I-9 Form
Verification
Services

Notarize I-9 Form For
Remote Hire Workers

The above video explains that a Texas notary public cannot, by Texas law, in the capacity of a notary public write their title as, “notary public”, “public notary”, “notaries public”, “public notaries”, or “notary” or place their Texas notary stamp or Texas notary seal anywhere on a United States Citizenship and Immigration Services (USCIS) Employment Eligibility Verification Form I-9 in the State of Texas.

Below is is the exact legal verbiage directly from the Texas Secretary of State’s website that states that no Texas notary public while in the capacity of a notary public can certify, notarize, or place their notary seal on a federal I-9 Form:

“27. Can I complete a Form I-9, Employment Eligibility Verification, on behalf of an employer?

Texas law does not authorize notaries public to certify an I-9 Form, and the Form itself does not contain a notarial certificate acknowledgment. Therefore, notaries should not notarize an I-9 Form.

However, it is permissible for a notary public who is an employee of a business to assist that business in filling out the form as long as that work is not performed in the employee’s capacity as a notary public, and as long as the employee does not place their notary seal on the document.”

Source: www.sos.state.tx.us/statdoc/faqs2300.shtml

Form I-9
Notary Services

I-9 Form Notarization
For Remote Employees

The first option is one of our mobile Texas notaries for you (the employer or remote employee) will travel to the remote workers home, office, business, or other location.

Once there the traveling notary public will verify the identity of the new remote employee using the USCIS approved list of identity documents (List A or B & C) that the remote employee will physically present to the mobile notary public at the time of their appointment.

After our mobile public notary has verified the remote employee’s identity the notary public will sign their name in the Signature of Employer or Authorized Representative box on the Employment Eligibility Verification I-9 form.

Next they’ll write in the words, “Authorized Representative”, in the Title of Employer or Authorized Representative box and write that day’s date on the I9 forms work authorization form.

Our Texas mobile notary public will then print their first and last name in the given first and last name boxes.

Then our Texas mobile notary public will ask the remote employee when their first official day of employment is and write down that answer on the I-9 Employment Eligibility Verification form.

Lastly, the new employee will need to know what business name and address their company wants them to write down on the I-9 Form in section 2 and the employee must also know what their current citizenship status is that needs to be entered on the I-9 Form. 

Please note the business or organization name and address that is to be listed on the employees I-9 Form in section two CANNOT and WILL NOT be our company name and address. That would be illegal since the newly hired person is not our employee and we do not employ them.

We once had a company (the only company ever in a decade of doing mobile I-9 form services) tell their new hire remote employee after we had already completed the I-9 Form properly with them to ask us to redo the I9 Form.

Instead of properly listing her employers business name and address on the Form I-9 like we did they wanted her to persuade us to list our company name and address on her Form I9. We were shocked and strongly refused to do it. 

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Option two is one of our Texas mobile notary public’s will do everything outlined in option one plus they will notarize a separate I-9 authorized agent affidavit form that an employer can provide to its newly hired employee.

Or you can use the I-9 form employee verification services affidavit that Mobile Austin Notary has created that we can perform a notarization on and attach it with the Form I-9 paperwork. 

Lists Of Acceptable Documents

All Documents Must Be Unexpired

Employees may present one selection from List A
or a combination of one selection from List B and one selection from List C.

Employers, please note that your company can face federal fines ranging from $110 up to $1,100 per infraction for failing to comply with the federal I-9 Employment Eligibility Verification form mandates, as well as being put on the radar of U.S Immigration and Customs (ICE) and possibly subjected to random I-9 work authorization form audits and auditors.

If your company’s form I-9 incompliance is judged to be willfully on purpose and are deemed severe violations, penalties can be $6,500 per infraction up to $16,000 for knowingly hiring someone unauthorized to work in the United States.

Employers should always get an I-9 Employment Eligibility Verification form completed on every new employee. Even if someone only works for one day for your company, you must have an I-9 work authorization form on file for them.

Always try to get Form I-9 completed on day one or several days before the person’s official company hire or start date.

Although the I-9 Employment Eligibility Verification form states you must collect the completed I-9 form within three business days of the employees start date, if the employee quits after day one (this happens) you’ll likely never get the Form I-9 form verification completed and your company will be out of federal compliance.

Civil Fines For
Form I-9 Violations

E-Verify is a United States Department of Homeland Security (DHS) website that allows businesses to determine the eligibility of their employees to work in the United States.

Companies around the world can hire what is called an E-Verify Employer Agent to help verify their newly hired Texas remote employee identification records which would be things like a passport, driver’s license, non-driving state issued identification card, birth certificate, social security card, military ID card, or permanent resident alien card.

Form I-9, Employment Eligibility Verification, is the key element of E-Verify’s Internet-based employment eligibility verifications. E-Verify compares information the employer enters from Form I-9 to records available to the U.S. Department of Homeland Security.

This electronic verification confirms an employee’s identity and eligibility to work in the United States.  Although E-Verify uses information from Form I-9, there are some important differences between Form I-9 requirements and E-Verify requirements.

United States Citizenship and Immigration Services (USCIS) is a component of the United States Department of Homeland Security (DHS). It performs many administrative functions formerly carried out by the former United States Immigration and Naturalization Service (INS), which was part of the Department of Justice. 

United States Citizenship and Immigration Services (USCIS) Employment Eligibility Verification Form I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States.

All U.S. employers must ensure proper completion of Form I-9 for each individual, as they hire for employment in the United States. This includes U.S citizens and non-citizens.

Both employees and employers (or authorized representatives of the employer) must complete the form. On the form, an employee must attest to his or her employment authorization.

The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization.

The employer must examine the employment eligibility and identity of the document(s), an employee presents to determine whether the document(s) reasonably appears to be genuine and to relate to the employee, and record the document information on the Form I-9.