A network of Riveros Corp
A network of Riveros Corp
When an employer designates Notary Public Center as its authorized representative, we can perform an in-person examination of the documents an employee chooses to present and complete Section 2 of Form I-9 under the employer’s instructions. This administrative appointment is for remote employees who need a local representative in Miami. It is not a notarization, immigration service, legal opinion, or guarantee of employer compliance.
A remote employee may live far from the employer’s headquarters while still needing an in-person document examination for Form I-9. The employer may designate a person in the employee’s location to complete and sign Section 2 on its behalf. At Notary Public Center, we accept that role only after the employer or its authorized vendor provides the assignment details. We then meet the employee at our Brickell office, examine the documentation presented, record the required information, complete the representative certification, and return the record as instructed.
The phrase remote employee describes where the employee works; it does not automatically authorize a video-only document review. Our standard appointment is an in-person examination. A separate DHS alternative procedure may be available to certain qualifying E-Verify employers, but the employer must decide whether it is eligible and must direct every required step. We do not convert an ordinary appointment into remote examination simply because copies were emailed or a video call is available.
Before scheduling, the employer sends the employee’s name, first day of employment, deadline, current form or platform instructions, authorized-representative designation, and return method. The employee completes Section 1 according to the employer’s workflow and independently chooses acceptable documents from the official lists. At the appointment, the representative examines those documents to determine whether they reasonably appear genuine and relate to the employee. We then enter the document title, issuing authority, document number, expiration date when applicable, and the employee’s first day of employment as directed by the current form.
The employee may present an acceptable List A selection, or an acceptable List B selection together with a List C selection. Neither the employer nor its representative should demand a particular passport, permanent resident card, employment authorization document, Social Security card, driver’s license, or other specific record. We follow the form’s anti-discrimination notice and record only the documentation the employee chooses to present that satisfies the applicable list requirements. If something is missing, inconsistent, expired, or outside the current instructions, we pause and ask the employer for direction; we do not improvise or advise the employee to claim a different status.
Signing Section 2 confirms that the authorized representative performed the review described in the certification. It does not notarize the I-9, authenticate a government record, decide the employee’s immigration status, or guarantee that the employer’s file will pass a later audit. The employer remains responsible for the form and for the acts of the person it designates. We therefore work from written assignment instructions and avoid statements that could be mistaken for legal, immigration, or employment advice.
Our service can be useful for distributed companies, staffing firms, professional-employer organizations, universities, and other employers whose new hire is located in Miami while the human-resources team is elsewhere. It can also help when an employer’s approved electronic system requires a local representative to inspect documents and enter information through a secure link. Availability, platform compatibility, and completion timing must be confirmed before the appointment; an appointment request does not extend any government or employer deadline.
For most new hires, Section 2 must be completed no later than the third business day after the employee begins work for pay. Short engagements can have an earlier first-day deadline. Because the employer controls the hire date, system, retention process, and internal policy, it should send the assignment before that deadline approaches. The employee should arrive with the employer’s instructions, any required platform or vendor code, and the original acceptable documents chosen from the current lists.
If your request involves document notarization rather than employment verification, review our English guide to notarization services. For clerical preparation of customer-directed forms, see document services. A broader overview is available on our Notary Services in Miami page. To send the employer’s assignment details securely and request an appointment, use the Contact Us page.
We examine the acceptable documentation chosen by the employee under the employer’s authorized-representative assignment.
We record the required document information and sign the representative certification according to the current form and employer instructions.
We confirm the designation, deadline, platform, and return procedure before accepting the appointment; timing remains subject to availability.
No. Form I-9 is not a notarized form, and the person completing Section 2 does not apply a notarial seal or act in a notarial capacity. When an employer designates us, we act only as the employer’s authorized representative: we examine the documentation presented by the employee, record the required information, and sign the authorized-representative certification. The employer remains responsible for the form and for compliance with federal requirements.
An employer may designate a person to complete and sign Section 2 on its behalf. The employer should make the appointment directly and provide its instructions, current form or electronic-system access, and return procedure. Notary Public Center accepts an assignment only after the employer or its authorized vendor confirms that designation. Our Florida Notary Public commission is separate from this administrative role and does not expand or change the representative’s Form I-9 authority.
Yes. The official Form I-9 instructions state that an employer is liable for statutory or regulatory violations connected with the form or verification process, including violations committed by a person designated to act on its behalf. Our role is to follow the written assignment accurately and return the completed record as directed. We do not replace the employer’s compliance program, decide internal policy, or provide a legal opinion that the employer has satisfied every applicable requirement.
The employee chooses which acceptable documentation to present from the official Lists of Acceptable Documents. In general, that means one acceptable selection from List A, or one acceptable selection from List B together with one from List C. An employer or representative may not demand a particular document or more documents than the form requires. For an in-person examination, bring the original acceptable documents required by the current instructions, subject to the limited receipt and document rules that may apply. Contact the employer if you are uncertain which current form or procedure it is using.
Not for this standard in-person service. The appointment is designed for physical examination of the documentation presented by the employee. A separate DHS-authorized alternative procedure may permit remote document examination only when the employer qualifies, uses E-Verify as required, follows every step of that procedure, and elects to use it consistently. The employer—not the employee or the authorized representative—must determine whether that alternative applies. Sending copies in advance does not by itself complete Section 2.
For most new hires, the employer or its authorized representative must complete Section 2 no later than the third business day after the employee’s first day of work for pay. If employment will last fewer than three business days, the applicable deadline is generally the first day of work for pay. The employer should provide the employee’s first day of employment and its internal deadline before the appointment. Appointment availability does not extend a federal or employer deadline, so schedule early.
Yes, unless the employer’s approved electronic workflow gives different sequencing instructions that remain consistent with the form rules. Section 1 is completed and signed by the employee no later than the first day of employment, but not before the employee has accepted a job offer. If a preparer or translator assists with Section 1, the appropriate Supplement A certification may also be required. The authorized representative should not guess, select an immigration status, or change the employee’s attestation.
No. The representative examines the documentation the employee chooses to present and determines whether it reasonably appears to be genuine and to relate to that employee, following the Form I-9 instructions. The representative does not adjudicate immigration status, approve work authorization, authenticate a government document, or guarantee that a later government inspection will find the employer’s file compliant. Questions requiring immigration or employment-law analysis must be directed to the employer’s qualified counsel or compliance professional.
No. This is an administrative document-examination and form-completion service performed under the employer’s designation. We are not acting as attorneys, immigration consultants, or government officers. We cannot choose documents for the employee, advise the employee which status to select, interpret immigration consequences, create an employment policy, or represent either party in a government inspection. We can identify missing assignment details and ask the employer for clarification without giving legal advice.
Please send the employee’s name, the first day of employment, the required completion deadline, the current Form I-9 or secure platform instructions, confirmation that Notary Public Center is designated as the authorized representative, and clear directions for returning the completed record. If the employer uses an electronic platform, confirm that access is active before the appointment. The employer should also state whether it expects a standard physical examination or has formally elected an eligible DHS alternative procedure.
Bring the employer’s instructions or case link, the employee portion of the current Form I-9 if the employer uses paper, and the original acceptable documentation the employee has independently chosen from the official lists. Do not bring extra documents merely because someone requested a specific nationality or immigration record. The documents must satisfy the current Form I-9 rules and reasonably appear genuine and related to the employee. If the employer requires a vendor code or appointment confirmation, bring that information as well.
Possibly, when the employer separately designates us and provides the correct Supplement B instructions, the prior Form I-9 information needed for the assignment, and a clear deadline. Reverification and rehire do not always require the same steps as a new-hire Section 2 examination. We therefore review the employer’s request before confirming the appointment and do not assume that a new Form I-9, a specific document, or reverification is required.
Send the employer designation, employee name, first day of employment, deadline, current form or platform instructions, and return procedure before scheduling.
175 SW 7th St, Suite 1905, Miami, FL 33130 · Mon–Fri 9:00 a.m.–5:00 p.m. ET · +1 305 507 8464
This is an administrative authorized-representative service. It is not notarization, immigration advice, legal advice, or a guarantee of employer compliance or government acceptance.
