High-Yield I-9 Verification - Money Making Monday

Start the week strong by learning how to turn simple paperwork into a steady stream of income. In this episode, Eddie Montes Travis and Marylyn Lee Trotter walk through the lucrative world of employment eligibility verification and how you can capitalize on this essential service to grow your business.

• Compliance: Understanding the legal requirements of the Form I-9 ensures you provide a professional service that businesses can trust for their hiring needs.
• Pricing Strategies: Setting your rates for mobile verification services can significantly boost your Monday morning earnings compared to standard administrative tasks.
• Authorized Representative Role: Learning how to act as a designated representative allows you to legally process forms for remote employees across the country.
• Marketing Tips: Reaching out to HR departments and staffing agencies helps you build a consistent client base for recurring high-yield work.

Mastering the I-9 process is a game-changer for anyone looking to increase their weekly revenue with high-yield opportunities. By following these practical steps, you can turn every Monday into a profitable start to your business week. Please subscribe and like the podcast to stay updated on more money-making strategies.

Show Notes:
• Understanding the role and responsibilities of the Authorized Representative.
• How to correctly verify identity and employment authorization documents.
• Effective strategies for marketing I-9 services to local and national businesses.
• Tips for avoiding common compliance errors that could affect your clients.


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Your Sunday Notary Reading:
Notary Public Foundation: Essential Guide to Core Duties, Ethics, and Commissioning on Amazon

Your Monday Notary Reading:
Notary Operational Excellence: Mastering Certificates, Journals, Ink, and Copy Certification on Amazon

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Notary Fraud Shield: Real-World Tactics, Red Flags, and Refusal Strategies on Amazon

Your Wednesday Notary Reading:
The Mobile Notary Blueprint: Launching and Managing Your On-Demand Business on Amazon

Your Thursday Notary Reading:
Notary Niche Navigator: Your Guide to Loan Signings, Apostilles, I-9s, and More on Amazon

Your Friday Notary Reading:
Notary Law & Liability: Understanding State Regulations, Insurance, and Avoiding UPL on Amazon

Your Saturday Notary Reading:
The Future Notary: Mastering RON, eNotary, and Complex Scenarios on Amazon

Quick & Easy Solutions: How to Increase Mobile Notary Business for More Success & Profit: with 37 Professional Tips on Amazon 

Executive Producer Derrick Spruill
Writers Marylyn Lee Trotter and Eddie Montes Travis
Graphics & Illustrations by Eddie Montes Travis
Music by Thomas Bynum
This Show is Produced by Magnificent Workz
Business Solutions

Transcript

SPEAKER_00 0:00

Ready to unlock your notary potential and boost your income? It's time to move beyond basic notarizations. In Notary, Niche Navigator by Derek Spruel, learn the most profitable specialized services, learn to master high-demand areas like loan signings, international apostles, and I9 employment verifications. This essential guide offers new ideas to help you become the go to expert in your field. Grab your copy of Notary, Niche Navigator, by Derek Spruel today, and start building your empire.

SPEAKER_03 0:33

Imagine you've just landed this uh perfect remote job, but you are totally thrilled. Or, you know, look at it from the other side of the deck.

SPEAKER_02 0:43

This is the employer side.

SPEAKER_03 0:44

Exactly. You're a savvy strategist, you run a business, and you've just managed to hire the absolute perfect candidate to help scale your distributed team.

SPEAKER_02 0:53

Aaron Powell And you're thinking, you know, the hard part is finally over.

SPEAKER_03 0:56

Yeah, you think it's just a matter of signing some contracts and uh filling out standard onboarding paperwork. But imagine if a single tiny unchecked box on a routine HR form ends up costing the company thousands of dollars in federal fines.

SPEAKER_02 1:10

I mean, it sounds completely absurd.

SPEAKER_03 1:12

Aaron Powell It does. But in the modern landscape of remote work, this exact scenario is playing out every single day. So welcome to Notary Knowledge. I'm Marilyn.

SPEAKER_02 1:20

And I'm Eddie.

SPEAKER_03 1:21

And today we are getting into a massive stack of sources to talk about high-yield I-9 verification. We're talking federal compliance manuals from USCIS, legal guidelines from top immigration law firms, and um breakdowns of the leading HR tech platforms like I9 Intelligence, WorkBright, and OutSolve.

SPEAKER_02 1:39

Because the through line in all these sources revolves around one notoriously tricky document, which is Form I9.

SPEAKER_03 1:46

Right. And our mission today is to navigate this high-stakes world of remote verification. For you listening out there, whether you're an HR pro, a business owner, or someone building B2B accounts, the goal is to understand these new permanent rules.

SPEAKER_02 2:00

Because there are hidden landmines buried in these processes, and for our savvy strategists listening, you know that B2B accounts provide volume over single acts.

SPEAKER_03 2:09

Yes. High yield I-9 verification is all about that B2B volumes. It's a massive profit pivot. But before we get to the strategy, why is a standard employment form from the 80s suddenly terrifying corbett compliance officers?

SPEAKER_02 2:24

Well, the terror really comes from the sheer financial gravity of the errors, you know, colliding with the logistical nightmare of a distributed workforce.

SPEAKER_03 2:31

Yeah, it used to be so simple.

SPEAKER_02 2:32

Exactly. In a traditional office, the process was practically foolproof. A new heil walks in, hands over their physical passport, HR touches it, checks the hologram, and everyone moves on.

SPEAKER_03 2:42

Right. But now you remove the ability to physically hold those documents because I mean the employee is sitting at their kitchen table three states away.

SPEAKER_02 2:50

And boom, you've turned a simple administrative task into a massive logistical vulnerability.

SPEAKER_03 2:55

And the penalties aren't just like a slap on the wrist. We aren't talking about a sternly worded letter.

SPEAKER_02 3:00

Oh, far from it. A paperwork violation is incredibly punitive. Right now, a simple mistake like missing a date or transposing a couple of numbers carries a fine ranging from$288 down to$2,861 per form.

SPEAKER_03 3:14

Wow. Per form. That is wild.

SPEAKER_02 3:17

Yeah, and that's just for unintentional, honest errors. If you're hiring a hundred remote workers a year and your HR rep makes the same procedural mistake on all of them, you're suddenly staring down a$280,000 fine for a typo. Exactly. And if an audit determines there are intentional violations, those fines can soar up to$27,000 per instance.

SPEAKER_03 3:37

Per instance? That's staggering. I mean the sources highlight some real historical examples. Macy's was hit with$275,000 in fines. McDonald's paid$400,000.

SPEAKER_02 3:46

And ABC Professional Tree Services got slammed with a$2 million penalty.

SPEAKER_03 3:50

$2 million. It's essentially a million dollar paper cut.

SPEAKER_02 3:53

That's a perfect way to conceptualize it. The government audits run by IC are totally uncompromising. They don't care that your workforce is scattered across four time zones.

SPEAKER_03 4:01

It's like taking a high-stakes open book test, but if you drop a single comma, your entire quarterly profit just gets wiped out. But hang on, let me push back for a second.

SPEAKER_02 4:11

Sure.

SPEAKER_03 4:12

Didn't the government relax all these rules during COVID? I remember people just, you know, emailing blurry photos of their IDs or holding them up on Zoom.

SPEAKER_02 4:20

Right, they did.

SPEAKER_03 4:21

So why are companies suddenly panicking about this now?

SPEAKER_02 4:24

Well, that assumption is exactly what's triggering audits right now. Those relaxed COVID-era flexibilities are totally dead. They officially expired back in August 2023.

SPEAKER_03 4:36

Oh wow. So no more casual Zoom checks.

SPEAKER_02 4:39

None. We are living in a rigid new era. The DHS introduced what they call the alternative procedure for remote document examination. And the absolute biggest misconception is the belief that anyone can just hop on a video call to verify an I-9.

SPEAKER_03 4:53

Right. Because reading the guidelines, it's clear this alternative procedure is the opposite of a free-for-all. Before we dive into those specific steps, we're going to take a quick pause for a commercial break, but stick around. We'll be right back. Okay, welcome back to Notary Knowledge. So we were just talking about how you can't just jump on a FaceTime call to verify an I-9 anymore.

SPEAKER_02 5:12

Yeah, you really can't. You cannot legally verify an I9 over live video unless your company is actively enrolled in e-verify and in good standing. Period.

SPEAKER_03 5:22

So if you are not an e-Verify participant, video calls are strictly illegal for i9s.

SPEAKER_02 5:28

Strictly illegal.

SPEAKER_03 5:29

That is so interesting because e-Verify is essentially like the VIP club bouncer for remote hiring.

SPEAKER_02 5:35

It really is.

SPEAKER_03 5:36

It's this web-based system that cross-references data against homeland security and social security databases. And if you're not on the VIP list, the bouncer does not let you use the video shortcut.

SPEAKER_02 5:47

Exactly. And even for the employers who did get past the bouncer, the alternative procedure has a highly specific three-step sequence. Step one is by the end of day one, the employee must securely transmit clear copies of their documents front and back.

SPEAKER_03 6:03

So a blurry iPhone photo in a dark room isn't going to cut it.

SPEAKER_02 6:07

It absolutely won't. You need a baseline legible copy because step two mandates that within three business days there must be a live video interaction.

SPEAKER_03 6:17

And it has to be live, right?

SPEAKER_02 6:18

Yes. No asynchronous apps, no pre-recorded messages. The employee has to hold up those exact physical documents on camera, and the employer has to compare it to the copy from day one.

SPEAKER_03 6:28

Okay, that makes sense. You need to see how the light hits the hologram, make sure it's not a printed piece of cardboard. But then there's step three, which seems to be the hidden trapdoor.

SPEAKER_02 6:36

Oh, it is a massive trapdoor. Step three involves document retention and notation. You have to retain the clear copy securely under the 31 rule.

SPEAKER_03 6:44

Which is keeping it for three years after hire or one year after termination, right?

SPEAKER_02 6:48

Whichever is later, yes. But the real trapdoor is you must manually go into section two of the form and check a very specific brand new box labeled alternative procedure.

SPEAKER_03 7:01

Wait, really? So if they do the whole live video dance perfectly, verify the ID, file everything securely, but they just forget to tick that one tiny box.

SPEAKER_02 7:10

ICE classifies missing that specific check box as a substantive violation.

SPEAKER_03 7:15

Wow. So it can't be fixed later.

SPEAKER_02 7:17

No. Technical errors can sometimes be cured with a 10-day notice, but substantive violations cannot be cured. It triggers an immediate fine.

SPEAKER_03 7:24

You get fined thousands of dollars purely because you didn't check a box proving you did the thing you actually did. That is brutal.

SPEAKER_02 7:31

It's the reality of the new system.

SPEAKER_03 7:32

Which naturally makes me wonder about the companies that don't use e-Verify at all. If the VIP bouncer says they can't use video, how on earth do they legally hire a remote worker three states away?

SPEAKER_02 7:42

Well, if you're locked out of the video method, federal law leaves you with exactly one option. You must designate an authorized representative to physically meet the new hire in person.

SPEAKER_03 7:51

Okay, but who actually qualifies as an authorized representative? Do I have to fly my HR manager out there?

SPEAKER_02 7:58

No, and this is where it gets fascinating. The government allows an employer to designate literally anyone a local manager, a notary, a neighbor, or even the new hire's own spouse.

SPEAKER_03 8:09

Are you serious? I could hire someone and tell them, hey, just have your husband look at your passport and sign this highly sensitive federal compliance document.

SPEAKER_02 8:18

You absolutely can. It's a legacy loophole. But utilizing it opens up a massive trap.

SPEAKER_03 8:24

Because of the liability.

SPEAKER_02 8:26

Exactly. The liability doesn't shift to the husband. The employer remains 100% legally liable for whatever that representative does.

SPEAKER_03 8:34

That is terrifying. It's like asking your local barista to perform a building code inspection on your house just because they work down the street.

SPEAKER_02 8:41

It's exactly like that. Except if the roof collapses, the federal government fines you$27,000 for not realizing the barista didn't know what they were doing.

SPEAKER_03 8:48

Oh man. And the data backs this up, right?

SPEAKER_02 8:51

Totally. The sources show the friends and family method generates substantive violations at three to five times the rate of trained HR staff.

SPEAKER_03 8:59

What are they actually messing up on the form?

SPEAKER_02 9:02

They misunderstand document classifications all the time. Like a social security card is a list C document. It only proves work authorization. It doesn't have a photo.

SPEAKER_03 9:10

Right.

SPEAKER_02 9:11

But an untrained person assumes it's the ultimate ID, so they mistakenly accept it as a list A document, which is supposed to prove identity too. Or they miss the three-day deadline entirely.

SPEAKER_03 9:22

An ICE holds the employer responsible for every single mistake. Now, speaking of untrained civilians, I noticed in the legal guidelines there is a huge issue with notaries.

SPEAKER_02 9:32

Oh, the notary myth.

SPEAKER_03 9:33

Yeah, I'd imagine HR departments think I won't use the spouse, I'll just send them to a local notary. That's an official state officer, it's totally safe.

SPEAKER_02 9:40

It seems logical, but it creates absolute chaos. The the Form I-9 is not a notarized document, doesn't require an oath, and there's no designated place for a notary feel.

SPEAKER_03 9:52

Right. They are just acting as a private citizen proxy for the employer. But out of habit, do they stamp it anyway?

SPEAKER_02 9:59

Often, yes. And slapping an unauthorized state seal on a federal immigration form creates immense confusion. Plus, a lot of notaries will just refuse to sign it without their seal because they're terrified of losing their license.

SPEAKER_03 10:12

Which is a terrible onboarding experience for the new hire.

SPEAKER_02 10:14

Exactly. So relying on notaries blindly is a compliance disaster waiting to happen.

SPEAKER_03 10:19

Okay, so if friends and family are a massive liability and random local notaries are confusing the paperwork, this is exactly where our savvy B2B strategist steps in, right? This is the profit pivot, don't single axe, just doing one random I9 for a walk-in, that's small potatoes. But B2B accounts provide volume. Think about all these companies out there with massive remote workforces.

SPEAKER_02 10:43

Oh, they are everywhere.

SPEAKER_03 10:44

Right. Let's look at some scenarios. You've got Tom running a B2B printers company. You've got Andy down in Arizona building phone apps with a totally remote dev team.

SPEAKER_02 10:53

Exactly. Or Ben up in North Dakota handling shipping logistics.

SPEAKER_03 10:56

Or Bob in Massachusetts dealing with clips, or Dan in Michigan managing an entire team doing audiobooks. All of these guys are enterprise business owners, and they simply cannot rely on confused roommates or panicked notaries to onboard their teams.

SPEAKER_02 11:11

They don't. And that pain point is why an entire ecosystem of managed compliance platforms has evolved. We're talking about systems that blend workflow software with nationwide networks of highly trained professionals.

SPEAKER_03 11:23

Right. Our tech breakdown sources mention platforms like i9 Intelligence, Tracker i9, i9 everywhere, outsolve, and notary hub.

SPEAKER_02 11:31

Yes. And to understand the B2B volume play here, you have to look at the different service tiers. There are baseline DIY software tiers that just digitize the form for about 50 bucks a bop.

SPEAKER_03 11:42

But the DIY model doesn't solve the physical problem. The employer still has to figure out who is conducting the physical or video examination.

SPEAKER_02 11:50

Exactly. Which is why the managed service tiers are the real lifesavers. In a managed service model, the platform actually provides the human being to do the verification.

SPEAKER_03 11:58

So when Andy in Arizona hires a remote dev in rural Texas, the software schedules a meeting between the new hire and a trained compliance expert.

SPEAKER_02 12:08

Exactly. That agent reviews the documents, correctly fills out section two, ensures the alternative procedure boxes are checked, and absorbs all that operational burden.

SPEAKER_03 12:18

And from what I read, these platforms use APIs to integrate directly into applicant tracking systems like workday or lever. So the recruiter clicks hired and the system handles the rest. Right, holding on to digital copies of passports and social security cards for years, which sounds like a hacker's dream.

SPEAKER_02 12:43

It's a huge vulnerability for personally identifiable information or PII, but these managed platforms feature intelligent autopurge capabilities.

SPEAKER_03 12:53

So it tracks the exact dates, and the second a document reaches its legal retention expiration, the system permanently deletes it.

SPEAKER_02 13:00

Exactly. It massively minimizes the company's liability.

SPEAKER_03 13:02

So when you step back, spending, you know,$21 to$50 per form on one of these managed service platforms isn't really an administrative cost. It's an insurance policy against a$2,861 fine.

SPEAKER_02 13:15

And this raises an important question regarding the timing of all this tech adoption. The sources highlight a very specific looming deadline that is driving a lot of these enterprise tech purchases, March 31, 2026.

SPEAKER_03 13:27

Oh, right. The great COVID cleanup deadline. What happens to all those companies that did this manually over Zoom back in 2021? Are those older files ticking time bombs?

SPEAKER_02 13:36

They absolutely are. The DHS declared that those old, relaxed methods are invalid long term. Employers have until March 31st, 2026, to retrospectively clean up all those older files using the permanent rules.

SPEAKER_03 13:48

Meaning HR has to go back to every single employee hired during that window and reverify their documents.

SPEAKER_02 13:53

Yes. They are utilizing these tech platforms to run mass audits on their own archives before the deadline hits. Because if ICA audits them on April 1st, 2026, every single unremediated COVID-era I-9 becomes a substantive violation.

SPEAKER_03 14:07

That is a terrifying ticking clock. Okay, to recap today's deep dive into high-yield I-9 verification. Definitely. For you listening, understanding the boundaries of e-Verify, the live video requirements, and the massive liability of untrained authorized reps is crucial. You want to focus on those B2B volume accounts, provide professional managed services, and protect companies from these insane fines.

SPEAKER_02 14:35

It's the reality of modern compliance. And as we look to the future, I want to leave you with a final thought to mull over. Right now, we rely incredibly heavily on this live video interaction rule to prove identity. We trust that a human looking at a webcam can spot a fake ID.

SPEAKER_03 14:51

Which is getting harder and harder.

SPEAKER_02 14:52

Exactly. As deep fakes, AI-generated IDs, and real-time video manipulation become indistinguishable from reality, how long will a simple video call remain a secure way to verify federal documents? Will the government eventually be forced to abandon remote visual inspections entirely in favor of mandatory biometric scanning for all remote hires?

SPEAKER_03 15:11

That is a wild thought. The technology is moving so fast, it makes you wonder if that million dollar paper cut is eventually going to evolve into a million dollar deepfake.

SPEAKER_02 15:20

It really makes you think.

SPEAKER_03 15:22

Well, we want to remind you to check out the notary knowledge books by Derek Sproul to level up your B2B strategies. And please rate the show, subscribe, and share this podcast with others in the industry.

SPEAKER_02 15:33

And if you have any questions, email your questions to Derek at Dereksproll.com. We will try to answer as soon as possible at the end of our shows.

SPEAKER_03 15:40

Before we go, a quick shout out to our team, executive producer Derek Sproul, lead writer Marilyn Lee Chodder, graphics by Eddie Montes Travis, music by Thomas Bynum, and produced by Magnificent Works Business Solutions.

SPEAKER_02 15:54

Awesome team.

SPEAKER_03 15:54

Truly. So remember, don't just be listeners of the knowledge, be doers of the knowledge. This is notary knowledge. Until next time.

SPEAKER_01 16:05

Ready for Digital Notary Acts? Introducing the book The Future Notary, Mastering Rumman, a Notary, and Complex Scenarios by Derek Sprugal. Embrace change for your business with new tech for Ruman and the Notary. Get your copy of The Future Notary, Mastering Ruman a Notary, and Complex Scenarios by Derek Spruel from Amazon.com. Barnes and Noble, Books of Million, Bookshop.org, Mobile Notary by DerekScrugal.com. Or download from Kindle today.