Ohio Notary Employer Reimbursement

If your employer asked you to get a notary commission — or if having one would make you more valuable in your role — there's a reasonable case for having them cover the cost. Many Ohio employers routinely pay for notary commissions for administrative staff, paralegals, HR coordinators, and office managers. The challenge is knowing how to ask and what to include.

What It Costs (and Why Employers Should Care)

For a non-attorney initial Ohio notary commission, the total cost runs approximately $210–$250:

For an employer, that's a modest investment compared to the alternative: sending documents out for notarization every time one is needed, paying a mobile notary's trip fee ($50–$75 per visit), or delaying transactions because no one in the office is commissioned.

If your office handles contracts, real estate closings, HR forms, affidavits, or any documents requiring notarization, having an in-house notary saves time and money on a recurring basis.

Making the Request

Most employers don't have a formal notary reimbursement policy — it's usually handled as a professional development expense or an office operations cost. Here's how to frame it:

Lead with the business case. Quantify how often your office needs notarizations. If you're currently sending someone to a bank, UPS store, or mobile notary 2–3 times per month, those trips cost time and money. An in-house notary eliminates that ongoing expense.

Break down the one-time cost. Show the itemized costs above. The $210–$250 total is a one-time expense that covers the five-year non-attorney commission term. That works out to roughly $42–$50 per year — less than a single mobile notary visit.

Mention the renewal cost is lower. At renewal, a non-attorney's cost drops to approximately $95–$110 (1-hour renewal course at $45, new BCI check, and $15 state fee). The initial investment is the highest expense.

Clarify the time commitment. The education course takes 3 hours. The application, fingerprinting, and oath collectively take another 2–3 hours spread across a few weeks. Most of this can be done outside work hours or during a slow period.

What Employers Need to Know

The Commission Belongs to the Employee

Ohio law is clear on this: the notary commission is personal. It's issued to the individual, not the company. Even if the employer pays for every cost associated with the commission, the commission, seal, and journal are the employee's exclusive personal property.

This means:

• The employee can use the commission outside of work. An employer can restrict notary activities during paid business hours, but cannot prohibit the employee from notarizing for the public on their own time.
• The employer cannot keep the seal or journal if the employee leaves. If employment ends — whether voluntary or involuntary — the employer is legally prohibited from retaining, seizing, or defacing the notary's seal or journal.
• The employer can restrict on-the-clock activities. Employers can establish policies about which documents the employee may notarize during work hours and whether the employee can charge the statutory fee for work-related notarizations.

Fee Collection During Work Hours

An employer can direct the notary not to collect the statutory $5 per-act fee for notarizations performed as part of their job duties. Many employers view the notarization as part of the employee's regular responsibilities and don't want clients or colleagues being charged.

Outside of work hours, the notary can charge whatever fee structure they choose, up to the statutory maximums.

Tax Treatment

If your employer reimburses you for notary expenses, the tax treatment depends on how the reimbursement is structured:

• Under an accountable plan (you submit receipts, employer reimburses exact amounts): the reimbursement is generally not taxable income.
• As a flat allowance or bonus (employer gives you $250 without requiring receipts): it's typically treated as taxable income.

Consult your company's payroll or HR department about how they'll process the reimbursement. For a $210–$250 amount, the tax difference is minor, but it's worth knowing.

If Your Employer Won't Pay

Some employers decline reimbursement, especially if they didn't request you to get commissioned. In that case, the commission is still a worthwhile personal investment:

• You'll have a portable credential that follows you to any future employer
• You can offer mobile notary services on evenings and weekends for extra income
• The $210–$250 cost covers five years of commission — less than $1 per week

The Ohio Notary Commission Guide covers the full commissioning process and includes the exact cost breakdown and step sequencing that will help you (or your employer) plan the investment efficiently.

See more Ohio guides →