Can I Do My Own I-9? What Employees Need to Know

Employees can provide and attest to their own information on Form I-9, but that does not mean they can complete the entire verification process themselves. The employer—or an authorized representative acting for the employer—must examine the employee's acceptable documents and complete the employer's portion. This guide explains that distinction and what employees should expect during an I-9 appointment.

Can I Do My Own I-9?

The direct answer is: you can complete the employee portion of Form I-9, but you generally cannot examine your own documents and complete the employer's verification portion as your own authorized representative.

Form I-9 is used to verify the identity and employment authorization of employees hired in the United States. The employee provides personal information and attests to their employment authorization. The employer—or someone appointed to act on the employer's behalf—then examines the employee's acceptable documents and completes the verification portion.

This distinction causes much of the confusion surrounding I-9 appointments.

What Part of Form I-9 Can You Complete Yourself?

Employees are responsible for completing and signing Section 1 of Form I-9. According to U.S. Citizenship and Immigration Services, this must generally be completed no later than the employee's first day of employment.

Section 1 asks for information such as:

• •Your legal name
• •Your address
• •Your date of birth
• •Your citizenship or immigration status
• •Your signature and the date

Your employer's electronic system may collect this information through an online portal instead of a paper form. Even when the process is digital, however, the employee is still responsible for providing and attesting to their own information.

What you cannot ordinarily do is examine your own identification and complete Section 2 on behalf of your employer.

Why Can't You Verify Your Own Documents?

Section 2 requires the employer or its authorized representative to examine acceptable documents presented by the employee. Allowing employees to verify their own documents would defeat the purpose of having someone else confirm that the documents were presented.

Many companies hire remote employees or do not have a manager or human resources representative near the employee. In those situations, the company may appoint someone in the employee's area as an authorized representative.

The authorized representative examines the documents, records the required information, and reports it to the employer. This gives the employer confirmation that someone other than the employee viewed the documents.

The representative is not deciding whether the person deserves the job or giving an immigration ruling. The representative is completing the employer's document-review process according to the company's instructions. You can read more about our I-9 verification service before you book.

What Is an I-9 Authorized Representative?

An authorized representative is a person selected by an employer to complete the employer's portion of Form I-9 on its behalf.

The employer decides who may serve in this role. Depending on the company and applicable state law, its representative could be:

• •A member of the company's human resources team
• •A manager
• •An independent I-9 verification provider
• •A notary public
• •Another responsible adult appointed by the employer

Being a notary does not automatically make someone an I-9 authorized representative. The authority comes from the employer, not from the person's notary commission.

Likewise, the appointment does not normally involve notarizing the form. There is no notarial certificate to complete, and the representative should not apply a notary stamp simply because they happen to be a notary.

In my appointments, the employer's instructions frequently state that the I-9 does not require notarization. If you separately need a document notarized, that is a different service handled through our mobile notary appointments.

How Does the Employer Appoint the Representative?

For many digital appointments, the employee sends me a registration link supplied by the company. I use that link to register as the employer's authorized representative. The company then provides the instructions needed to complete its process.

Other companies use a paper Form I-9. In that situation, I want the employee to notify the company that they have found someone to act as the representative and confirm that the company approves the arrangement.

You should not hire a stranger and assume that person can complete Section 2 without involving your employer. Before the appointment, confirm:

• •Whether the company allows you to select a representative
• •How the representative will be appointed
• •Whether the process uses a paper form or online portal
• •Whether the representative must register in advance
• •Where the completed information must be submitted
• •Whether the company will reimburse the appointment and travel costs

Your employer should provide the instructions. The representative's job is to follow them accurately.

What Happens During an I-9 Appointment?

Most of my I-9 appointments are similar to identification-verification appointments, although they are not notarizations.

The employee presents acceptable documents. I examine the documents, record the required information, and complete the employer's portion of the process. A company portal may also require photographs of the documents.

Many people present a U.S. passport because an unexpired passport is a List A document that establishes both identity and employment authorization. That means the employee generally does not need to present an additional document.

A passport is not the only option. An employee may instead present one acceptable List B identity document together with one acceptable List C employment-authorization document. The employee—not the employer or representative—must be allowed to choose which acceptable documents to present.

USCIS maintains the current Lists of Acceptable Documents.

The employee should generally bring original, acceptable, and unexpired documents unless a specific receipt rule or an employer's authorized alternative procedure applies.

What Is the Difference Between Paper and Digital I-9 Appointments?

With a paper Form I-9, the employee normally completes Section 1. The authorized representative examines the documents and completes Section 2 on the employer's behalf.

A digital process collects the same basic information through a company portal. The employee may complete their portion electronically, while the representative logs into the portal or follows a special link to enter the document information.

The exact screens and instructions vary by employer. Some portals require the representative to create an account, while others provide access through the employee's case.

For security, I recommend that employees log into their own accounts whenever possible instead of sharing passwords. The representative can then complete the assigned verification steps while meeting with the employee.

How Long Does an I-9 Appointment Take?

Most of my appointments take approximately 10 minutes when everyone is prepared.

Employees normally receive instructions from their employers before contacting me, so they generally know which process the company uses and understand that they must present identification. I also discuss the document requirements before traveling to the appointment.

Because of that preparation, most I-9 appointments are uneventful—and that is a good thing.

For one paper appointment, I met an employee at her home, examined her documents, recorded the document information, and checked the appropriate sections of the form. The most eventful part of the appointment was her dog barking while we completed it.

For another appointment, I met an employee in the lobby of her apartment building. We accessed the company's digital system, entered the required document information, and finished the verification there.

These are typical examples of how quick the process can be when the employer has supplied clear instructions.

How Should You Prepare for a Digital Appointment?

A digital I-9 appointment depends on having a working device and reliable internet access. I learned quickly that preparation matters after encountering practical issues such as a low phone battery or weak signal.

Before leaving for an appointment, I make sure my phone is charged. Because I drive an electric vehicle, I can also charge my phone while charging the car on the way. If necessary, I ask whether the employee has a hotspot available.

Most of my appointments take place in Philadelphia and the surrounding service area, where my mobile connection has generally been stable. Nevertheless, both the employee and representative should be prepared for a portal that takes longer than expected.

Before the appointment:

• •Charge your phone or computer.
• •Bring every document you plan to present.
• •Confirm that the documents are acceptable and unexpired.
• •Have the employer's email, link, or instructions available.
• •Make sure the representative has completed any required registration.
• •Choose a meeting place with dependable internet access.
• •Have the employee sign into personal accounts rather than unnecessarily sharing passwords.

Can the Representative Tell Me Which Documents to Bring?

A representative may send you the official Lists of Acceptable Documents and explain that you need either one List A document or a combination of one List B and one List C document.

However, the representative should not demand a passport or choose your documents for you. If you present documents that are acceptable under the I-9 rules, appear reasonably genuine, and appear to relate to you, the employer or representative generally must accept them.

I often see passports because many employees find them convenient—not because a passport is mandatory.

Does the Authorized Representative Decide Whether I Can Work?

No. The representative's role is limited.

As an authorized representative, I examine the documents presented, record the required information, and submit it according to the employer's instructions. I do not provide immigration advice or independently determine a person's legal employment status.

If a question involves immigration status, document eligibility, or a complicated employment-authorization issue, the employee should speak with the employer's human resources department or a qualified immigration attorney.

Can an I-9 Be Completed Remotely?

Some employers enrolled in E-Verify and in good standing may qualify to use the Department of Homeland Security's optional alternative procedure for remotely examining documents. This procedure has specific requirements, including examining document copies and conducting a live video interaction.

It is not a general exception that every employer or employee can choose. The employer must determine whether it qualifies and whether it will use the procedure.

If your employer does not use an authorized remote-examination procedure, it may appoint someone near you to physically inspect your documents. That is where a local authorized representative can help.

Who Pays for an I-9 Authorized Representative?

In my experience, the employee usually hires and pays me first, and the employer later reimburses the approved expense. I have not yet had an employer contact me directly to arrange an appointment.

I typically charge a total of $100 for the I-9 service and travel. Before booking, employees should ask the employer:

• •Which expenses will be reimbursed
• •Whether there is a reimbursement limit
• •Whether travel is covered
• •What documentation or receipt is required
• •Whether the employer has an approved provider

A receipt should accurately describe the actual service and travel charges. The employee should not assume that every part of the appointment will be reimbursed simply because the employer asked them to find a representative.

Can a Notary Complete My I-9?

A notary may be able to serve as the authorized representative if the employer appoints that person and state law permits it. However, the notary is acting as the employer's representative—not performing a notarization.

That difference is important. You are not looking for someone merely to stamp the form. You are looking for someone the employer authorizes to examine your documents and complete its verification process.

Some employees initially question whether I can complete the appointment because I am a notary. I explain that my notary commission is not what gives me authority. The employer's registration link, appointment, and instructions authorize me to act for that particular I-9.

So, Can You Do Your Own I-9?

You can complete and sign the employee portion of Form I-9, including through an employer's digital system. You generally cannot examine your own documents and complete Section 2 as your employer's authorized representative.

If your employer asks you to find a representative, follow these steps:

• •Ask the employer how the representative must be appointed.
• •Obtain the company's form, registration link, or portal instructions.
• •Review the official Lists of Acceptable Documents.
• •Choose which acceptable documents you will present.
• •Confirm whether the employer will reimburse the service and travel fees.
• •Meet the authorized representative with your original documents.
• •Make sure the completed verification is submitted according to the employer's instructions.

The process is usually straightforward and may take only about 10 minutes when the employee, employer, and representative are prepared. The most important point is that you should follow your employer's directions rather than trying to complete the entire verification process by yourself.