How to Complete i-9 Form Remotely in 2023

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OneNotary Team

January 13, 2023

Online Notary Services

Have you been asked to complete the I-9 form remotely to take care of your documentation? If so, then you need to learn more about the I-9 form so that you make sure you fill it out properly. There are a few important points that you should keep in mind.

What Is an I-9 Form Used For?

If you are being hired by a company in the United States, then you need to make sure that your identity gets verified before you start work. It is the job of the employer to properly complete the I-9 form for each person they hire. This is a form that has to be completed regardless of citizenship status. If the company is hiring a United States citizen or a noncitizen, the business still has to complete the I-9 form.

i9 form

While the company is responsible for completing the form, the employee is still involved in this process. On the I9 form, the employee is responsible for attesting his or her employment status or authorization. Then, the employee also has to present acceptable documents to the employer that serve as a testament to his or her identity. The documents have to appear “reasonably genuine” in order for the employer to fill out the I-9 form. It might be helpful to take a look at the list of acceptable documents, which is included on the last page of the form.

The employer is also responsible for retaining a copy of the I-9 form for a set period of time. The employer also has to make the form available for download by government officials.

What Are the I-9 Verification Requirements?

In order for the I-9 form to be accepted by the government, it has to be verified appropriately. There are strict verification requirements, and this starts with the list of accepted documents. The company has to have a designated representative who can verify the identity of the employee as he or she fills out the form. The list of accepted documents that can be included on the I-9 form include:

  • A United States Passport
  • A United States Passport Card
  • A Driver’s License
  • A US Military Card
  • An Employment Authorization Document
  • A US Coast Guard Merchant Mariner Document
  • An ID Card that has been issued by a State
  • A Permanent Resident Card

Without these documents, the I-9 form cannot be verified by the employer, and it will not be accepted by the government. After verifying someone’s ID, the company has to retain a copy of the I-9 form for a certain amount of time, making it available for download by government officials.

Who Can Be an Authorized Representative for an I-9?

In order for employers and employees to complete the I-9 form, they need to work with someone who is an authorized representative. This is a designated service that has been licensed by the government to verify documents, such as an I-9 form.

Authorized Representative

Specifically, this includes a notary service. In the past, companies would have to find a physical notary who could help them fill out the form. It is the job of the notary to work with the company and inspect the physical ID that is being used to verify someone’s identity on the I-9 form. Now, it is possible for companies to handle this remotely.

Who Can Verify an I-9 Form?

While it is the job of the company to verify the ID being used to fill out the I-9 form, companies also have to get the I-9 form notarized with the help of a notary public before the document can be finalized. Therefore, companies and employees have to fill out certain parts of the document in front of a notary in order for the I-9 form to be accepted by the government.

While companies can still use a physical notary, particularly if they have one in the local area, it might be helpful to work with a remote notary instead. This might also be less expensive.

How To Fill Out the I-9 Form

If you are wondering how to fill out your I-9 documentation, there are a few steps that you need to follow. These include:

  • You need to visit the USCIS website to download a copy of your I-9 form. Make sure that you read the document carefully and fill out every area correctly. If you are in Puerto Rico, there is a Spanish version of the I-9 form that you can use, if this is easier for you.
  • When you reach the end of the form, do not sign it. You need to sign the form in front of a notary. Make sure the company fills out the required areas of the I9 form as well.
  • After you have filled out every area of the I9 form that is applicable to you without signing it, you need to locate a notary who can help you finish the process.
  • When you meet with your notary, make sure that you bring your acceptable ID documentation with you. That way, the notary can verify your identity against the information on the I-9 form and complete the process.
  • The notary will verify your documents and fill out the part that is required.
  • Finally, you will have your notarized form to give to your employer. The company will save this in case the government asks for it.

The hard part of filling out this form could be finding a notary that can help you. Now, there is an easier way for you to get your I-9 form notarized.

How To Sign the I-9 Form for Remote Workers with OneNotary

Online Notary Services

In the past, you had to hunt down a physical notary at a bank, law office, or post office and hope that they were there. Now, you can get your I-9 form notarized remotely through OneNotary! How do you do this?

For Employees

If you are an employee who is looking to get your I-9 form verified by a remote notary, there are a few steps that you need to follow. Many of the steps are the same as above. They include:

  • Download your I-9 form and fill it out carefully. Reach out to a professional if you have questions. Remember not to sign it.
  • Gather your list of acceptable ID documents and figure out what you are going to show to your notary during your remote session.
  • Visit OneNotary and schedule a time to meet with a notary remotely.
  • You should get an email letting you know what you have to upload for the session.
  • The notary will meet with you via video conference during your session and verify your documents.
  • After your documents have been verified, you will get your notarized I-9 form back from the notary.
  • You can download this and send it to your employer.

Instead of having to run all over town trying to find a physical notary, meet with a remote notary at your convenience through OneNotary!

For Employers

There are also benefits of using OneNotary to notarize an I-9 form for an employer! After you get your notarized documents from your employee, you can use OneNotary to:

  • Securely verify the identity of each employee and back up the information using LexisNexis
  • Store and audit your records electronically, which can save you time if the government asks for your I9 forms. This also saves trees.
  • You can save time in the event you need to notarize forms in the future.
  • OneNotary can also use automated photo ID verification that will recognize the vast majority of federal IDs, making the process quick and easy
  • All ID verification results are stored for 10 years in an online vault

If you would like to save time, money, and stress when you go through the I-9 form process for your employees, then you should work with OneNotary.

Frequently Asked Questions About the I-9 Form

There are a few common questions people have about the I-9 form. These questions include:

Is the I-9 form available in any languages other than English?

Yes, this form is available in Spanish; however, this is only allowed for people who live in Puerto Rico. If you need to fill out the I9 form and English is not your first language, you might want to enlist the help of a translator or an interpreter.

Can I use a Driver’s License as a photo ID on my I-9 form?

Yes, you can use a driver’s license as a photo ID with your I-9 form; however, you might want to have another photo ID ready just in case there are any issues with your driver’s license. If it is old, it might have trouble scanning properly.

Why do I need to fill out an I-9 form?

Your employer is required to verify the identity of everyone working for him or her. This is critical for protecting you against cases of potential identity theft.