Initial Instructions for Notary
Notary’s instructions
The employee is obligated under the law to present to an NAU employee or an agent of NAU his/her original documents to show his/her identity and employment authorization in person within three business days of the employee’s employment start date. We need you to attest to the following facts:
- The employee is physically present at your place of business.
- The employee has dated and signed NAU’s Form I-9 Section 1 in your presence.
- You have physically examined each unexpired original identification documents presented by the employee and assures that the identification documents appear to be genuine and related to the person presenting the documents.
- You did not accept any documents that do not reasonably appear on their face to be genuine or to relate to the person presenting them.
- You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone.
- You have only accepted unexpired identification documents from the following lists (acceptable documents):
- List A – documents that establish both identity and employment authorization.
OR
- List B – documents that establish identity (only accept documents that bear a photograph because NAU participates in E-Verify).
AND
- List C – documents that establish employment authorization
- You have verified only unexpired original documents presented by the employee. You did not accept a laminated Social Security card when a print that says “Not Valid if Laminated” on the back of the card. A certified copy of a birth certificate is the only exception.
- You have assured that the Form I-9 Section 2 has been accurately filled out in its entirety so that we can verify the individual’s employment eligibility.
- You did not leave any information boxes blank. Enter n/a if no information is provided.
- You did not use white-out or obliterate any information on the Form I-9. Please make all corrections by putting a straight single line through the wrong information and write the correct information above or beside it, as space allows. Initial and date the correction.
- You have signed the NAU’s Form I-9 Section 2, in the Certification box.
- You have instructed the employee to mail his/her original Form I-9 to Northern Arizona University Human Resources, 411 S. Beaver Street, Flagstaff, AZ 86011.