The I-9 form, used for verifying the identity and employment authorization of individuals hired for employment in the United States, involves specific roles for signing by both the employee and the employer. Here’s who can sign the I-9 form in each required section:
Employee’s Signature
- Section 1: The employee themselves must complete and sign Section 1, which includes their personal information, attestation of their work authorization status, and an affirmation that the information is true. This section must be filled out and signed on the employee’s first day of employment or earlier.
Employer’s Signature
- Section 2: The employer, or an authorized representative designated by the employer, must sign Section 2. This section involves the employer verifying the documents provided by the employee that establish their identity and authorization to work. The employer or their representative must physically examine these documents and attest to their authenticity by signing the form. This must be done within three business days of the employee’s first day of employment.
- Section 3 (if applicable): Section 3 is used for re-verifying employment authorization when an employee’s work authorization or documentation has expired, or when rehiring an employee within three years of the original date of hire. The employer or authorized representative must also sign this section.
Authorized Representative
- In cases where an employer cannot physically be present to verify an employee’s eligibility documents, such as in remote hiring scenarios, the employer may designate an authorized representative to complete and sign Section 2 (and Section 3, if applicable) on their behalf. This representative can be any person the employer designates, but common examples include personnel officers, administrative staff, notaries public (though not for notarization purposes), or even a trusted third party.
Important Considerations
- Responsibility: Even if an employer designates an authorized representative to sign the I-9 form, the employer is still legally responsible for any violations in connection with the form or the verification process.
- No Notarization Required: It’s important to note that the I-9 form does not require notarization. If a notary public is used as an authorized representative, they are acting solely as an agent to verify the documents and are not notarizing the form.
Understanding who can sign the I-9 form is crucial for maintaining compliance with U.S. employment eligibility verification requirements, ensuring that all parties involved uphold their responsibilities accurately.
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