Authorized Representative I-9 (US Only)

Have you heard of the recent Immigration and Customs Enforcement (ICE) sunset plans for Remote I-9 due to the COVID-19 pandemic?

Good news! This change does NOT impact customers using Fountain’s Authorized Representative I-9 feature (formally called Remote I-9). Fountain’s Authorized Representative I-9 feature is not remote due to the COVID-19 pandemic which temporarily permitted employers to examine the employee’s I-9 documentation virtually over video, fax or email.

Instead, Fountain Authorized Representative I-9 allows companies to designate an Authorized Representative via the applicant’s selected representative to physically examine their documents. Our customers who use Authorized Representative I-9 need not worry about this announcement and do not have any further actions required.

Please note that if you choose to collect I-9 eligibility documents via separate stages with the intent to review them remotely, you will need to follow USCIS guidelines to ensure that your applicants do not have to redo the I-9 process. 

Additionally, the USCIS is publishing a new I-9 form on Aug 1, that all employers must start using by November 1st of 2023. Fountain is committed to updating our I-9 Form before the November 1st deadline. We will also evaluate how best to support the new optional alternative procedure to physical examination (i.e. live video review) by the November date. 

Please consult your HR/legal teams on whether this method of I-9 may invite extra scrutiny. We recommend using this form of I-9 when your employees do not report to the same location for work every day. Contact your designated CSM (Customer Success Manager) or, if you would like the Authorized Representative I-9 feature enabled for your account. 

The I-9 Form is used to verify an individual's identity as well as verify that they can be legally employed in the United States. Fountain's I-9 Stage supports Authorized Representative I-9s which allow the applicant and an applicant-selected Authorized Representative to fill out the form (in a simplified view) within the Fountain workflow. An official I-9 Form is generated and can be sent to the government system to be verified. 

To learn about the traditional Fountain I-9 process, review the I-9 Form Stage (US Only) article

What's Covered

Authorized Representative I-9 Form Basics

The I-9 form functions as employment authorization, when using the Authorized Representative I-9, the form must be filled out by both employee and an Authorized Representative (rather than their employer). 

  • Step 1: The Employee must fill this out on or before their start date. This section will be revealed and completed by the applicant.
  • Step 2: A applicant selected Authorized Representative fills out section 2. The Authorized Representative can be anyone that is willing to verify the documents such as a family member, neighbor, or friend. They must physically (in-person) confirm the identity documents from the employee. 
  • Step 3: Reserved for rehires or if an employee's identity documents expire.

1099 contractors do not need to fill out this form, only employees do.

Add I-9 Form Stage

  1. Add a stage to your Opening's workflow and select I-9 Form under Stage Type. We recommend that the I-9 Form stage is placed after the approval stage, or when the applicant has accepted their offer to your position. By doing this, the applicant will not automatically progress to this stage.
  2. Configure the I-9 Form stage settings by checking the box next to the setting to enable.

    Automatically Move Applicant to Next Stage

    If you want the applicant to move to the next stage in the workflow after the I-9 Form is complete, turn on the appropriate toggle under the I-9 Form category. Turning this on will enable the automatic move rule of applicants to the next stage when the applicant AND the Authorized Representative complete their portions of the I-9. 
    Email Notification Upon Completion
    Turn on this toggle if a user wants to be notified via email when both parties complete the I-9. Select the recipient for the email in the box below the toggle.

Authorized Representative Completion Steps

Once an applicant has completed their portion of the I-9 Form, they will be asked to provide an email for their selected Authorized Representative that will complete section two. They can also copy a direct link to send to their selected Authorized Representative. 


If the applicant entered an email, the Authorized Representative will receive an email with a link to complete section 2 questions within Fountain. 


  • The applicant cannot move forward with the application until the Authorized Representative completes their portion of the I-9. Once complete, the applicant will receive automated communication with a link back to their application. 
  • The Fountain user should edit the start date field when reviewing what the Authorized Representative has entered as the Authorized Representative will most likely not have known the applicant's actual start date. 
  • The Fountain user will also need to enter a title when completing their portion. Ideally, they should enter the Authorized Representative's title. However, entering their own title will suffice. 

Learn More

To learn more about the I-9 process including how to request an applicant redo, add I-9 section 3, or download data exports, review the I-9 Form Stage (US Only) article

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