To complete Form I-9 verification, you need documents that establish both identity and employment authorization. Common options include a U.S. passport or passport card, a Permanent Resident Card (Green Card), and a driver's license combined with a Social Security card. Employers must review original documents and retain copies as part of the hiring process to comply with federal regulations.
What Documents Do You Need for Form 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 a List A document for Form I-9 verification, establishing both identity and employment authorization for new hires. Employers must ensure the document is unexpired and presents the employee's photograph, name, and citizenship status to meet Department of Homeland Security requirements. |
| 2 | Permanent Resident Card (Form I-551) | The Permanent Resident Card (Form I-551) serves as a critical document for Form I-9 verification, proving an employee's authorized work status and identity in the United States. Employers must review and record details from the card, including the alien registration number and expiration date, to comply with U.S. Citizenship and Immigration Services requirements. |
| 3 | Foreign Passport with I-551 Stamp or MRIV | A foreign passport with an I-551 stamp or Machine Readable Immigrant Visa (MRIV) serves as primary evidence of both identity and employment authorization for Form I-9 verification, eliminating the need for additional documents. The I-551 stamp or MRIV typically indicates lawful permanent resident status, allowing employers to verify work eligibility efficiently. |
| 4 | Employment Authorization Document (EAD, Form I-766) | The Employment Authorization Document (EAD, Form I-766) serves as proof of an employee's legal authorization to work in the United States and is accepted as both a List A document for Form I-9 verification. Employers must ensure the EAD is valid, unexpired, and matches the employee's identity to comply with U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 5 | Driver's License or ID Card issued by State | A Driver's License or ID Card issued by a state serves as a primary identity document for Form I-9 verification, confirming the employee's identity and employment authorization when accompanied by acceptable supporting documents. These state-issued IDs must be valid and contain a photograph or identifying information such as name, date of birth, gender, height, eye color, and address. |
| 6 | ID Card issued by federal, state, or local government | For Form I-9 verification, acceptable identification includes a valid ID card issued by federal, state, or local government, such as a state driver's license or identification card, which must display the employee's name, photograph, and expiration date. These government-issued ID cards serve as proof of identity and are essential to satisfy Form I-9 requirements for authorized employment eligibility verification. |
| 7 | School ID Card with photograph | A School ID Card with a photograph can be used as a List B document for Form I-9 verification to establish identity but must be presented alongside a List C document to prove employment authorization. The card should be issued by a recognized educational institution and clearly display the employee's name, photograph, and an expiration date consistent with current enrollment or attendance. |
| 8 | Voter Registration Card | A Voter Registration Card is an acceptable List A document for Form I-9 verification, proving both identity and employment authorization. This card must be unexpired and issued by a government agency to meet the U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 9 | U.S. Military Card or Draft Record | A U.S. Military Card or Draft Record serves as acceptable documentation for Form I-9 verification, establishing both identity and employment authorization. This document must be original and unexpired to satisfy the USCIS requirements for verifying a new employee's eligibility to work in the United States. |
| 10 | Military dependent’s ID Card | Military dependent's ID Cards, such as the Uniformed Services Privilege and Identification Card (DD Form 1173 or DD Form 1173-1), serve as acceptable List A documents for Form I-9 verification, confirming both identity and employment authorization. Employers must ensure the card is current and valid to satisfy USCIS requirements during the I-9 process. |
| 11 | U.S. Coast Guard Merchant Mariner Card | The U.S. Coast Guard Merchant Mariner Credential (MMC) serves as an acceptable List A document for Form I-9 verification, proving both identity and employment authorization. Employers must ensure the MMC is current and includes the employee's photograph, full name, and signature to comply with U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 12 | Native American tribal document | Native American tribal documents, such as tribal enrollment cards or identification certificates issued by recognized tribes, serve as valid List A documents for Form I-9 employment eligibility verification. These documents establish both identity and employment authorization, eliminating the need for additional documentation. |
| 13 | Canadian driver’s license (for individuals under 18) | For Form I-9 verification, individuals under 18 can present a Canadian driver's license as a List B document to establish identity, but they must also provide a List C document, such as a Social Security card, to establish employment authorization. A Canadian driver's license alone does not prove employment eligibility; it must be paired with appropriate evidence of work authorization. |
| 14 | Social Security Card (not for employment authorization only) | The Social Security Card is an essential document for Form I-9 verification as it verifies an employee's eligibility to work and confirms their Social Security number for tax and employment records. While the card itself does not serve as proof of employment authorization, it is crucial for accurate identity verification and payroll processing. |
| 15 | Certification of Birth Abroad (Form FS-545) | The Certification of Birth Abroad (Form FS-545) serves as proof of U.S. citizenship and identity for Form I-9 verification, confirming an employee's eligibility to work in the United States. This document, issued by the Department of State, must be unexpired and presented alongside other acceptable identification when completing the Form I-9 process. |
| 16 | Certification of Report of Birth (Form DS-1350) | The Certification of Report of Birth (Form DS-1350) serves as an acceptable List C document for Form I-9 verification, proving U.S. citizenship through a certified birth record issued by the Department of State. Employers must ensure the document is original and unexpired to establish an employee's identity and eligibility to work in the United States. |
| 17 | Original or certified copy of U.S. Birth Certificate | An original or certified copy of a U.S. Birth Certificate serves as a primary document for Form I-9 verification, establishing both identity and employment authorization. It must be issued by a city, county, or state vital records office to be considered valid for employment eligibility verification purposes. |
| 18 | Native American tribal document (birth record) | A Native American tribal birth record serves as a valid List C document for Form I-9 verification, establishing an employee's identity without requiring separate proof of employment authorization. Tribal birth records issued by federally recognized tribes confirm identity and can be used alongside List B documents for complete Form I-9 compliance. |
| 19 | U.S. Citizen ID Card (Form I-197) | The U.S. Citizen ID Card (Form I-197) serves as acceptable documentation for Form I-9 verification, establishing both identity and employment authorization for U.S. citizens. Employers must ensure that the document is original, unexpired, and presented alongside other required paperwork within the first three days of employment. |
| 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 an acceptable List B document for Form I-9 verification, establishing identity without proving employment authorization. Employers must ensure the card is unexpired and genuine as part of the employment eligibility verification process. |
| 21 | Employment Authorization Document issued by DHS | The Employment Authorization Document (EAD) issued by the Department of Homeland Security (DHS) serves as critical proof of both identity and employment authorization for Form I-9 verification. Employers must accept a valid EAD, such as Form I-766, from employees to comply with U.S. Citizenship and Immigration Services (USCIS) requirements during the hiring process. |
Understanding Form I-9: Purpose and Legal Requirements
Form I-9 is used to verify the identity and employment authorization of individuals hired for work in the United States. Employers must review acceptable documents from Lists A, B, and C to complete the verification process as mandated by the U.S. Citizenship and Immigration Services (USCIS). Understanding the legal requirements ensures compliance with federal law and helps prevent unauthorized employment.
Who Must Complete Form I-9?
Employers in the United States must complete Form I-9 to verify the identity and employment authorization of individuals hired for employment. Both citizens and noncitizens who accept employment must provide valid documentation to complete this form. Your employer is required to examine these documents and complete the verification process within specified timelines.
Key Sections of Form I-9 Explained
Form I-9 verification requires specific documents to confirm your identity and employment authorization. Understanding the key sections of Form I-9 helps ensure compliance with federal regulations.
- Section 1: Employee Information and Attestation - This section requires you to provide personal details and attest to your work authorization status.
- Section 2: Employer Review and Verification - Employers must examine original documents and record document details in this section within three business days of hire.
- Section 3: Reverification and Rehire - Used when employees are rehired or when their employment authorization expires and needs to be updated.
Providing acceptable documents from List A or a combination from Lists B and C completes the verification process on Form I-9.
Acceptable Verification Documents: List A, B, and C
You must present acceptable verification documents for Form I-9 to confirm your identity and employment authorization. These documents are divided into three categories: List A, List B, and List C.
- List A Documents - Documents that establish both identity and employment authorization, such as a U.S. passport or Permanent Resident Card.
- List B Documents - Documents that establish only identity, including a driver's license or state ID card with a photograph.
- List C Documents - Documents that establish only employment authorization, such as a Social Security card or a birth certificate.
Step-by-Step Guide to Reviewing Documents
Properly verifying documents for Form I-9 is essential to confirm an employee's identity and work authorization. A clear step-by-step approach ensures compliance with U.S. Citizenship and Immigration Services requirements.
- Examine Original Documents - Inspect each document in the presence of the employee to verify authenticity and ensure they are unexpired.
- Match Document to List A, B, or C - Confirm that the documents presented correspond to acceptable items from List A or a combination of Lists B and C.
- Record Document Information - Accurately enter document title, issuing authority, document number, and expiration date in Section 2 of Form I-9.
Document Retention Policies for Employers
Employers must retain Form I-9 for all employees for a specified period to comply with federal regulations. The document retention policy requires keeping Form I-9 for three years after the date of hire or one year after employment ends, whichever is later.
Proper storage of Form I-9 documents ensures easy access for audits or inspections by government authorities. Adhering to these retention rules protects your business from penalties and helps maintain employment verification compliance.
Common Mistakes in I-9 Verification
What documents do you need for Form I-9 verification? Employees must present valid identification and work authorization documents from the Lists of Acceptable Documents, including List A, List B, or List C. Employers must examine these documents carefully to ensure they are genuine and relate to the employee.
What are common mistakes in I-9 verification? Employers often accept expired documents or fail to complete the form within the required timeframe. Another frequent error is not properly recording document information, leading to non-compliance with USCIS regulations.
E-Verify Integration with Form I-9
| Document Category | Examples | Purpose for Form I-9 Verification |
|---|---|---|
| List A: Documents Establishing Both Identity and Employment Authorization | U.S. Passport, Permanent Resident Card (Green Card), Employment Authorization Document (EAD) | Proves employee's identity and legal authorization to work in the U.S. in one document for Form I-9 |
| List B: Documents Establishing Identity | State Driver's License, ID card issued by a state or outlying possession | Verifies employee identity only, used alongside List C documents |
| List C: Documents Establishing Employment Authorization | Social Security Card (without restrictions), Birth Certificate | Confirms employee's authorization to work in the U.S., when paired with List B |
| E-Verify Integration | Automated comparison of employee Form I-9 data with DHS and SSA records | Confirms employment eligibility electronically, reducing errors and ensuring compliance with Form I-9 verification requirements |
| Employer Responsibilities | Collect and review original documents, complete Form I-9 within 3 days of hire | Ensure documents appear genuine and relate to employee; submit data to E-Verify for instant eligibility confirmation |
Penalties for Non-Compliance with I-9 Requirements
Employers must retain completed Form I-9 documents for all employees as part of federal employment verification requirements. Failure to comply with these documentation and retention rules can result in significant penalties.
The Department of Homeland Security imposes fines ranging from $230 to over $2,200 per form for paperwork violations. More severe penalties apply for knowingly hiring unauthorized workers, including fines up to $16,000 per violation and potential criminal charges.
What Documents Do You Need for Form I-9 Verification? Infographic
