An Authorized Representative is an individual designated by the employer to review and verify the employee's identity and employment eligibility documents.

Completing an I-9 form accurately and efficiently is crucial for both employers and employees. The I-9 form, also known as the Employment Eligibility Verification form, is a mandatory requirement for all employers in the United States to ensure that employees are legally authorized to work. To streamline this process and ensure compliance, notaries can play a vital role by serving as Authorized Representatives. In this article, we will explore how notaries can assist with I-9 form completion, the benefits of their involvement, and the important considerations for employers and employees.

Understanding the Authorized Representative Role

To fully grasp the significance of notaries as Authorized Representatives for I-9 forms, it's essential to understand their role. An Authorized Representative is an individual designated by the employer to review and verify the employee's identity and employment eligibility documents. Traditionally, this responsibility falls on the employer or their authorized staff members. However, utilizing a notary as an Authorized Representative offers several advantages.

Benefits of Notaries as Authorized Representatives

Ensuring Compliance and Accuracy

Notaries are trained professionals who are well-versed in legal procedures and requirements. By involving them as Authorized Representatives, employers can have peace of mind knowing that the I-9 forms will be completed accurately and in accordance with the latest regulations. Notaries are familiar with the specific documentation needed and can guide employees through the process, reducing the risk of errors or omissions.

Expertise in Identity Verification

One of the critical aspects of the I-9 form is verifying an employee's identity. Notaries have experience in verifying identities for various purposes, such as notarizing documents. They can apply their knowledge and expertise to validate the authenticity of the documents presented, ensuring that the employer complies with the strict identity verification requirements.

Mitigating Employer Liability

Failure to complete I-9 forms correctly can result in penalties and legal consequences for employers. By engaging notaries as Authorized Representatives, employers can mitigate potential liability. Notaries can help identify and address any inconsistencies or issues with the provided documentation, reducing the risk of compliance violations.

The Role of Notaries in I-9 Form Completion

Document Review and Verification

As Authorized Representatives, notaries carefully examine the identity and employment eligibility documents provided by employees. They compare the information on the documents with the employee's personal details, ensuring consistency and validity. This step is crucial in maintaining compliance and preventing identity fraud.

Form Completion Guidance

Completing the I-9 form can be confusing, especially for employees who are unfamiliar with the process. Notaries can offer clear instructions and guidance to employees, simplifying the form completion process. They can answer any questions the employee may have, reducing confusion and ensuring accuracy.

Notarization of Documents

The I-9 form is a Federal Homeland Security document and such forms are NOT to be stamped by a notary public. A notary is acting as an Authorized Representative on the employer's behalf and not a representative of the federal government. Simply, I-9 forms are to never be notarized and doing so can a notary to loose their commission and face penalties and fines.

Considerations for Employers and Employees

Communicating the Use of Notaries

Employers should inform employees about their decision to involve notaries as Authorized Representatives for I-9 form completion. Clearly communicate the benefits and reassure employees that the involvement of a notary does not indicate mistrust but rather a commitment to accuracy and compliance.

Selecting Qualified Notaries

Employers should carefully choose notaries who are experienced and knowledgeable in the field of I-9 form completion. Look for notaries who have a good understanding of immigration laws, identity verification procedures, and the specific requirements of the I-9 form.

Ensuring Accessibility

To ensure a smooth and efficient process, employers should consider the availability and accessibility of notaries. Collaborating with mobile notaries or notary services that can travel to the employer's location can be beneficial, particularly for companies with multiple branches or remote employees.

Conclusion

By engaging notaries as Authorized Representatives for I-9 form completion, employers can simplify the process, enhance accuracy, and mitigate potential liability. Notaries bring their expertise in identity verification and legal procedures, ensuring compliance with immigration laws. Employees can also benefit from the guidance and support provided by notaries, making the I-9 form completion process less daunting. Embracing the role of notaries as Authorized Representatives can streamline the entire process, allowing employers and employees to focus on their core responsibilities while meeting their legal obligations.

Call (404) 382-0464 to discuss your unique notarial needs, or go to www.ginnmobilenotary.com to schedule online.

LaDarrell Worf

GiNN Mobile Notary & Fingerprinting

www.ginnmobilenotary.com

Additional helpful information:

Employers Note Compliance Change Beginning August 1, 2023: DHS announces flexibility in requirements related to Form I-9 compliance

For a List of Acceptable documents when preparing for an I-9 Employment verification appointment click here.

I-9 FAQs click here