REMOTE HIRE NOTARY NOTICE FORM INSTRUCTION SHEET

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REMOTE HIRE NOTARY NOTICE FORM INSTRUCTION SHEET
Employee Instructions You must complete Section 1 of the I-9 form. You will then be required to present
unexpired original documents of your identity and eligibility to work in the United States. If you are unable
present unexpired original documentation in person at the Hannibal campus or one of our other campuses,
you may have a notary complete the form on HLGU’s behalf. Please review the “List of Acceptable
Documents” on page 9 of the “Instructions for Employment Eligibility Verification.” You may present any one
document from List A on the I-9 form or the combination of one document from List B that contains a photo
AND one document from List C.
Please present the notary with these instructions, the I-9 form with instructions, and the Remote Hire Notary
Notice Form. It is your responsibility to present the correct documentation to the notary. This
documentation must be received by HLGU prior to you starting work. It is imperative that this
documentation is submitted back to HLGU as soon as possible.
Once the I-9 and Remote Hire Notice forms have been completed by the notary you must then:
Within one business day, fax a copy of the completed I-9 form, documents and Remote Hire Notice
form to Human Resources 573-221-1685.
PLEASE NOTE - THE FAXED COPY OF THE I-9 IS NOT A SUBSTITUTE FOR THE ORIGINAL MAILED COPY!!! BOTH ARE NECESSARY TO
ENSURE COMPLIANCE WITH FEDERAL LAWS.
Mail the following to:
Hannibal-LaGrange University
Human Resources
2800 Palmyra Road
Hannibal, MO 63401
I-9 form,
with attached photocopies of documents, and Remote Hire Notice form
Direct deposit form with voided check
Employee Information Sheet
Missouri W-4
Federal W-4
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Notary Instructions for Completing the Form I-9
The Citizenship and Immigration Services allow companies to appoint professionals as their agents to complete the I-9
Form.
REMOTE HIRES
It is not unusual for a U.S. employer to hire a new employee who doesn’t physically come to that employer’s offices to
complete paperwork. In such cases, employers may designate agents to carry out their I-9 responsibilities. Agents may
include notaries public, accountant, attorneys, personnel officers, foremen, etc.
We are asking you to act as an authorized agent on behalf of Hannibal-LaGrange University in attesting that the
documents presented to you reasonably appear to be genuine and reasonably appear to belong to the person standing
before you. Please complete each step as follows. If you have questions, you may contact the HLGU representative
listed on the Remote Hire Notice Form.
1. Verify that the employee has completed all fields in Section 1 of the I-9 Form.
2. Please ask the employee to present you with the appropriate unexpired original documentation of his/her
identity and eligibility to work in the United States. A “List of Acceptable Documents” that establish identity and
eligibility can be found on page 9 of the “Instructions for Employment Eligibility Verification.
The employee must present either:
 Any one document from List A (demonstrates identity and eligibility)or
 Two documents, one from List B that contains a photograph (identity) and one from List C (eligibility).
Please note: view only unexpired original documents. Faxes, photocopies, and laminated Social Security cards
are unacceptable.
3. Photocopy the front and back of the documents that are presented to you.
4. Enter the document information under the appropriate column in Section 2 “Employer or Authorized
Representative Review and Verification” based on which column the document appears on the “List of
Acceptable Documents.” (List A documents under the List A column, B documents under List B Column, etc).
Ensure that you document the full title of the document, the document number, the agency which issued the
document and the expiration date of the document if any in the appropriate fields.
5. Enter the employee’s date of hire in the Certification field in Section 2 of the I-9 form. This information is
provided to you by a HLGU representative on the Remote Hire Notary Notice Form.
6. Sign date and print your name in the appropriate fields in Section 2 under “Signature of Employer or Authorized
Representative”. Under the title field, please write Notary. If the form you have does not have HLGU’s
information pre-filled under the “Employer’s Business or Organization Name” field, please write HannibalLaGrange University 2800 Palmyra Road Hannibal, MO 63401.
7. Complete the remaining fields on the REMOTE HIRE NOTICE FORM and place your stamp or seal in the
designated area and return documents to the employee.
3/2014
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REMOTE HIRE NOTARY NOTICE FORM
EMPLOYEE NAME: ____________________________________________
HANNIBAL-LAGRANGE UNIVERSITY - THIS SECTION IS TO BE COMPLETED BY THE HIRING DEPARTMENT ONLY
HIRING DEPARTMENT CONTACT (Notary may contact this individual if he/she has any questions)
Name: ________________________________________________
Department: ___________________________________________
Contact Telephone: ______________________________________
EMPLOYEE’S DATE OF HIRE: _________________ (THIS DATE MUST BE ENTERED INTO THE CERTIFICATION SECTION OF
THE FORM I-9 BY THE AGENT ACTING ON BEHALF OF HANNIBAL-LAGRANGE UNIVERSITY).
__________________________________________
Hannibal-LaGrange University Contact Signature
_________________________
Date
THIS SECTION IS TO BE COMPLETED BY NOTARY PUBLIC (OR AGENT)
State of ___________________________
County (and/or City) of ___________________________
I, _________________________________________________ (name of notary), a Notary Public in and for
said state, do certify that on _______________________ (date) I carefully examined and photocopied the
attached facsimile of_____________________________________________________________ (documents)
and the facsimile I now hold in my possession. The document(s) presented by the above named employee
appear to be genuine and to relate to the employee named.
Stamp or Seal:
____________________________________
Notary Public