I-9 Verification for Remote Employees: Complete Guide

With remote work becoming standard, many Pennsylvania employers are hiring employees who never set foot in the office. But federal law still requires in-person verification of identity and work authorization through Form I-9. As a mobile notary and authorized representative, I help employers across Western PA comply with I-9 requirements for remote workers. Let me explain how it works.

What Is Form I-9?

Form I-9 (Employment Eligibility Verification) is a federal document required by U.S. Citizenship and Immigration Services (USCIS) for every new employee hired in the United States. The form verifies:

• Identity - Who the employee is
• Work authorization - That the employee is legally allowed to work in the U.S.

Employers must complete Section 2 of the I-9 by physically examining the employee's original documents within 3 business days of the employee's first day of work. This is where remote work creates a challenge.

The Remote Work Challenge

Federal law requires employers (or their authorized representatives) to be in the physical presence of the employee to examine original documents. You cannot:

• Accept photocopies, faxes, or scans of documents
• Complete I-9 verification over video call (except under specific temporary COVID flexibilities that have expired)
• Have the employee self-certify their documents
• Skip the verification process

So what do you do when your new employee is in Pittsburgh and your office is in California? You hire an authorized representative.

What Is an Authorized Representative?

An authorized representative is anyone you designate to act on your behalf to complete Section 2 of Form I-9. This person:

• Physically meets with your employee
• Examines the employee's original identity and work authorization documents
• Completes Section 2 of the I-9 form
• Returns the completed form to you

Important: The authorized representative does NOT need to be a notary public. However, many employers prefer using notaries because we're experienced with identity verification, familiar with acceptable documents, and understand the importance of accuracy.

How I Help as an Authorized Representative

As a mobile notary serving Western Pennsylvania, I regularly act as an authorized representative for employers nationwide. Here's my process:

Step 1: Employer Sends Me the Paperwork

You email me:

• The partially completed Form I-9 (employee already filled out Section 1)
• List of acceptable documents your employee will present
• Employee's contact information and location
• Any special instructions or company requirements

Step 2: I Schedule a Meeting with Your Employee

I contact your employee directly to schedule an in-person meeting at their home, a coffee shop, library, or any mutually convenient location in Western PA.

Step 3: I Verify Documents in Person

During our meeting, I:

• Physically examine the employee's original documents
• Verify they're genuine (not obviously fake)
• Confirm they reasonably appear to relate to the employee
• Record document information on Section 2 of the I-9
• Sign and date Section 2 as your authorized representative

Step 4: I Return the Completed I-9 to You

I scan and email the completed I-9 to you immediately (usually within 1-2 hours), and I can also mail the original if you prefer.

Acceptable Documents for I-9

Employees must present documents from List A (proves both identity and work authorization) OR one from List B (identity) plus one from List C (work authorization).

List A: Identity + Work Authorization

• U.S. Passport or passport card
• Permanent Resident Card (Green Card)
• Foreign passport with temporary I-551 stamp
• Employment Authorization Document (EAD card)

List B: Identity Only

• Driver's license or state ID with photo
• School ID with photo
• Voter registration card
• U.S. Military card or draft record

List C: Work Authorization Only

• Social Security card (unrestricted)
• Birth certificate
• Native American tribal document
• U.S. Citizen ID card

Most common combination: Driver's license (List B) + Social Security card (List C)

Timing Requirements

Federal law requires Section 2 to be completed within 3 business days of the employee's first day of work. Here's what that means:

• Day 1: Employee's first day of work for pay
• By end of Day 3: I-9 Section 2 must be completed

I recommend scheduling the I-9 verification BEFORE the employee starts work if possible. This eliminates any risk of missing the deadline.

Same-day appointments available: If you're in a time crunch, I offer rush service to meet tight deadlines.

Common Mistakes to Avoid

Mistake #1: Accepting Electronic Copies

You cannot accept scanned or photographed documents. I must see the original physical documents.

Mistake #2: Waiting Too Long

Don't wait until Day 3 to schedule verification. If there's a problem with documents, you may run out of time.

Mistake #3: Accepting Expired Documents

Documents must be unexpired (with limited exceptions for automatic extensions). I'll check expiration dates carefully.

Mistake #4: Not Keeping Proper Records

You must retain completed I-9 forms for 3 years after hire or 1 year after termination, whichever is later. I recommend scanning them for backup.

Do Notaries Need to Notarize I-9 Forms?

No. Form I-9 does NOT require notarization. When I act as your authorized representative, I'm simply verifying documents and completing Section 2 - not performing a notarization.

My signature on Section 2 is as your authorized representative, not as a notary. There's no notary seal or certificate on I-9 forms.

What It Costs

I-9 verification services are separate from notary fees since no notarization is involved. My pricing:

• $75 for I-9 verification within 15 miles
• $95 for 15-30 miles
• Same-day rush: add $25
• Multiple employees at one location: volume discounts available

This includes meeting with the employee, examining documents, completing Section 2, and returning the form to you electronically the same day.

For HR Teams: Setting Up Authorized Representative Services

If your company regularly hires remote workers in Western Pennsylvania, consider establishing an ongoing relationship. Benefits include:

• Priority scheduling for your employees
• Familiarity with your company's requirements
• Volume pricing for multiple verifications
• Streamlined communication process

Geographic Coverage

I provide I-9 verification services throughout Western Pennsylvania, including:

• Butler County
• Allegheny County (Pittsburgh area)
• Lawrence County
• Mercer County
• Crawford County
• Erie County
• Beaver County
• Venango County

If your employee is located elsewhere in Pennsylvania, I can refer you to trusted notaries in other regions.