Need to Sign an I-9 Form?

The I-9 Form helps the government ensure only eligible workers are employed in the U.S. Every new hire must complete this form.

All American companies that hire new workers must file an I-9 Form or work with a designated authorized representative (like a notary) service to complete the process. Companies must collect the I-9 for citizens and non-citizens upon hiring. Aside from new hires, certain employees must recertify their Form I-9 under specific circumstances. ​​Employees with temporary work authorization must recertify their Form I-9 under specific circumstances. Employees with temporary work authorization, including those with Temporary Protected Status (TPS), Nonimmigrant visas (e.g., H-1B, L-1, etc.), and Employment Authorization Documents (EADs) with expiration dates, must have their work authorization reverified before it expires. If an employee presents a document with an expiration date during the initial I-9 verification, such as an Employment Authorization Document or certain Form I-94s indicating temporary work status, the employer must reverify the employee’s work authorization by the document's expiration date. Additionally, if an employee is rehired within three years of the original I-9 completion and their work authorization document has since expired, re-verification is necessary. The employer can either use the original Form I-9 (if still compliant) or complete a new Form I-9.

The I-9 Form itself doesn't require notarization, but employers can designate a notary as an authorized representative to complete the process. Using notaries for I-9 verification offers significant benefits: notaries are government-certified officials with expertise in identity verification and document authentication, which reduces the risk of errors and fraud. This professional approach ensures compliance with federal regulations and provides greater security and peace of mind for employers, making it a preferred choice over using untrained individuals.

An identification card issued by a government agency that includes a photo, as well as name, date of birth, address, and a physical description. These may include voter registration cards, military ID, and other widely accepted forms of identification. A Social Security number will also be required.

By using OneNotary's On-Demand I-9 verification service, companies can streamline their hiring process and ensure compliance by outsourcing the work to OneNotary. Employees can schedule verification sessions at their convenience or On-Demand. New hires immediately receive email invitations with straightforward instructions. Employees easily fill out their I-9 forms online and verify their identities, then join a virtual meeting room where notaries assist with the online signing of the forms. Fully integrated with E-Verify, OneNotary guarantees compliance with federal and state regulations by automatically creating cases in E-Verify after each verification session. Customers provide the required information and sign a one-time Memorandum of Understanding (MOU), allowing OneNotary to manage E-Verify cases on behalf of businesses. This efficient, secure system reduces administrative burdens, minimizes errors, and ensures compliance with federal regulations. OneNotary's service saves company time and resources, providing a seamless and professional onboarding experience for new employees.

Yes, the Department of Homeland Security (DHS) and U.S. Immigration and Customs Enforcement (ICE) announced an extension of the flexibility in complying with requirements related to Form I-9, Employment Eligibility Verification, due to COVID-19.

At OneNotary, we use secure identity verification and encrypted data storage. Each online session is secure and private. All data not required by law is destroyed. OneNotary has SOC 2: Type II, ISO 27001:2002, and MISMO certifications.