I-9 Authorized Representative Services in Maine

Hiring someone who lives in Maine while your HR team sits in another state? Federal law still requires a person to review the new hire's identity and work-authorization documents. Many companies hire Notary Java as their Form I-9 authorized representative.

An Important Distinction: This Is Not a Notarization

Completing a Form I-9 as an authorized representative is not a notarial act. USCIS says that when a notary acts as an authorized representative, they are not acting in their capacity as a notary, and no notary seal should be used on the form. We complete Section 2 on behalf of the employer, the same way an HR staff member would.

USCIS also makes clear that the employer remains liable for any violations made by its authorized representative. That's one reason employers choose a careful, experienced representative.

What We Do

Following the employer's instructions and the USCIS guidance in the M-274 handbook, we:

1. Meet the new employee in person at their home, a coffee shop, or our South Portland office.
2. Confirm Section 1 has been completed by the employee.
3. Physically examine the original documents the employee chooses to present from the Lists of Acceptable Documents.
4. Complete Section 2, recording document titles, numbers, and expiration dates, and signing the attestation.
5. Return the form and any copies to the employer, as directed.

Rules We Follow

• Originals only. USCIS requires unexpired original documents. Photocopies aren't acceptable, with the exception of a certified copy of a birth certificate.
• Employee's choice. The employer, and we as its representative, can't tell the employee which acceptable documents to present.
• Timing. Section 2 must generally be completed within three business days of the employee's first day of work. Book early so the deadline isn't tight.

Why Employers Use Us

• Remote hires across Maine, from Portland to Bangor to the County
• Seasonal staff at coastal businesses in York, Ogunquit, and the Kennebunks
• Multi-state companies without HR on the ground in Maine

What We Need

• The employer's instructions, plus the form or the employer's electronic I-9 system access as appropriate
• The employee's contact information and start date
• Any company-specific requirements, such as photo or copy policies

Contact us and we'll help onboard your Maine hires correctly.

Keep Reading

• Outsourcing Your I-9s: A Guide for Maine Employers
• What ID Do You Need for a Notarization in Maine?
• A Traveling Notary Serving All of Maine

Frequently Asked Questions

Do you stamp the I-9 with a notary seal?

No. USCIS states that a notary acting as an authorized representative isn't performing a notarial act and shouldn't use a seal.

Who is responsible if the I-9 is wrong?

The employer remains liable for any violations by its authorized representative, according to USCIS.

Can the employee show me a photocopy?

No. Documents must be unexpired originals, except a certified copy of a birth certificate.

How fast must Section 2 be completed?

Generally within three business days of the employee's first day of work.

Book Your Appointment

Call or text 207-808-0550 to schedule with Notary Java. We are based at 50 Market Street, #400, South Portland, ME 04106, and we come to you across Greater Portland, York and Cumberland counties, and beyond. If you need documents printed, use the Upload Document Now (Send Documents) button in our contact section, or email files to SigningService@NotaryJava.com. That inbox is for sending documents only, so please call or text to book.