An employee must provide valid documentation to complete the I-9 employment verification process, which typically includes one document from List A or a combination of one document from List B and one from List C. List A documents establish both identity and employment authorization, such as a U.S. passport or Permanent Resident Card. List B documents prove identity, like a driver's license, while List C documents verify employment eligibility, such as a Social Security card or birth certificate.
What Documents Does an Employee Need for I-9 Employment Verification?
| Number | Name | Description |
|---|---|---|
| 1 | E-Verify Participation Notice | Employees must present valid documents from the List of Acceptable Documents for I-9 verification, such as a U.S. passport, Permanent Resident Card, or a combination of a driver's license and Social Security card, to establish identity and employment authorization. Employers participating in E-Verify are required to display the E-Verify Participation Notice, informing employees that their employment eligibility will be electronically verified through the system. |
| 2 | List A Document Scans | Employees must present a valid List A document, such as a U.S. passport or a Permanent Resident Card (Form I-551), to satisfy both identity and employment authorization requirements for I-9 verification. Scanned copies of these documents must be clear, legible, and securely stored to comply with USCIS guidelines and prevent fraudulent verification. |
| 3 | Acceptable List B IDs | Employees must present acceptable List B identification documents for I-9 employment verification, which establish identity but not employment authorization. Common List B documents include a state-issued driver's license, a school identification card, or a voter registration card, all of which must feature a photograph or identifying information such as name, date of birth, gender, height, eye color, and address. |
| 4 | Form I-9 Section 2 Completeness | To ensure Form I-9 Section 2 completeness, employees must provide original, unexpired documents from List A or a combination of documents from List B and List C that establish identity and employment authorization. Employers must physically examine these documents within three business days of the employee's first day of work to properly complete and sign Section 2, verifying document authenticity and retention compliance. |
| 5 | Noncitizen Authorized to Work Proof | Noncitizens authorized to work in the U.S. must present specific documents for I-9 employment verification, which typically include a Form I-766 Employment Authorization Document (EAD) or a foreign passport accompanied by Form I-94 showing an employment authorization endorsement. Employers verify these documents to confirm the employee's identity and legal work eligibility under U.S. immigration law. |
| 6 | Physical Document Inspection Waiver | Employees must present original documents from the List of Acceptable Documents for I-9 verification to establish identity and employment authorization, but under the Physical Document Inspection Waiver, employers can complete Form I-9 remotely by accepting digitally transmitted documents and later perform physical inspections when feasible. This waiver, issued during the COVID-19 pandemic, temporarily relaxes the requirement for in-person document review, facilitating remote onboarding while maintaining compliance with U.S. Citizenship and Immigration Services (USCIS) regulations. |
| 7 | Form I-9 Remote Examination | Employees undergoing I-9 employment verification through Form I-9 Remote Examination must provide valid identity and employment authorization documents from the Lists of Acceptable Documents, including a U.S. passport, permanent resident card, or driver's license combined with a Social Security card. Remote examination protocols require employees to present original documents via video conference, ensuring compliance with Form I-9 requirements without in-person inspection. |
| 8 | Receipt Rule Exception | Employees must present valid documentation from List A or a combination of documents from List B and List C to complete the I-9 Employment Verification, but under the Receipt Rule Exception, a timely receipt for a replaced document can temporarily satisfy verification requirements. This exception allows employees additional time to obtain the required original document while maintaining legal employment eligibility. |
| 9 | Reverification Compliance Tracking | Employees must present valid Form I-9 documents such as a U.S. passport, permanent resident card, or driver's license paired with a Social Security card to complete employment verification; maintaining accurate reverification compliance tracking ensures timely updates and prevents legal penalties. Automated systems streamline monitoring expiration dates and support consistent audits, reducing risks associated with non-compliance in I-9 documentation management. |
| 10 | Acceptable Alternative Documentation | Employees may present acceptable alternative documentation for I-9 employment verification, such as a combination of List A documents like a valid U.S. passport or permanent resident card, or a mix of List B documents like a driver's license alongside List C documents like a Social Security card. Employers must ensure these documents are genuine and relate to the individual to comply with the Department of Homeland Security regulations. |
Introduction to I-9 Employment Authorization Verification
What documents does an employee need for I-9 employment verification? Employees must present specific documents to prove their identity and employment authorization in the United States. The I-9 form requires either one document from List A or a combination of one document from List B and one from List C to complete the verification process.
Why Employee Documents Are Required for I-9 Compliance
Employee documents are required for I-9 employment verification to confirm identity and eligibility to work in the United States. These documents ensure compliance with federal law and prevent unlawful employment.
Your employer uses these documents to complete the I-9 form accurately, validating that you are legally authorized to work. Acceptable documents include a U.S. passport, permanent resident card, or driver's license combined with a Social Security card. Proper documentation protects both the employee and employer from legal penalties.
Overview of Acceptable I-9 Documents
The I-9 Employment Verification process requires employees to present specific documents that establish their identity and employment authorization. These documents are divided into three categories to ensure compliance with U.S. immigration laws.
- List A Documents - Establish both identity and employment authorization, such as a U.S. passport or Permanent Resident Card.
- List B Documents - Establish identity only, including a state-issued driver's license or school ID card with a photograph.
- List C Documents - Establish employment authorization only, such as a Social Security card or a birth certificate issued by a U.S. state.
Employers must review original documents from these lists to complete the I-9 form accurately and maintain legal compliance.
List A Documents: Establishing Identity and Employment Authorization
You must present valid documents from List A to prove both your identity and employment authorization for I-9 verification.
These documents satisfy federal requirements by establishing who you are and your eligibility to work in the United States.
- U.S. Passport or Passport Card - Provides proof of U.S. citizenship and employment authorization in a single document.
- Permanent Resident Card (Green Card) - Confirms lawful permanent residence and authorization to work in the U.S.
- Employment Authorization Document (EAD) - Demonstrates temporary employment eligibility for non-citizens authorized to work.
List B Documents: Establishing Identity Only
List B documents are required to establish your identity for I-9 employment verification. Acceptable List B documents include a driver's license, state ID card, or a school identification card with a photograph. These documents must show a clear photo and identifying information to confirm identity without verifying work authorization.
List C Documents: Establishing Employment Authorization Only
List C documents are used solely to establish employment authorization during the I-9 verification process. These documents confirm that an employee has the legal right to work in the United States without providing identity evidence.
Examples of List C documents include a Social Security card, a birth certificate, and a Native American tribal document. Your employment eligibility is verified by presenting any one of these approved documents during the I-9 form completion.
Document Presentation and Verification Procedures
Employees must present acceptable documents from the Lists of Acceptable Documents for I-9 Employment Verification. These documents prove both identity and employment authorization.
Common documents include a U.S. passport, permanent resident card, or a combination of a driver's license and Social Security card. Employers must physically examine each document to confirm its authenticity.
Common Mistakes in I-9 Document Collection
| Document Type | Purpose | Common Mistakes in Collection |
|---|---|---|
| List A Documents | Establish both identity and employment authorization | Accepting expired documents, failing to verify original documents instead of copies |
| List B Documents | Establish identity only | Using documents that do not appear on the official I-9 list, accepting altered or damaged documents |
| List C Documents | Establish employment authorization only | Overlooking expiration dates, confusing document numbers or issuing authorities |
| Employee's Social Security Card | Supports employment authorization verification | Failing to cross-check against other documentation for consistency, missing signature |
| Driver's License or State ID | Establishes identity | Not verifying photo or personal details, allowing documents from non-U.S. states or expired IDs |
| Passport or Passport Card | Establishes identity and employment authorization | Misclassifying as only List B or List C, not checking expiration date |
| Permanent Resident Card | Establishes employment authorization | Ignoring card expiration, not recording alien number correctly |
| Foreign Passport with I-94 | Employment authorization for non-citizen employees | Failing to record admission number, missing expiration or visa type verification |
Retention and Storage of I-9 Employee Documents
Retention and storage of I-9 employee documents ensure compliance with federal regulations. Proper management of these documents safeguards your organization from legal risks and audits.
- Retention Period - I-9 forms must be retained for three years after the date of hire or one year after employment ends, whichever is later.
- Secure Storage - Documents should be stored securely in a way that protects against tampering, theft, or unauthorized access.
- Accessibility - I-9 forms must be readily accessible for inspection by authorized government officials during compliance audits.
What Documents Does an Employee Need for I-9 Employment Verification? Infographic
