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I-9 for Out of State employee
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I-9 for Out of State employee
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I have a new employee starting in another location with no other company employees at that location. How should I complete her I-9?
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Forums » Topic Forums » Legal Forum » I-9 for Out of State employee
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I-9 for Out of State employee
posted at 3/24/2011 6:06 AM EDT
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Posts: 2442
First: 2/12/2000 Last: 9/14/2011 |
Have her scan the documents (front and back) and email them as attachements to you.
If that is not sufficient have a notary certify that they reviewed the forms and they looked genuine. The form you can mail and have mailed back. use overnight to meet the 3 day deadlines. |
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I-9 for Out of State employee
posted at 3/24/2011 10:31 AM EDT
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Posts: 45
First: 1/13/2011 Last: 4/14/2011 |
scanning the documents won't work as they must be originals.
The notary is an acceptable alternative however, some states prohibit their notaries from doing this. An alternative could be to contract with a local staffing or temp agency for this. |
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I-9 for Out of State employee
posted at 3/25/2011 5:51 AM EDT
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Posts: 2146
First: 2/15/2006 Last: 9/14/2011 |
Haven't had to do this, but I have to wonder if you couldn't Skype with the person and have them hold it up to the camera. Then you are actually "seeing" the originals. After that, I would have them scan a copy -- but our policy is to keep a copy of the documents. You need to check state law to see if that is allowed in your state. (I think that at least Colorado forbids it)
I would confirm exactly what the notary is stating with the notarization. I don't remember them checking the actual documents, just that the IDs matched the name of the person signing the paperwork. I don't think they would usually be willing to be the person signing for liability at the bottom of the I-9 form. (HRPro -- in the past has the notary actually signed the I9?) And in the end it comes back to who is signing that form on the employer's side. What liability/risk are you willing to take? |
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I-9 for Out of State employee
posted at 3/25/2011 6:38 AM EDT
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Posts: 45
First: 1/13/2011 Last: 4/14/2011 |
Using Skype...that is a novel suggestion and I like it. Of course I am certain the feds will have an opinion....
No, the notary did not sign the I-9. They notarized copies as certifierd orginals which ICE shared with me was acceptable. All was then sent to the central corporate HR site for finalization. |
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I-9 for Out of State employee
posted at 3/25/2011 7:30 AM EDT
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Posts: 2442
First: 2/12/2000 Last: 9/14/2011 |
While an interesting idea Current rules do require your "review" of the documents. Skype is not really review.
If that was allowed a scan of front and back should be allowed as well. In HD of course ) |
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I-9 for Out of State employee
posted at 6/30/2011 7:34 PM EDT
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Posts: 1
First: 6/30/2011 Last: 6/30/2011 |
The documents must be original to fulfill the requirements in Section 2 that ensures compliance with employer review and verification; of course one from List A or one from each of List B and List C.
I can see the three day deadline providing an issue for an out-of-state employee with no other company representative near. I fully agree with HRPro concerning the notary. I have heard of instances in which notaries did not want to notarized certain documents and claim they couldnât verify the signature on an identification card with signature that you provide in front of them. The Skype topic is very unique idea. I have never heard of an instance in which it was used. The local temp agency that HRPro suggested seems like the most reliable method for you. |
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