Remote I9 Service Updates Related to COVID 19

03/26/2020 (9:55 AM PST)

This map will provide a lists of states cities and counties where shutter in place orders have been implemented.  DHS has temporarily suspended the physical presence requirement for Form I9.  You can read the notice here.  N3 Notary is supporting remote I9s via webcam.  If you place an I9 request in an effected area we will send you and email with your service options. 

03/24/2020 (9:14 AM PST)

Update state list where face to face meeting are temporarily suspended in the following States:

N3 Notary is supporting completions of the From I9 via WebCam as allowed by DHS/USCIS. Please email C-19-Response@n3notary.net to request details.

  • Washington
  • Hawaii
  • New Mexico
  • Oregon
  • West Virginia
  • Indiana
  • California
  • Illinois
  • New York
  • New Jersey
  • Ohio
  • Louisiana
  • Massachusetts
  • Wisconsin
  • Michigan
  • Delaware
  • Connecticut

03/23/2020 (12:05 PM PST)

Update state list where face to face meeting are temporarily suspended in the following States:

N3 Notary is supporting completions of the From I9 via WebCam as allowed by DHS/USCIS. Please email C-19-Response@n3notary.net to request details.

  • Oregon
  • West Virginia
  • Indiana
  • California
  • Illinois
  • New York
  • New Jersey
  • Ohio
  • Louisiana
  • Massachusetts
  • Wisconsin
  • Michigan
  • Delaware
  • Connecticut

 

03/23/2020 (11:41 AM PST)

Update state list where face to face meeting are temporarily suspended in the following States: 

N3 Notary is supporting completions of the From I9 via WebCam as allowed by DHS/USCIS. Please email C-19-Response@n3notary.net to request details.

  • West Virginia
  • Indiana
  • California
  • Illinois
  • New York
  • New Jersey
  • Ohio
  • Louisiana
  • Massachusetts
  • Wisconsin
  • Michigan
  • Delaware
  • Connecticut

03/23/2020 (9:57 AM PST)

N3 Notary is supporting completions of the From I9 via WebCam as allowed by DHS/USCIS. Please email C-19-Response@n3notary.net to request details.

03/23/2020 (8:48 AM PST)

Face to Face meetings temporarily suspended in the following States:

  • California
  • Illinois
  • New York
  • New Jersey
  • Ohio
  • Louisiana
  • Massachusetts
  • Wisconsin
  • Michigan
  • Delaware
  • Connecticut

On Friday March 20th DHS provided updated guide lines regarding Remote I9 completion of the I9 From as follows;

The text of the announcement provides –

Due to precautions being implemented by employers and employees related to physical proximity associated with COVID-19, the Department of Homeland Security (DHS) announced today that it will exercise discretion to defer the physical presence requirements associated with Employment Eligibility Verification (Form I-9) under Section 274A of the Immigration and Nationality Act (INA). Employers with employees taking physical proximity precautions due to COVID-19 will not be required to review the employee’s identity and employment authorization documents in the employee’s physical presence. However, employers must inspect the Section 2 documents remotely (e.g., over video link, fax or email, etc.) and obtain, inspect, and retain copies of the documents, within three business days for purposes of completing Section 2. Employers also should enter “COVID-19” as the reason for the physical inspection delay in the Section 2 Additional Information field once physical inspection takes place after normal operations resume. Once the documents have been physically inspected, the employer should add “documents physically examined” with the date of inspection to the Section 2 additional information field on the Form I-9, or to section 3 as appropriate. These provisions may be implemented by employers for a period of 60 days from the date of this notice OR within 3 business days after the termination of the National Emergency, whichever comes first.

Employers who avail themselves of this option must provide written documentation of their remote onboarding and telework policy for each employee. This burden rests solely with the employers.

Once normal operations resume, all employees who were onboarded using remote verification, must report to their employer within three business days for in-person verification of identity and employment eligibility documentation for Form I-9, Employment Eligibility Verification. Once the documents have been physically inspected, the employer should add “documents physically examined” with the date of inspection to the Section 2 additional information field on the Form I-9, or to section 3 as appropriate.

Any audit of subsequent Forms I-9 would use the “in-person completed date” as a starting point for these employees only.

This provision only applies to employers and workplaces that are operating remotely. If there are employees physically present at a work location, no exceptions are being implemented at this time for in-person verification of identity and employment eligibility documentation for Form I-9, Employment Eligibility Verification. However, if newly hired employees or existing employees are subject to COVID-19 quarantine or lockdown protocols, DHS will evaluate this on a case-by-case basis. Additionally, employers may designate an authorized representative to act on their behalf to complete Section 2. An authorized representative can be any person the employer designates to complete and sign Form I-9 on their behalf. The employer is liable for any violations in connection with the form or the verification process, including any violations in connection with the form or the verification process, including any violations of the employer sanctions laws committed by the person designated to act on the employer’s behalf.”

Effective March 19, 2020, any employers who were served NOIs by DHS during the month of March 2020 and have not already responded will be granted an automatic extension for 60 days from the effective date. At the end of the 60-day extension period, DHS will determine if an additional extension will be granted.

Going forward DHS will continue to monitor the ongoing National Emergency and provide updated guidance as needed. Employers are required to monitor the DHS and ICE websites for additional updates regarding when the extensions will be terminated, and normal operations will resume.

N3 Notary’s response is two-fold;

1st, we have implemented a process to support our customers who wish to have N3 Notary internal staff complete the Form I9 via secure webcam. If you would like more information regarding this service, please email us at C-19-response@N3notary.net

2nd as DHS has provided reasonable accommodation to employers to complete Form I9 temporarily without the need of physical presence as such we will be temporarily and immediately suspending face to face meetings between our customs employees and our Agents in the following states:

  • California
  • Illinois
  • New York
  • New Jersey
  • Ohio
  • Louisiana
  • Massachusetts
  • Wisconsin
  • Michigan
  • Delaware
  • Connecticut

These customers with active requests in these states will be contacted via email, which will provide options for completing the Form I9 without physical presence.

Update 03/20/2020 (9:15 AM PST)

Customers should expect delays throughout California, and New York.

Update 03/18/2020 (3:22 PM PST)

We have updated our I9 meeting location policy and instructions for the employee to read as follows;

Appointments should take place in a location that both you and the Agent feel comfortable with. This can include your home (though we recommend that you do not have the Agent enter the residence) or other public locations (grocery stores, Target Walmart’s and the like). Work sites and building lobbies are also acceptable.

Update 03/18/2020 (9:15 AM PST)

We continue to urge our customers to place there I9 request as soon as they start the onboarding process.

In some areas of the country I9s will be delayed. The following counties in CA are under a shutter in place order and should expect delays: San Francisco, Santa Clara, San Mateo, Marin, Contra Costa Orange and Alameda counties.

USCIS has yet to provide further Guidance regarding the I9s.

Further questions regarding this issue should be directed to support@n3notary.net

Update (03/16/2020) (9:28 AM PST)

We continue to urge our customers to place there I9 request as soon as they start the onboarding process.

In some areas of the country I9s will be delayed. The following counties in CA are under a shutter in place order and should expect delays: San Francisco, Santa Clara, San Mateo, Marin, Contra Costa and Alameda counties.

On a case by case bases we will allow for Agents to meet the employees at the employees’ residence. We recommend that these types of meetings take place outside and that Agent do not enter the employee’s home.

USCIS has yet to provide further Guidance regarding the I9s.

Further questions regarding this issue should be directed to support@n3notary.net

(03/13/2020)

We have received my request from our customers regarding about the impact COVID 19 may have on our business operations.

At this time N3 Notary and our Agents are operating as normal.

USCIS has stated that all I9s do need to be completed correctly and on time. No further guidance has been provided.

We understand that this is a very fluid situation, and will notify our customers should there be any disruption in our ability to provided services.

Further questions regarding this issue should be directed to support@n3notary.net

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