Understanding the Form I-9 Authorized Representative Step

Applies to: US W-2 employees. Form I-9 is an employment requirement, so independent contractors, Canadian T4 employees and international workers do not complete one and will not see this step.

During onboarding as a US employee, you will be required to complete Form I-9, a federal document required for all workers in the U.S. — including U.S. citizens — to verify your identity and authorization to work.

Section 2 of the Form I-9 requires that someone physically or virtually reviews your identification documents and confirms they match what you entered. Because this step must be completed by another person, you will need to select an Authorized Representative.

Who can be an Authorized Representative?

Your Authorized Representative can be anyone you trust who is over 18 years old — such as a friend, family member, or neighbor. They do not need to be affiliated with your employer. Note that you cannot select yourself as your own Authorized Representative.

What information do I need to provide?

When selecting your Authorized Representative, you will need to provide:

• First and last name

• Email address (required — this is where the secure link and instructions will be sent)

• Phone number (optional)

If your chosen representative does not have an email address, you will need to select someone else who does.

What happens after I select my Authorized Representative?

1. Your Authorized Representative will receive an email with a secure link and instructions.

2. They will meet with you over video or in person, and you must show them the identification documents you selected during Section 1 of the form.

3. They will enter the document numbers, your first day of employment, and sign as the Authorized Representative.

4. Once they complete their portion, you will be able to continue with the rest of your onboarding.

What if I entered the wrong email address for my Authorized Representative?

You can correct it yourself until Section 2 has been completed. Log in at app.ascen.com, fix the email address on the Form I9 Authorized Representative step and click Save (or Save and Resend once your Section 1 is approved). We send the secure link to the corrected address. If the fields are greyed out, or Section 2 is already complete, email support@ascen.com with the correct details instead.

What if I need to change my Authorized Representative?

You can switch to someone else yourself, on the same step, at any point until Section 2 has been completed, even if your original representative has already started. Your Form I-9 does not need to be reset. The new representative gets their own secure link. For the steps and the cases where you need us instead, see How do I change my I-9 Authorized Representative?.

What if I don't have anyone available to be my Authorized Representative?

If you are unable to find someone to act as your Authorized Representative, please contact support@ascen.com. In some cases, an Ascen team member may be able to assist you by acting as your Authorized Representative via a video call.

I'm waiting for my Authorized Representative to complete their portion — what should I expect?

Once your Authorized Representative has been sent the link, you will need to wait for them to complete their portion before you can move forward with onboarding. If they are having trouble finding the email, ask them to check their spam or junk folder. If the link is not working, please reach out to support@ascen.com for assistance.

Need more help?

Log in to your onboarding portal at app.ascen.com/login to check your current status. For additional assistance, visit our FAQs or contact support@ascen.com.