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Ask the HR Expert — I-9 Verification

Jill Schaefer /
Text: "Ask the HR Expert"

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.

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