Do authorized reps have to be notaries?

No, but using a notary/public professional reduces errors and compliance risk. Employers are always liable for mistakes.

Are video calls legal for I-9 completion?

No. Federal law requires physical, in-person examination of original documents for most hires. Temporary COVID exceptions have ended.

Can I-9 Section 2 be completed after first 3 days?

No. Section 2 late completion is penalized. Must occur within 3 business days of employee start.

Can a family member serve as my employee's representative?

No. USCIS prohibits family or self for I-9 Section 2. Must be employer designates who is not immediate family.

Authorized Representative Services: When to Hire Mobile I-9 Verification

Name: Lake Mead Mobile Notary & Courier
Address: Mobile Service, Henderson, NV, 89014, US
Telephone: (702) 748-7444
Price range: $$

authorized rep, mobile I-9, I-9 verification, I-9 onboarding, I-9 notary, Nevada compliance, remote onboarding, Section 2 I-9, HR best practice

Lake Mead Mobile Notary and employee completing I-9 on a tablet at Las Vegas office; bright modern setting; blue accent tones; mobile notary ID visible.

Remote and hybrid hiring is now routine for Nevada businesses, but federal law still requires in-person, original document review for every Form I-9—even if the employee never visits your office. This guide explains when and why to use a professional mobile authorized representative for I-9 verification, who can serve, real-world compliance scenarios, and the advantages of using Lake Mead Mobile Notary to protect your company from costly fines and hiring delays.

Hiring remote, hybrid, or out-of-state talent is now the norm for Nevada businesses. But federal law hasn't caught up: every new employee—no matter where they work—still requires in-person, original document verification for Form I-9. That's where Authorized Representative Services make the difference. This guide breaks down exactly when and why to use a professional mobile I-9 verifier—and how it protects your business from costly compliance risks.

🚀71%of U.S. companies now hire remote staff in multiple states

⚖️$281-$2,789Federal penalty PER I-9 mistake (2025)

⏱️3 DaysYou must complete I-9 Section 2 after hire

💡60%of I-9s with errors come from untrained reps

👤 Who Can Serve as an Authorized Representative?

👤

Anyone You Designate

USCIS allows you to appoint anyone—including a friend, HR staff, or third-party—to complete I-9 Section 2. But the employer is 100% liable for any mistakes or fraud by that person.

🚫

Who Should NOT Serve

Family of the employee and the employee themselves are prohibited. Avoid using untrained individuals unless you are confident they fully understand I-9 requirements.

✅

Professional Authorized Rep

Mobile notaries and compliance professionals are preferred, especially when your employee is remote or your team lacks I-9 expertise.

What Does the Authorized Representative Actually Do?

Meets with new hire in person
Physically examines original ID and work auth docs (no photos or scans)
Completes I-9 Section 2 (or Section 3, if needed) immediately—no errors, no missing fields
Signs form as 'Authorized Representative' (not as a notary)
Returns I-9 to hiring company ASAP

✅ When Is a Mobile Authorized Representative REQUIRED?

Common Scenarios Requiring Mobile Service:

New hire is remote, hybrid, or relocating
Onboarding at hospital, casino, or care facility
Employee unable to travel to HQ (illness, quarantine, home office)
Executive or management hire with limited time
Last-minute, after-hours onboarding
Emergency onboarding (late compliance awareness)

🏥

Healthcare, Hospitals, Care Facilities

Critical in situations involving travel nurses, medical contractors, and at-site onboarding for hospitals or post-acute rehab. HIPAA compliance and privacy prioritized.

🎰

Casinos & Hotels

Mobile I-9 services support high-turnover hospitality operations, late shift onboarding, seasonal worker surges, and onboarding inside restricted access properties.

🏠

Home Office/Executive

Executives, tech, and finance hires often onboard from home/remote. Mobile I-9 avoids lost productivity and limits compliance risk for high-value team members.

⚠️ Dangers of Untrained Authorized Representatives

Common Compliance Risks with DIY or Untrained Reps:

Section 2 missing data, signature, or late completion
Improper document review (copies instead of originals)
Accepting expired, fraudulent, or wrong combination of documents
No professional record of appointment/corrections
Increased audit penalty exposure (mistakes = employer liability)

Real Example: $18,000 Penalty for Friend as Rep

In 2024, a Henderson employer received an $18,000 ICE penalty after using a non-notary friend as authorized rep. The friend accepted a scanned passport, missed a signature, and completed Section 2 five days late. ICE cited employer for "failure to verify" and "improper documentation." A mobile notary would have caught all errors instantly.

🌟 Advantages of a Professional Mobile I-9 Service

📝

Same-Day Compliance

Guaranteed same-day or next-day appointment scheduling, even for late hires or urgent deadlines.

📲

Real-Time Communication

Instant appointment status, digital updates for HR, and confirmation of I-9 completion with secure transmission.

📄

Audit-Ready Documentation

Each appointment includes a signed authorized rep statement, timestamped process log, and ready-to-produce I-9 file packet.

🛡️

Reduced Liability

Utilizing a professional means documented compliance, drastically lessening risk of ICE fines and errors.

🗺️ Mobile Coverage—Where We Serve

Lake Mead Mobile Notary delivers I-9 verification at hundreds of facilities in Clark County—including these verified locations:

🎯 Get Compliant—Book Mobile I-9 Verification

📄 Book Mobile I-9 Service 📞 Call (702) 748-7444

Need I-9 verification for remote, hybrid, or in-person staff? Same-day, after-hours, and multi-site available—book instantly to guarantee compliance and reduce your audit risk by 90%.