REMOTE HIRING I-9 COMPLIANCE

FORM I-9 REQUIREMENTS
FOR REMOTE HIRING

2
3. Form I-9 Requirements
4. Remote Hire Requirements
5. Notary Confusion Decoded
6. The Truth About Non-Compliance
7. Not So Fun Facts
8. Recent I-9 Audit Facts
9. How Fines Add Up
10. I-9 Remote
11. Convenient Options for Authorized Agents
Completing Section 2
12. Process for Employer Chosen or Employee
Chosen Agents
13. Process for I-9 Advantage Remote Verification Center
Agents
14. Remote Verification Center Footprint
15. Process for I-9 Advantage Notary Network Agents
16. Notary Network Footprint
17. Agent Option Comparison
18. Features Included For Any Authorized Agent Choice
19. Why I-9 Advantage
20. The Highest Level Of Compliance
21. Ongoing Customer Support
22. Client Snap Shot
23. Contact Us
APPENDIX
Hire remotely from any location with 100% cloud-based Form I-9 & E-Verify software
INTRODUCINGCOMPLIANTREMOTEHIRING

The following requirements make it difficult to comply when using a manual paper-based I-9
process to hire remote employees.
Average Form I-9 Error Rate
Of Form I-9s are found to contain errors,
ommisions, and mistakes that could lead
hefty to fines and penalties.68%
FORM I-9 REQUIREMENTS
Section 2 must be completed within 3 business days of the date employment
begins.
The person who examines the documents must be the same person who signs
Section 2.
The employee must be physically present with the examiner of the documents
during the examination of the employee’s documents.
Forms I-9 must be retained for: 3 years after the date you hire an employee or 1
year after the date employment terminates, whichever is later.
Forms I-9 must be available for every employee within 3 days of an official
request for inspection.
CHALLENGINGFORMI-9REQUIREMENTS

Authorized individuals completing Section 2 , should be properly trained to comply with all
Federal Form I-9 requirements.
REMOTE HIRING REQUIREMENTS
Employers may designate an Authorized Agent to complete Section 2 on behalf
of the company.
USCIS does not require Authorized Agents to have specific qualifications for
completing Form I-9.
Notary Public acts as an Authorized Agent of the employer, not as a notary, and
performs actions as an authorized representative. A notary seal should not be
included on the Form I-9.
The agent must carry out full Form I-9 responsibilities. Accordingly, the agent
must not only physically examine the identity documents with the employee
present, but must also sign Section 2.
The Employer is still liable for any violation in connection with the Form I-9
process, even when the form is completed by an authorized agent on the
company's behalf.

FORM I-9
Many notaries refuse to sign and notarize a
Form I-9 (due to state laws that prohibit them
from signing and notarizing their own
signatures).
1
There is a misconception that a notary is
required to “sign and notarize” the Form I-9,
which is not accurate.
Truth is: the notary is simply acting as an
individual, or as an “agent” on behalf of the
employer.
If the Notary refuses to complete Form I-9
(including providing a signature) another
authorized representative may be selected.
2
3
4
I-9 Remote allows any individual to complete Section 2 of the Form I-9. Our intuitive process can make anyone an
I-9 expert, and ensures compliance with Federal requirements.
I-9 Remote allows any individual to complete Section 2 of the Form I-9. Our intuitive process can make anyone an I-9
expert, and ensures compliance with Federal requirements.
NOTARY CONFUSION DECODED
THETRUTHABOUTFORMI-9&NOTARIES

Why wait until
the government
is tapping at
your door? If
you can't afford
the fines,
penalties, legal
fees, and
negative
publicity. Don't
take the risk.
There is nothing
preventing your company
from receiving an I-9
audit. Every U.S.
Employer, large or small
is at risk.
AUDITS
Without an I-9 solution,
there is nothing protecting
your company from
receiving fines &
penalties for
noncompliance.
NO PROTECTION
You could pay $216 to
$2,156 for each
noncompliant form. You
may also receive jail time
or debarment depending
on the circumstances.
FINES & PENALTIES
THE UGLY TRUTH
About noncompliance with federal regulations

WHAT YOU COULD PAY FOR
NONCOMPLIANCE
1,000 Form I-9s with
an average error rate
of 68% X the
maximum penalty per
form
= $ 1,466,080
*The calculation above is an estimate based on averages, and may not
reflect actual fines assessed.
NOT SO FUN FACTS
FORMI-9AUDITFACTS

$1,500,000 Mary's Gone Crackers
Settlement with the DOJ after ICE determined it
had hired numerous individuals not authorized
to work in the U.S.
$209,600 Golden Employment Group
465 Form I-9 violations including failure to
timely present I-9 forms, missing forms, and
failure to properly complete I-9s.
$200,000 Crookham Company
Discriminated against non-citizens lawfully
authorized to work in the U.S. and specifically
asking permanent resident card holders to
provide their EADs as proof of eligibility.
$275,000 Macy’s
The retailer asked LPRs for specific documents,
rather than furnishing the individual with
examples of List A, B and C documents.($175,000 in civil
penalties, $100,000 in employee back-pay - 2nd fine in 3yrs)
$355,000 McDonald's
Required LPRs to show new green cards
following the expiration of the original ones.
The company did not make similar requests of
U.S. citizens.
$445,000 Yellow Checker Star Transportation
Asked non-citizens authorized to work in the
U.S. to provide specific documents for their
Forms I-9, while citizens were not asked to do
the same.
RECENT FORM I-9 RELATED FINES

HOW FINES ADD UP
THE LARGEST
I-9 RELATED FINE
IN HISTORY
Civil Violations
First Offense Second Offense Third Offense
Minimum Maximum Minimum Maximum Minimum Maximum
Hiring or continuing to employ a person, or recruiting or referring for a
fee, knowing that the person is not authorized to work in the United
States.
$539 for each
unauthorized
alien
$4,313 for each
unauthorized alien
$4,313 for each
unauthorized
alien
$10,781 for each
unauthorized
alien
$6,469 for each
unauthorized
alien.
$21,563 for
each
unauthorized
alien
Failing to comply with Form I-9 requirements.
$216 for each
form
$2,156 for each
form
$216 for each
form
$2,156 for each
form
$216 for each
form
$2,156 for each
form
Committing or participating in document fraud.
$445 for each
document
$3,563 for each
document
$3,563 for each
document
$8,908 for each
document
$3,563 for each
document
$8,908 for each
document
Committing document abuse.
$178 per
violation
$1,782 per
violation
$178 per
violation
$1,782 per
violation
$178 per
violation
$1,782 per
violation
Unlawful discrimination against an employment-authorized individual in
hiring, firing, or recruitment or referral for a fee.
$445 per
violation
$3,563 per
violation
$3,563 per
violation
$8,908 per
violation
$5,345 per
violation.
$17,816 per
violation
Asking an employee for money guaranteeing that the employee is authorized to work in
the United States, also called an indemnity bond.
• Pay $2,156 for each bond the employee paid to the employer.
• Refund the employee the full amount of the bond. If the employee
cannot be found, this refund will go to the U.S. Treasury.
Criminal Violations First Offense Second Offense Third Offense
Engaging in a pattern or practice of hiring, recruiting or referring for a
fee unauthorized aliens.
• Up to $3,000 per unauthorized
alien.
• Up to 6 months in prison for the
entire pattern or practice.
alien.
alien.

10HIRE REMOTELY FROM ANYWHERE
THE CONFIDENCE OF COMPLIANCE FROM ANY LOCATION
100% paperless and mobile-enabled, I-9 Remote™ reduces
the processing time of Form I-9s remotely from days to
minutes.
Use an authorized agent, or one of 12,500 trained notaries
available nationally through our National Partner Notary
Network.
Notaries trained on the I-9 Remote™ system are proficient
in accurately completing Form I-9s, and will travel to your
location to meet your new hire.
Digital Signature Options
Smart Document Upload
Notary Network & Flexible Section 2 Agent Options
Technologically Savvy
Complete your remote I-9s via tablet, smart phone, and computer
with the fastest mobile solution on the market.
Use an employer or employee designated agent, or access our
nationwide notary network, or brick and motor
I-9 completion centers. You choose - we make it easy!
Options to sign the Form I-9 using a mouse, stylus, or finger (if
using a tablet), or click to sign to attest the information is
correct.
New hires capture secure images of Section 2 documents with
any mobile device camera, and upload them instantly.

4CONVENIENTAUTHORIZEDAGENTOPTIONS
EMPLOYER CHOSEN
Authorized agent chosen by the
employer.
NATIONAL I-9 CENTERS
Agents chosen through over 300
national I-9 verification centers.
EMPLOYEE CHOSEN
Authorized agent chosen by the
employee.
I-9 NOTARY NETWORK
Agents chosen through over 12,500
mobile notaries nationwide.
OPTION 1 OPTION 2 OPTION 3 OPTION 4
REMOTE SECTION 2 AGENT OPTIONS

12
Process For Employee Or Employer Chosen Agent
1. Internal user triggers the Remote Hire process for new hire.
2. Email sent to Employee with unique PIN and link to complete
Section 1.
3. Email sent to Agent with unique PIN and link.
4. Confirmation of Agent.
5. Documents uploaded by Employee and/or Agent with Smart Imaging
Technology and securely stored in the cloud.
6. Agent is guided by the system to complete the Form I-9 compliantly
on your behalf.
7. Agent reporting is available for you to monitor and audit who your
agents have been.
EMPLOYEE OR EMPLOYER CHOSEN
*** All information available to for your review including I-9 Form, Summary, Audit Trail and Documents provided.

13
NATIONAL I-9 COMPLETION CENTERS
2. Email sent to Employee with unique PIN & link to complete Section 1.
3. Employee prompted, upon completion of section 1, to schedule an
appointment at location based agent (using I-9 Remote) to complete
Section 2.
4. Employee travels to location with documents where location based
agent pulls up section 2 of their I-9.
5. Documents uploaded by Employee and/or Agent.
6. All information captured in system and securely uploaded to the cloud.
7. Agent is guided by the system to complete the Form I-9 compliantly on
your behalf.
Process For PAN National I-9 Completion Centers

PAN I-9 CENTER FOOTPRINT
PANI-9CENTERNATIONALCOVERAGE

15
NATIONAL NOTARY NETWORK
2. Email sent to Employee with unique PIN & link to complete Section 1.
3. Email sent to Notary Network Agent with secured login information
(based on city and zip code of location for meeting) to complete
Section 2.
4. Agent contacts employee and they agree on location to complete
Section 2.
5. Documents uploaded by Employee and/or Agent with Smart Imaging
Technology.
6. All information captured in system and securely uploaded to the cloud.
7. Agent is guided by the system to complete the Form I-9 compliantly on
your behalf.
Process For National Notary Network

I-9 NOTARY NETWORK FOOTPRINT
I-9NOTARYNETWORKNATIONALCOVERAGE

Services Offered Authorized Agent
I-9 Remote Verification Pan
Centers
I-9 Advantage Notary
Network
Cost in Addition to I-9 Remote
Solution
FREE Additional Fee Additional Fee
Physically Meets the Employee in
Person
Vetted
Background Checked
Trained on I-9 Advantage & I-9
Remote Platforms
Travels to Meet the Employee
Additional Costs Incurred by
Employee (Travel/Time)
AGENT OPTION COMPARISON

FEATURES OF EVERY AGENT OPTION
Data Validation and Error Checking on Every I-9.
Auditing and Tracking of I-9s.
Copies of List A, B and/or C Documents Uploaded and
Attached to I-9.
Secure Login to System with Use of PIN and Link.
Access Via Mobile Device from Any Location at Anytime.
Access to the Authorized I-9 Section for Completion Only.
I-9 Automatically Uploaded to Secure Data Center.
Forms Available Immediately Following Completion.
Automatic Status Notifications via the I-9 Advantage
System and/or via Email.
PROVIDINGYOUWITHTHEMOSTFLEXIBILITY

WHY I-9 ADVANTAGE?
WHYI-9ADVANTAGE?
FORM I-9 COMPLIANCE IS ALL WE DO
Unlike other I-9 solution providers, Form I-9 compliance software is our primary focus. This allows us to
dedicate our efforts to providing the best quality compliance solutions.
A COMPLETE SUITE OF COMPLIANCE SOLUTIONS
We offer solutions to meet all of your Form I-9 & E-Verify compliance needs, not just some of them. Our
technology continuosly evolves to meet the needs of our clients.
WE PROVIDE THE FLEXIBILITY THAT OTHERS DON'T
Seamlessly integrate with your existing HR platform, and enjoy configurable options that you won't find
anywhere else. Our solutions are completely scalable for small, medium, or large organizations..
SOLUTIONS THAT ARE TRULY COMPLIANT
Our solutions have been developed by immigration attorneys and Form I-9 experts. We constantly
monitor ever-changing government regulations to ensure compliance with federal requirements.

Unlike many I-9 software providers, I-9 Advantage
maintains the highest government compliance. We
continually work to ensure that our solutions accurately
reflect Form I-9 and E-Verify regulations and best
practices. This is achieved Through:
Extensive research.
Close monitoring of OSC rulings.
DHS guidance.
Alliances with USCIS, E-VERIFY, ICE, and OSC.
Legal professionals who remain well-informed of
changes & trends related to Form I-9.
THE HIGHEST LEVEL OF COMPLIANCE
THEI-9ADVANTAGEDIFFERENCE
Technology and government regulations are
continuously evolving, and so is our software. The
driving forces that create enhancements and
improvements to our solutions include:
ICE guidelines.
Internal team of software & technology experts.
Client recommendations.
Trends and advances in technology and security.
An annual independent software review
conducted by an external legal auditing authority.

SERVING ORGANIZATIONS OF EVERY SIZE, INDUSTRY, AND VERTICAL
CLIENT SNAP SHOT
Over 3,000+ companies trust I-9 Advantage

ONGOING SUPPORT
Delivering Exceptional Customer Support
We’ve developed a market-leading support structure to help you
on every level. A dedicated IT specialist will connect with your
team to determine the best implementation solution for your
organization.
You will receive customized training on how to use our products,
depending on the needs of your organization, which will include:
Live training for your entire team with a
dedicated account support specialist.
Live educational webinars on Form I-9, E-Verify,
and product updates.
Integrated learning management system with
multimedia resources.
Customer support portal including training
videos, documents, and helpful resources.

800.724.8546
Sales@i9advantage.com
i9advantage.com
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CONTACT US

REMOTE HIRING I-9 COMPLIANCE

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