representative, schedule an appointment, gather the necessary documents, and complete the process under unnecessary time pressure.
In contrast, an employer that sends instructions before the employee’s start date can make the process considerably easier.
The employee knows what to expect, the appointment can be scheduled promptly, and the authorized representative has time to review the employer’s instructions.
Planning ahead benefits everyone.
What About Remote Document Examination?
Employers should also be aware that federal I-9 procedures have evolved as remote work has become more common.
Certain qualifying employers may be permitted to use an authorized alternative procedure for examining Form I-9 documentation remotely when they meet applicable federal requirements.
However, employers should not assume that every remote employee automatically qualifies for a fully virtual document examination.
The rules governing alternative procedures can depend on factors such as the employer’s eligibility and participation in applicable federal programs.
Therefore, employers should verify the current requirements directly through official federal guidance before establishing a remote document-examination policy.
If an employer does not qualify for an alternative procedure, using an authorized representative near the employee can remain a practical option for completing the required examination.
Common Mistakes That Can Delay Remote I-9 Verification
Many I-9 problems are preventable.
One common mistake occurs when the employee arrives without acceptable documentation.
Another occurs when the employer provides incomplete instructions to the authorized representative.
Additionally, problems can arise when someone assumes the I-9 requires notarization simply because a notary public has been selected as the authorized representative.
Employers can reduce confusion by clearly explaining the representative’s role before the appointment.
Employees can also help by reading their employer’s instructions carefully, reviewing the acceptable document lists in advance, and bringing the required documentation.
Finally, employers should review completed forms promptly rather than discovering an error months later.
A simple quality-control process can catch missing information before it becomes a larger administrative issue.
Why Mobile I-9 Verification Can Be Helpful
Remote employees are not always located near an HR office, and they may not want to spend hours searching for someone who understands the authorized-representative process.
A mobile I-9 verification service can offer a convenient solution.
Instead of requiring the employee to travel across town, a mobile authorized representative may be able to meet the employee at a convenient location, such as an office, business center, or another mutually agreed-upon location.
This approach can be especially useful for companies hiring employees throughout the Las Vegas area while maintaining corporate offices elsewhere.
It can also help HR departments create a more professional onboarding experience.
After all, the first few days of employment shape an employee’s impression of the organization. A clear, organized verification process demonstrates that the employer has thought through the details of remote onboarding.
Remote Employees Should Follow Their Employer’s Instructions
Employees should remember that the employer ultimately determines who will act as its authorized representative.
Therefore, employees should not simply select someone and assume that person can complete the form.
Instead, confirm the employer’s instructions first.
Some employers provide a specific representative. Others allow employees to locate a qualified local professional and then formally designate that person.
Likewise, some companies use specialized electronic platforms that require the representative to receive a link or registration instructions before the appointment.
Following the employer’s process from the beginning can prevent unnecessary delays.
Employers Should Build I-9 Verification Into Remote Onboarding
Remote employment is no longer unusual.
Consequently, companies that regularly hire remote employees should consider I-9 verification part of their standard onboarding workflow.
The process can begin before the employee’s first day.
HR departments can prepare instructions, identify how authorized representatives will be selected, establish internal review procedures, and make employees aware of their responsibilities.
This proactive approach reduces last-minute confusion.
It also helps employees understand that I-9 verification is a normal part of employment onboarding rather than an unexpected administrative hurdle.
Furthermore, companies that hire nationally may benefit from developing relationships with professionals who can assist employees in different locations.
The goal should be simple: create a repeatable process that allows the employer to meet its responsibilities while making the experience as convenient as possible for the employee.
A Smooth I-9 Appointment Starts With Preparation
Whether you are an employer hiring your first remote employee or an employee starting a new remote position, preparation makes the I-9 verification process much easier.
Employees should review their employer’s instructions, understand the acceptable-document requirements, gather their documentation, and arrive prepared for the appointment.
Employers should provide clear instructions, select authorized representatives carefully, monitor applicable federal requirements, and review completed forms for accuracy.
Most importantly, everyone involved should understand the role of the authorized representative.
The representative is acting on behalf of the employer to assist with the Form I-9 verification process. When that representative happens to be a notary public, the I-9 service should not automatically be confused with a notarization.
Once those responsibilities are clearly understood, remote I-9 verification can become a straightforward part of modern employee onboarding.
Need Help With I-9 Employment Verification in Las Vegas?
If you’re a remote employee who has been asked to locate an authorized representative for your Form I-9, or you’re an employer looking for convenient I-9 employment verification support for a remote employee in the Las Vegas area, professional assistance can help simplify the process.
Visit JerryWithers.com to learn more about available services and schedule assistance with your employment verification needs.
Make your remote onboarding process easier, more convenient, and less stressful.
Visit https://www.jerrywithers.com today.