Employers must obtain specific documents to complete the I-9 verification process, including a valid government-issued photo ID like a passport or driver's license to verify identity. Proof of employment authorization is required, which can be demonstrated through documents such as a Social Security card, birth certificate, or a Permanent Resident Card. Employees must present either one document from List A or a combination of one document from List B and one from List C to satisfy the I-9 requirements.
What Documents are Needed for I-9 Verification?
| Number | Name | Description |
|---|---|---|
| 1 | U.S. Passport or U.S. Passport Card | A U.S. Passport or U.S. Passport Card serves as an acceptable List A document for I-9 verification, proving both identity and employment authorization. Employers must examine the original, unexpired passport or passport card to complete Section 2 of the Form I-9. |
| 2 | Permanent Resident Card (Form I-551) | The Permanent Resident Card (Form I-551) serves as a crucial document for I-9 verification, confirming an employee's lawful permanent resident status in the United States. Employers must examine the original card to verify identity and employment authorization, ensuring compliance with U.S. Citizenship and Immigration Services (USCIS) requirements during the hiring process. |
| 3 | Foreign Passport with Form I-94 or I-94A | A foreign passport accompanied by Form I-94 or I-94A serves as acceptable documentation for I-9 verification, confirming the employee's identity and authorization to work in the United States. These documents must be unexpired and clearly correlate to the individual's immigration status for compliance with employment eligibility verification requirements. |
| 4 | Employment Authorization Document (EAD, Form I-766) | The Employment Authorization Document (EAD, Form I-766) serves as a critical document for I-9 verification, proving both the identity and employment authorization of non-citizen employees in the United States. Employers must ensure the EAD presented is valid, unexpired, and contains a photograph, name, and alien registration number to comply with U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 5 | Driver’s License or State ID Card | A Driver's License or State ID Card serves as an acceptable List B document for I-9 verification, proving an employee's identity but not employment authorization. Employers must pair it with a List C document, such as a Social Security card or birth certificate, to satisfy Form I-9 requirements. |
| 6 | School ID with Photo | A School ID with a photo is an acceptable List A document for I-9 verification if it includes the employee's name, photograph, and school information to establish both identity and employment authorization. Employers must ensure the School ID is issued by a recognized educational institution and complies with U.S. Citizenship and Immigration Services (USCIS) guidelines to fulfill the Form I-9 requirements. |
| 7 | Voter Registration Card | A Voter Registration Card serves as an acceptable List B document for I-9 verification, demonstrating the employee's identity but not their employment authorization. Employers must pair it with a List C document, such as a Social Security card, to complete the I-9 form requirements. |
| 8 | U.S. Military Card or Draft Record | The U.S. Military Card or Draft Record serves as acceptable documentation under List A for I-9 verification, proving both identity and employment authorization for U.S. employers. This document must be unexpired and contain the employee's name, photograph, and relevant military service details to satisfy Form I-9 requirements. |
| 9 | Native American Tribal Document | For I-9 verification, acceptable Native American tribal documents include a Tribal enrollment card, Certificate of Indian Blood, or other official Native American documentation proving identity and employment eligibility. These documents meet the U.S. Citizenship and Immigration Services requirements for establishing both identity and work authorization. |
| 10 | Social Security Card | The Social Security Card is one of the primary acceptable documents for I-9 verification, establishing both employment authorization and identity when presented with a valid photo ID. Employers require the Social Security Card to confirm the employee's Social Security Number, ensuring compliance with federal employment eligibility verification standards. |
| 11 | Birth Certificate (original or certified copy) | An original or certified copy of a birth certificate is an acceptable document for I-9 verification, proving U.S. citizenship and identity. Employers must ensure the document is unexpired, authentic, and issued by an official government authority to comply with U.S. Citizenship and Immigration Services (USCIS) regulations. |
| 12 | Certification of Report of Birth (Form DS-1350) | The Certification of Report of Birth (Form DS-1350) serves as a primary document for I-9 verification, proving U.S. citizenship and identity. Employers must accept this form to satisfy Employment Eligibility Verification requirements under U.S. immigration law. |
| 13 | Consular Report of Birth Abroad (Form FS-240) | The Consular Report of Birth Abroad (Form FS-240) serves as a primary identity and employment authorization document for I-9 verification, proving U.S. citizenship for individuals born abroad to U.S. citizen parents. Employers must accept this form as valid proof during completion of the I-9 Employment Eligibility Verification process to comply with U.S. Citizenship and Immigration Services requirements. |
| 14 | U.S. Citizen ID Card (Form I-197) | The U.S. Citizen ID Card (Form I-197) serves as an acceptable List A document for I-9 verification, proving both identity and employment authorization for U.S. citizens. Employers must ensure the card is unexpired and authentic to comply with U.S. Citizenship and Immigration Services (USCIS) regulations during the hiring process. |
| 15 | Identification Card for Use of Resident Citizen in the United States (Form I-179) | Employers must accept the Identification Card for Use of Resident Citizen in the United States (Form I-179) as a valid List A document for I-9 verification, confirming both identity and employment authorization. This government-issued ID includes biometric data and is issued exclusively to lawful permanent residents, facilitating compliance with USCIS requirements during the I-9 process. |
Introduction to I-9 Verification and Employment Compliance
The I-9 Verification process is a critical step for ensuring employment eligibility in the United States. Employers must collect specific documents from employees to comply with federal regulations and avoid penalties.
- Identity Documents - Employees must present documents that establish their identity, such as a state-issued driver's license or ID card.
- Employment Authorization Documents - Proof of work authorization includes documents like a Social Security card or a valid Employment Authorization Document (EAD).
- List A, B, and C Documents - Employers accept documents from List A (which prove both identity and employment authorization) or a combination of List B and List C documents as defined by the U.S. Citizenship and Immigration Services (USCIS).
Overview of I-9 Form Requirements
The I-9 form is required for verifying the identity and employment authorization of individuals hired for work in the United States. You must provide specific documents to complete this verification process accurately and lawfully.
- Employee Information Section - You need to complete personal details including full name, address, and date of birth on the form.
- Document Presentation - You must present original documents from the Lists of Acceptable Documents to establish identity and employment authorization.
- Employer Review and Verification - The employer is responsible for examining documents and completing the form within three business days of hire.
Acceptable List A Documents for I-9 Verification
The I-9 verification process requires employees to provide specific documents to prove identity and employment authorization. List A documents establish both identity and work authorization in a single document.
Acceptable List A documents include a U.S. Passport or U.S. Passport Card, which serve as proof of identity and employment eligibility. A Permanent Resident Card, also known as a Green Card, is another common List A document accepted for I-9 verification.
Acceptable List B Documents for Identity Verification
For I-9 verification, List B documents are used to establish an employee's identity. These documents must be original and unexpired to be acceptable.
Acceptable List B documents include a state driver's license or ID card, school identification card, and voter registration card. A U.S. military card or draft record also qualifies under List B. These documents verify the employee's identity but do not establish work authorization, which requires List C documents.
Acceptable List C Documents for Employment Authorization
| Acceptable List C Documents for Employment Authorization | |
|---|---|
| Document Name | Description |
| U.S. Social Security Card | Original card issued by the Social Security Administration, not marked with restrictions such as "NOT VALID FOR EMPLOYMENT." |
| Certification of Birth Abroad | Form FS-545, Form DS-1350, or Form I-94 bearing an endorsement of birth in the United States. |
| Native American Tribal Document | Document issued by a recognized Native American tribe confirming membership or affiliation. |
| U.S. Citizen ID Card | Formerly INS Form I-197, an identification card issued to U.S. citizens. |
| Identification Card for Use of Resident Citizen in the United States | INS Form I-179, an identification for resident citizens. |
| Employment Authorization Document (EAD) | Form I-766, issued by the Department of Homeland Security, authorizing employment. |
| Other DHS-Authorized Documents | Any other document authorized by the Department of Homeland Security for employment authorization. |
| These List C documents verify your authorization to work in the United States as required for I-9 verification. | |
Document Retention and Storage Guidelines
For I-9 verification, you must retain completed I-9 forms for all current employees. Employers are required to store these documents securely for at least three years after the date of hire or one year after employment ends, whichever is later. Proper storage methods include locked cabinets or encrypted digital files to protect sensitive employee information.
Common Mistakes in I-9 Document Verification
Employers must verify employee identity and employment authorization using specific documents for I-9 verification. Common mistakes include accepting expired documents or failing to examine documents in the employee's physical presence.
Employers often overlook the requirement to complete Section 2 of Form I-9 within three business days of hire. Another frequent error is not ensuring the document relates to the employee, leading to non-compliance with federal regulations.
Updating and Re-Verifying Employee I-9 Documents
Employers must update and re-verify employee I-9 documents to ensure ongoing compliance with employment eligibility requirements. This process involves reviewing acceptable documents to confirm continued authorization to work in the United States.
- Updating I-9 Documents - Employers must update Section 3 of the I-9 form when an employee's work authorization expires or when there is a legal name change.
- Reverification Timing - Reverification is required before the expiration date of temporary work authorization to avoid employment interruptions.
- Acceptable Documents for Reverification - Employees can present any valid List A documents or List C documents that demonstrate continued employment authorization but not a List B document alone.
Maintaining accurate and timely I-9 re-verification records protects employers from legal risks and ensures compliance with federal immigration laws.
Consequences of Non-Compliance with I-9 Requirements
What documents are needed for I-9 verification to ensure compliance with U.S. employment laws? Acceptable documents include a U.S. passport, permanent resident card, or a combination of a driver's license and Social Security card. Failure to provide or properly verify these documents can result in fines, penalties, and legal action against the employer.
What Documents are Needed for I-9 Verification? Infographic
