I-9 Form and Notaries Public

Notaries are often asked to complete I-9 forms by employees hired or working remotely from their employer. Employers may actually be instructing their newly hired employees to seek out a notary public in their area to assist in completing the form and review identifying documents. This may appear as something a Notary can do since they are reviewing identifying documents as a normal course of notarization. However, the I-9 Form is not a document that gets notarized – Ever! Before discussing why this is so, let’s learn what an I-9 Form is and how it must be completed.

It is required for all Employers to complete and retain the I-9 Form for all employees they hire. The form has three sections. Once hired, the Employee completes Section 1 of the form. This must be submitted to the Employer by the first day of employment.

Section 1 of I-9 Form

The Employer is responsible for completing Section 2. This is the section that Notaries are contacted to assist with. There are temporary rules that allow this completion and inspection of identifying documents to be conducted remotely. Employers will not be required to review the employee’s identity and employment authorization documents in the employee’s physical presence. The Employer can either complete this form or authorize another (Authorized Representative) to complete the form.  An authorized representative can be any person the employer designates to complete and sign Form I-9 on their behalf. This is where Notaries can get into trouble. Often Notaries are getting requests for completing I-9 Forms from Employees. But this form specifically states that it must be completed by the Employer or their Authorized Representative. The reason for this is because 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. Notaries are not commissioned (or licensed) by their state for this authority; therefore, it is not within their capacity to conduct the completion of the I-9 Form.

I-9 Form Section 2

Can Notaries assist with the completion of the I-9 Form? Based upon the information on the document and from the US Citizenship and Immigration Services site, anyone the Employer selects and approves as Authorized Representative of the Employer may complete the form. If the Employer requests and approves a Notary Public to act as the Authorized Representative, and the notary agrees, then the Notary Public may assist in completing the I-9 Form based upon the instructions. However, any Notary doing so is no longer acting in the capacity of a Notary Public, but as the Authorized Representative of the Employer.

When notaries get requests to complete an I-9 Form, be prepared to gain information on the following:

  • Is the request coming from an Employer? If not, direct the requester to have their Employer seek the request. Only the employer can authorize a representative on their behalf.
  • In accepting the assignment as Authorized Representative, review what tasks are necessary to complete the form.
  • Never complete the form as a Notary Public or place your seal on the form. Seek guidance from your state’s licensing/commission before accepting the assignment.
  • Make sure you are aware that you are signing the document under penalty of perjury and that everything on the document is true and accurate. If there are blanks, consider having it completed or not signing.
Notary Help, Uncategorized

The New Uniform Residential Loan Application

Some tips to guide signatures and initials.

The new Loan Application is at least 10 pages long and may generally require an initial and a signature. For more than one borrower, the document may add additional 5 pages per additional borrower. Each borrower will have their own page to initial but all will sign on one page (under Section 6, “Acknowledgments and Agreements”).

Here are some pictures to help you find where the initials and signatures required will appear:

Additionally there may be another document (named “Lender Loan Information”) containing three pages, all of which will need to be initialed by all borrowers:

There may be additional aspects to look for and NeedANotary.Com will look to add the information as it comes up.

Happy Signings!


Mileage2Go Develops Smart Mileage Calculator for Vehicle Users

American based app developer; Mileage2Go has developed a smart solution to calculate mileage of vehicles, making it easier to get miles driven each year.

The Internal Revenue Service has issued the 2020 tax year standard mileage rate of 57.5. This rate is used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes.

Mileage has become an important component of determining tax deductions and the second-hand value of a car. While mileage is one component of a vehicle’s health, many people see it also a measure of reliability and durability, as well as a measure of fuel economy. 

Mileage2Go uses Google Calendar entries and calculates the mileage to and from a starting point selected by the driver. With the Mileage2Go solution, filing expense reports just got easier.

“Mileage2Go is a great tool to calculate mileage for tax deductions and for expense reports,” the app developer said in a statement on its website.

Drivers do not have to remember to turn anything on or off when they are traveling. They don’t have to look up every distance between two appointments. 

To use this innovative mileage calculator, drivers simply log the event on their Google Calendar. When a vehicle user is ready to figure out their mileage, they simply sign into their Mileage2Go account, select their starting point and the timeframe they want to use and Mileage2Go will create a report of the trips they have taken directly from their Google Calendar and provide the mileage. All they have to do is review and analyze entries. 

For those who does not use Google calendar, they can import their data with Excel format.

Mileage2Go also allows users to upload spreadsheets to get their mileage in a particular format.

Mileage2Go has subscription packages for one month, 3 months and 12 months. . One can select any one week of calendar entries for free to try out this service and will be able to download a report which will show the mileage calculated.


Introducing Mileage2Go.Com – Get your Mileage Deduction using your Google Calendar!

Mileage2Go is a great tool to calculate mileage for tax deductions and for expense reports.

Mileage2Go uses your Google Calendar entries and calculates the mileage to and from a starting point you select. You don’t have to remember to turn anything on or off when you are traveling. You don’t have to look up every distance between two appointments. Simply log the event on your Google Calendar. When you are ready to figure out your mileage, simply sign into your Mileage2Go account, select your starting point and the timeframe you want to use and Mileage2Go will create a report of the trips you’ve taken directly from your Google Calendar and provide you the mileage.

If you are old school and log everything on a spreadsheet, Mileage2Go allows you to upload spreadsheets to get your mileage. There is a particular format that will be needed, but it is possible to get your mileage using Mileage2Go.

Give it a try! Mileage2Go allows you to process 30 days free.

Covid-19, RON

Notaries, Beware of RON

States are enacting emergency orders to allow RON, Remote Online Notarization, as a way to safeguard both the public and notaries in areas where quarantine orders have been instituted. Besides taking away one of the primary functions of personal appearance, RON also takes away the notary’s ability to identify the signers. The function of identity verification occurs through a third party function before the signer is connected to the notary public via audio visual means.

If notaries conduct business in a state which mandates notary’s responsibility for identification, using RON can make the notaries legally responsible for incorrect identification that the third party made.

Considering RON only uses a less reliable system where personal questions are posed to the signer who must answer correctly before being given access to the notary public, the ability of fraud can become prevalent. Currently RON does not have the ability to use Biometric methods (facial recognition, thumbprinting, etc) even though states, like Virginia, have written laws to require it.

Primary functions of the notary public are to identify the signer and determine their understanding and awareness of what they are signing. These functions are seriously limited when using RON. With the identification piece entirely eliminated from the notary’s responsibility, states that place the legal responsibility on the notary will need to revise their laws to safeguard notaries public from legal ramifications regarding the identification of signers.

If you are a notary, please read your state laws carefully before engaging in RON. You may be subjecting yourself to more harm than protecting yourself from Covid-19.noron