How a Notary Can Help with I-9 Verification

As a business owner or human resources professional, ensuring that your employees are eligible to work in the United States is essential. One of the most important steps in this process is completing the I-9 form. The I-9 verification process, which is mandated by the U.S. Citizenship and Immigration Services (USCIS), is critical to avoid legal complications and to ensure compliance with immigration laws.

While the I-9 form itself is straightforward, one of the key elements of the process is identity verification. This is where a notary can provide valuable assistance. Here’s how a notary can help with I-9 verification and why you should consider using a notary for this important task.

What is the I-9 Verification Process?

The I-9 form is used by employers to verify an employee’s identity and their eligibility to work in the United States. The form requires employees to present specific documents that prove both their identity and their employment authorization. The employer or an authorized representative must then examine these documents to ensure they are legitimate.

For many employers, especially those who have a large number of employees, completing the I-9 form accurately can be time-consuming. That’s where a notary comes in.

How a Notary Can Assist with I-9 Verification

1. Ensuring Compliance and Accuracy

Notaries are trained professionals who understand the importance of accurate documentation and legal compliance. When a notary verifies an employee’s identity and documents for I-9 purposes, they ensure that everything is properly completed. By using a notary, employers can be confident that the verification process is being done correctly, which can protect the business from potential fines or penalties for non-compliance.

2. Verifying Employee Documents

A notary can help by reviewing the original documents provided by the employee, such as a passport, driver’s license, Social Security card, or any other acceptable form of identification listed on the I-9 form. The notary can verify that the documents are authentic and unaltered. This reduces the risk of fraud and ensures that the documents meet the necessary requirements for employment eligibility.

3. Completing the I-9 Form

While notaries are not authorized to fill out the I-9 form on behalf of employers, they can assist in reviewing the completed form to ensure all sections are filled out accurately and that the employee has provided valid documentation. They can also sign the form as the authorized representative who has conducted the verification, thereby completing their part of the process.

4. Serving as a Third-Party Witness

Notaries provide an impartial and unbiased service, making them ideal for verifying I-9 documentation. They act as a neutral third party, which can be particularly useful in situations where a conflict of interest may arise, such as when verifying the identity of employees who may be close family members or friends of the employer.

5. Convenience and Accessibility

Notaries are often mobile or able to conduct in-person or remote verifications. This means you can arrange for I-9 verification to take place at a time and place that works best for your business. Many notaries are available outside of regular business hours, making it easier to complete the verification process on your schedule.

6. Preventing Legal Risks

Failure to properly complete and maintain I-9 forms can result in fines and penalties from the USCIS. Notaries ensure that the verification is done correctly and in a timely manner, preventing costly legal issues down the line. Additionally, by using a notary, you may reduce the risk of inadvertent errors or omissions that could lead to complications.

Why Use a Notary for I-9 Verification?

The I-9 verification process is an important step in ensuring that your business stays compliant with federal law. However, the process can be confusing, and any mistakes can lead to penalties. By enlisting the help of a notary, you can ensure that the verification is done correctly, efficiently, and in accordance with the law.

Notaries bring a wealth of experience, attention to detail, and impartiality to the I-9 verification process, which can provide peace of mind for employers and help streamline the process for employees. Whether you’re hiring one person or several, a notary can make the I-9 verification process smoother, more reliable, and ultimately more secure for everyone involved.

Conclusion

If you’re seeking help with I-9 verification, working with a professional notary can be a smart choice. Not only do they assist with the legal aspects of identity verification, but they also ensure that your business remains compliant with federal laws, protecting you from potential legal issues. Reach out to a trusted notary today and ensure your I-9 verification is done right!

If you need help with I-9 verification, contact Glean Notary, and our professional notaries will be happy to assist.