Employers must obtain specific documents from employees to complete the I-9 Employment Eligibility Verification form, including proof of identity and authorization to work in the United States. Acceptable documents are divided into List A (documents establishing both identity and employment authorization, such as a U.S. passport), or a combination of List B (identity only, like a driver's license) and List C (employment authorization, such as a Social Security card). Accurate and timely submission of these documents is essential to comply with federal employment verification requirements and avoid penalties.
What Documents Are Required for I-9 Employment Eligibility Verification?
| Number | Name | Description |
|---|---|---|
| 1 | U.S. Passport | A U.S. Passport serves as a definitive List A document for I-9 Employment Eligibility Verification, confirming both identity and employment authorization without needing additional documentation. Employers must examine the passport in its original form, ensuring it is unexpired and authentic to comply with U.S. Citizenship and Immigration Services (USCIS) regulations. |
| 2 | U.S. Passport Card | The U.S. Passport Card serves as a valid List A document for I-9 Employment Eligibility Verification, establishing both identity and employment authorization for employees. Employers must accept the U.S. Passport Card alongside other acceptable documents to complete the I-9 form in compliance with U.S. Citizenship and Immigration Services (USCIS) regulations. |
| 3 | Permanent Resident Card (Form I-551) | The Permanent Resident Card (Form I-551), commonly known as a Green Card, serves as a primary document for I-9 Employment Eligibility Verification, proving an employee's authorized permanent resident status in the United States. Employers must physically examine this card to verify identity and employment authorization during the hiring process to comply with U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 4 | Employment Authorization Document (Form I-766) | The Employment Authorization Document (Form I-766) serves as a crucial identity and employment eligibility verification document for verifying an employee's authorization to work in the United States during the I-9 process. Employers must review the original Form I-766 to ensure it is unexpired and issued by the Department of Homeland Security as valid evidence of work authorization. |
| 5 | Foreign Passport with I-551 Stamp or MRIV | A Foreign Passport with an I-551 Stamp or Machine-Readable Immigrant Visa (MRIV) serves as a critical List A document for I-9 Employment Eligibility Verification, proving both identity and employment authorization. Employers must ensure the document is unexpired and appears genuine to comply with USCIS requirements during the Form I-9 verification process. |
| 6 | Foreign Passport with Form I-94/I-94A | A foreign passport accompanied by Form I-94 or I-94A is accepted as proof of identity and employment authorization for Form I-9 verification. This combination confirms the employee's lawful admission to the United States and eligibility to work. |
| 7 | Driver's License or State ID | A valid Driver's License or State ID is accepted as a List B document for I-9 Employment Eligibility Verification, providing proof of identity but not employment authorization. Employers must pair this with an acceptable List C document, such as a Social Security card, to fulfill the verification requirements under USCIS guidelines. |
| 8 | School ID Card with Photograph | A School ID Card with Photograph can be used as a List B document for I-9 Employment Eligibility Verification when it includes a photo and is issued by a school, college, or university. This document establishes identity but must be accompanied by a List C document that demonstrates employment authorization. |
| 9 | Voter’s Registration Card | A Voter's Registration Card serves as an acceptable List B document for I-9 employment eligibility verification, proving an employee's identity but not employment authorization. Employers must pair the card with a valid List C document, such as a Social Security card, to complete the I-9 form requirements. |
| 10 | U.S. Military Card or Draft Record | The U.S. Military Card or Draft Record serves as an acceptable List A document for I-9 Employment Eligibility Verification, proving both identity and employment authorization. Employers must ensure the document is unexpired and authentic to comply with U.S. Citizenship and Immigration Services (USCIS) regulations. |
| 11 | Military Dependent’s ID Card | The Military Dependent's ID Card serves as a valid List A document for I-9 Employment Eligibility Verification, establishing both identity and employment authorization. Employers must ensure the card is unexpired and issued by the Department of Defense to meet U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 12 | U.S. Coast Guard Merchant Mariner Card | The U.S. Coast Guard Merchant Mariner Card serves as a List A document for I-9 Employment Eligibility Verification, proving both identity and employment authorization. Employers must ensure the card is unexpired and genuine to comply with U.S. Citizenship and Immigration Services (USCIS) requirements during the I-9 process. |
| 13 | Native American Tribal Document | Native American Tribal Documents accepted for I-9 Employment Eligibility Verification include tribal enrollment cards or membership identification issued by federally recognized tribes, which establish both identity and employment authorization. These documents must be current and contain a photograph or personal information such as name, date of birth, and tribal affiliation to satisfy Form I-9 requirements. |
| 14 | Canadian Driver’s License (for work in certain sectors) | For I-9 Employment Eligibility Verification, a Canadian Driver's License can be used as a List B document to establish identity for employment in specific sectors such as commercial driving or cross-border logistics. Employers must pair the Canadian Driver's License with a List C document, such as a Social Security card or birth certificate, to confirm both identity and employment authorization. |
| 15 | Social Security Card (not valid if stamped "Not Valid for Employment") | The Social Security Card is one of the acceptable documents for I-9 Employment Eligibility Verification but must be an original card without the "Not Valid for Employment" stamp to be considered valid. Employers must ensure that the Social Security Card presented complies with U.S. Citizenship and Immigration Services guidelines to verify identity and employment authorization accurately. |
| 16 | Birth Certificate (issued by State, County, Municipal Authority) | A Birth Certificate issued by a State, County, or Municipal Authority serves as a primary identity document for I-9 Employment Eligibility Verification, proving both U.S. citizenship and identity. Employers accept this original or certified copy to confirm an employee's eligibility to work in the United States. |
| 17 | Certificate of U.S. Citizenship (Form N-560 or N-561) | Employers must accept the Certificate of U.S. Citizenship (Form N-560 or N-561) as a valid List A document for I-9 Employment Eligibility Verification, proving both identity and employment authorization. These certificates are issued by U.S. Citizenship and Immigration Services (USCIS) to individuals who acquired citizenship through naturalization or derivation. |
| 18 | Certificate of Naturalization (Form N-550 or N-570) | The Certificate of Naturalization (Form N-550 or N-570) serves as a primary document for I-9 Employment Eligibility Verification, proving U.S. citizenship for employment authorization. Employers must accept this certificate to confirm identity and employment eligibility within the Form I-9 process, as mandated by U.S. Citizenship and Immigration Services (USCIS). |
| 19 | U.S. Citizen ID Card (Form I-197) | The U.S. Citizen ID Card (Form I-197) serves as a valid List A document for I-9 employment eligibility verification, confirming both identity and employment authorization. Employers must ensure the card is unexpired and presented in original form to comply with U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 20 | Identification Card for Use of Resident Citizen in the United States (Form I-179) | The Identification Card for Use of Resident Citizen in the United States (Form I-179) serves as a valid List A document for I-9 Employment Eligibility Verification, confirming both identity and employment authorization. Employers must accept this card as proof of work eligibility when completing the I-9 form for resident citizens. |
Understanding the I-9 Form: Purpose and Legal Requirements
The I-9 Employment Eligibility Verification form is a mandatory document used by employers to confirm the identity and employment authorization of individuals hired in the United States. It ensures compliance with the Immigration Reform and Control Act (IRCA) to prevent unauthorized employment.
Employers must verify documents presented by employees that establish their identity and eligibility to work. Acceptable documents include a U.S. passport, Permanent Resident Card, or a combination of a driver's license and social security card as specified on the I-9 List of Acceptable Documents.
Who Must Complete the I-9 Employment Eligibility Verification?
Employers in the United States must complete the I-9 Employment Eligibility Verification form for every individual they hire. This requirement applies to both citizens and non-citizens to confirm their authorization to work.
All employees hired after November 6, 1986, must complete the I-9 form. Employers are responsible for ensuring the form is filled out correctly and retaining it for inspection by authorized government officials. Failure to comply with these requirements can result in penalties and fines.
Step-by-Step Guide to Filling Out the I-9 Form
The I-9 Employment Eligibility Verification form requires specific documents to confirm an employee's identity and work authorization in the United States. Employees must provide either one document from List A or a combination of one document from List B and one from List C. Common documents include a U.S. passport, permanent resident card, driver's license, and Social Security card.
Begin filling out the I-9 form by entering the employee's full name, address, and date of birth in Section 1. The employee must attest to their citizenship or immigration status and sign and date the form on the specified date. Section 2 is completed by the employer within three business days of the employee's start date, verifying documents and recording document information.
Employers should carefully review the original documents presented and record document title, issuing authority, document number, and expiration date. Both parties must ensure all information is accurate and complete to comply with U.S. Citizenship and Immigration Services (USCIS) regulations. Retain the I-9 form for inspection for a specified period after employment ends.
Acceptable Documents for I-9 Verification: Lists A, B, and C Explained
| Acceptable Documents for I-9 Employment Eligibility Verification | |
|---|---|
| Purpose | Verify identity and employment authorization of individuals hired for employment in the United States. |
| List A: Documents That Establish Both Identity and Employment Authorization |
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| List B: Documents That Establish Identity Only |
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| List C: Documents That Establish Employment Authorization Only |
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| Your employer must examine acceptable documents from these lists carefully to ensure full compliance with I-9 Employment Eligibility Verification requirements. | |
Common Mistakes to Avoid in I-9 Documentation
Completing the I-9 Employment Eligibility Verification requires specific documents proving identity and employment authorization. Commonly accepted documents include a U.S. passport, permanent resident card, or a combination of a driver's license and Social Security card.
Errors often occur when documents are expired, not original, or do not reasonably appear genuine. Avoid using photocopies instead of originals, and ensure documents are consistent with your legal name and relevant dates.
Deadlines and Timing: When to Complete the I-9 Process
The I-9 Employment Eligibility Verification must be completed by the employer within three business days after the employee's first day of work for pay. Employees are required to present acceptable documents proving identity and employment authorization on or before their first day. Failure to complete the I-9 on time can result in penalties and legal consequences for the employer.
Employer Responsibilities: Retention and Storage of I-9 Forms
What are the employer responsibilities for retention and storage of I-9 forms? Employers must retain I-9 forms for all employees for at least three years after the date of hire or one year after employment ends, whichever is later. Proper storage requires secure, accessible filing to ensure compliance during audits by the Department of Homeland Security or the Department of Labor.
Consequences of Non-Compliance: Penalties and Enforcement
Employers must complete the I-9 Employment Eligibility Verification to confirm the identity and work authorization of their employees. Failure to comply with I-9 requirements results in significant penalties and rigorous enforcement actions by government agencies.
- Monetary Fines - Employers can face fines ranging from several hundred to thousands of dollars per violation for incomplete or improperly completed I-9 forms.
- Legal Penalties - Willful disregard of I-9 compliance can lead to criminal charges, including felony convictions in severe cases.
- Government Audits and Investigations - The Department of Homeland Security and Immigration and Customs Enforcement frequently conduct audits to enforce I-9 regulations and identify non-compliant employers.
E-Verify Integration: Streamlining Employment Eligibility Checks
Employers must complete the I-9 Employment Eligibility Verification form to confirm a new hire's identity and legal authorization to work in the United States. E-Verify integration enhances this process by electronically cross-checking employee information with government databases for faster verification.
- List A Documents - Establish both identity and employment authorization, including U.S. passports and Permanent Resident Cards.
- List B Documents - Prove identity only, such as driver's licenses or state ID cards.
- List C Documents - Verify employment authorization, including Social Security cards or birth certificates.
E-Verify streamlines employment eligibility checks by reducing manual errors and accelerating compliance for employers.
What Documents Are Required for I-9 Employment Eligibility Verification? Infographic
