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For some Maine employers, completing Form I-9 for one remote hire is just the start. Companies with a steady stream of new hires, like seasonal coastal businesses, staffing firms, and growing startups, sometimes hand Notary Java all of their I-9 Section 2 reviews.
What Outsourcing Means
USCIS allows an employer to designate an authorized representative to complete Section 2 on its behalf. When we take on that role:
- We meet each new hire in person and examine their original documents.
- We complete Section 2 following the employer's instructions and USCIS guidance.
- We return completed forms to the employer for retention.
This is not a notarial act. USCIS says notaries acting as authorized representatives shouldn't use a notary seal on the I-9, and we don't.
What Stays With the Employer
Outsourcing doesn't transfer legal responsibility. According to USCIS, the employer is liable for any violations by its authorized representative. Employers also generally keep responsibility for:
- Retaining forms for the required period
- E-Verify cases, if the employer participates in E-Verify
- Reverification of expiring work authorization
- Written policies for document copies and remote processes
Who Benefits Most
Seasonal Businesses
Hotels, restaurants, and shops in York, Ogunquit, Kennebunk, Old Orchard Beach, and Freeport hire many people in a short spring window. An outside representative helps keep up with the three-business-day deadline.
Out-of-State Headquarters
Companies with Maine employees but no Maine office use us as their local eyes for document review.
Small Businesses
Owners juggling everything else may simply prefer a consistent, trained person handling I-9s.
How We Work Together
- Kickoff call. We go over your process, whether you use paper or an electronic I-9 system, your copy policy, and your E-Verify steps.
- Scheduling. You send new-hire contacts and start dates, and we schedule appointments promptly.
- Review. We examine the original documents the employee chooses, following USCIS's acceptable documents lists.
- Return. Completed forms come back to you as directed.
Best Practices
- Have the employee complete Section 1 on or before the first day of work.
- Don't specify documents. Employees choose from the acceptable lists.
- Plan ahead for the three-business-day Section 2 deadline.
- Keep a written designation of your authorized representative in your files.
Let's talk about your hiring season. Call or text to set up a kickoff call.
Keep Reading
- I-9 Authorized Representative Services in Maine
- What ID Do You Need for a Notarization in Maine?
- No Printer? Upload Your Documents and We'll Print Them
Frequently Asked Questions
Can we outsource all of our I-9s to you?
Yes. Some employers hand us all of their Section 2 reviews. The employer still keeps legal responsibility.
Do you use a notary stamp on I-9s?
No. It isn't a notarial act, and USCIS advises against using a notary seal.
Can you work in our electronic I-9 system?
Often, yes, if you give us access and instructions. Let's discuss your platform.
Do you handle E-Verify?
E-Verify cases are generally created by the employer. We focus on the in-person Section 2 review.
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.