Employers must collect specific documents that establish an employee's identity and employment authorization for I-9 verification. Acceptable documents are categorized into List A, showing both identity and employment authorization, or a combination of List B (identity only) and List C (employment authorization). Common examples include a U.S. passport from List A, a driver's license from List B paired with a Social Security card from List C.
What Documents Does an Employer Need for I-9 Verification?
| Number | Name | Description |
|---|---|---|
| 1 | U.S. Passport or U.S. Passport Card | Employers must accept a U.S. Passport or U.S. Passport Card as valid List A documents for I-9 verification, which establish both identity and employment authorization. These documents eliminate the need for additional documentation, streamlining the onboarding process while ensuring compliance with U.S. Citizenship and Immigration Services requirements. |
| 2 | Permanent Resident Card (Form I-551) | Employers must collect a valid Permanent Resident Card (Form I-551) to complete the I-9 verification, confirming the employee's lawful permanent resident status in the United States. This document serves as proof of identity and employment authorization, satisfying both List A requirements on the I-9 form. |
| 3 | Employment Authorization Document (EAD, Form I-766) | Employers must review the Employment Authorization Document (EAD, Form I-766) as part of the I-9 verification to confirm a worker's legal authorization to work in the United States. The EAD contains the employee's photo, name, alien registration number, and expiration date, which are critical for validating employment eligibility under U.S. Citizenship and Immigration Services (USCIS) standards. |
| 4 | Foreign Passport with Form I-94 or I-94A | An employer must collect a foreign passport accompanied by Form I-94 or I-94A to verify an employee's identity and lawful presence in the United States during the I-9 verification process. The Form I-94 or I-94A provides evidence of admission, entry date, and authorized duration of stay, which are critical for validating work authorization status. |
| 5 | Driver’s License or ID Card issued by State | Employers require a valid Driver's License or ID Card issued by a state as an acceptable List B document for I-9 verification to establish an employee's identity. This document must be unexpired and contain a photograph or identifying information such as name, date of birth, gender, height, eye color, and address to meet Form I-9 requirements. |
| 6 | School ID Card with Photograph | Employers require a School ID Card with a Photograph as an acceptable List B document for I-9 verification, proving the employee's identity but not employment authorization. This document must be unexpired and issued by a recognized educational institution to meet U.S. Citizenship and Immigration Services (USCIS) standards. |
| 7 | Voter Registration Card | Employers must verify an employee's identity and employment authorization using acceptable documents for I-9 verification, and while a Voter Registration Card alone is not an acceptable List A, B, or C document, it can serve as supplemental evidence when paired with other required documents. The primary documents accepted include passports, driver's licenses, and Social Security cards, making the voter registration card insufficient by itself for I-9 compliance. |
| 8 | U.S. Military Card or Draft Record | Employers must accept the U.S. Military Card or draft record as valid List A documents for I-9 verification, proving both identity and employment authorization. This documentation ensures compliance with USCIS requirements and facilitates accurate record-keeping in the employment eligibility verification process. |
| 9 | Military Dependent’s ID Card | For I-9 verification, an employer can accept a Military Dependent's ID Card as a List A document that establishes both identity and employment authorization. This form of identification is issued by the Department of Defense and is valid for proving eligibility to work in the United States without requiring additional documents. |
| 10 | U.S. Coast Guard Merchant Mariner Card | Employers must verify employment eligibility using Form I-9, where the U.S. Coast Guard Merchant Mariner Card serves as a List A document, proving both identity and employment authorization. This card contains a photograph, full name, and an expiration date, satisfying the requirements to establish work eligibility for Merchant Mariners. |
| 11 | Native American Tribal Document | Employers require a Native American tribal document, such as a tribal enrollment card or census membership card, to verify identity and employment authorization for the I-9 form. These documents serve as acceptable List C documents under U.S. Citizenship and Immigration Services (USCIS) guidelines for employment eligibility verification. |
| 12 | U.S. Social Security Card | Employers require the U.S. Social Security Card as an acceptable document for I-9 verification to confirm an employee's identity and employment authorization. This card, combined with other identity or employment eligibility documents listed on the I-9 form, ensures compliance with U.S. Citizenship and Immigration Services regulations. |
| 13 | Birth Certificate (certified copy or original) | A certified copy or original birth certificate is an essential document for I-9 verification, serving as proof of both identity and U.S. citizenship or lawful status. Employers must ensure the document is unexpired and issued by a recognized authority to comply with Form I-9 requirements. |
| 14 | Consular Report of Birth Abroad (Form FS-240) | Employers require the Consular Report of Birth Abroad (Form FS-240) as a valid document to establish both identity and employment authorization for I-9 verification purposes. This form, issued by the U.S. Department of State, serves as proof of U.S. citizenship for individuals born abroad to American parents. |
| 15 | Certification of Birth issued by U.S. State (Form DS-1350, FS-545) | Employers must obtain a Certification of Birth issued by a U.S. State, such as Form DS-1350 or FS-545, as valid documentation for I-9 verification to establish an employee's identity and employment authorization. These birth certificates serve as primary evidence under List C of the I-9 documents, confirming U.S. citizenship without requiring additional documents. |
| 16 | Employment Authorization Document with Photo (Form I-688, I-688A, I-688B) | Employers must accept an Employment Authorization Document with Photo (Forms I-688, I-688A, I-688B) as valid proof of identity and work authorization for I-9 verification, ensuring the employee is legally permitted to work in the United States. These documents display a photograph and expiration date, enabling employers to verify employment eligibility during the new hire onboarding process. |
| 17 | Document for individuals under 18 (e.g., school record, doctor record) | Employers must obtain appropriate documents for I-9 verification, including government-issued IDs or, for individuals under 18, acceptable alternatives such as school records, medical records, or other official documentation proving identity and work authorization. These documents ensure compliance with U.S. Citizenship and Immigration Services (USCIS) requirements under the Employment Eligibility Verification process. |
Introduction to I-9 Verification Requirements
The I-9 verification process is a mandatory requirement for all employers in the United States to verify the identity and employment authorization of new hires. This process ensures compliance with federal immigration laws and prevents unauthorized employment.
Employers must examine specific documents provided by employees to complete Form I-9 accurately. These documents serve as proof of identity and legal authorization to work in the U.S.
Understanding the Purpose of Form I-9
| Document | Description | Purpose |
|---|---|---|
| Form I-9 | Employment Eligibility Verification form required by the U.S. Citizenship and Immigration Services (USCIS). | To verify the identity and employment authorization of individuals hired for employment in the United States. |
| List of Acceptable Documents | Documents are divided into three categories: List A, List B, and List C. | List A documents establish both identity and employment authorization. List B documents establish identity only. List C documents establish employment authorization only. |
| Examples of List A Documents | U.S. Passport, Permanent Resident Card (Green Card), Employment Authorization Document (EAD). | Proof of both identity and authorization to work in the U.S. |
| Examples of List B Documents | Driver's License, State ID Card, School ID with photo. | Establish identity but not employment authorization. |
| Examples of List C Documents | Social Security Card, Birth Certificate, Certificate of Citizenship. | Establish employment authorization but not identity. |
| Employer Responsibilities | Verify documents within three business days of hire, retain Form I-9 for a specified period, and make it available for inspection upon government request. | Ensure compliance with federal law regarding employment eligibility verification. |
Understanding the purpose of Form I-9 is crucial. This form helps employers confirm that their employees are authorized to work in the United States, supporting lawful employment practices. Your thorough attention to this verification protects your business from legal risks and ensures compliance with immigration laws.
Overview of I-9 Acceptable Documents
The I-9 verification process requires employers to review specific documents that establish an employee's identity and employment authorization. These documents fall into three categories: List A, List B, and List C.
List A documents prove both identity and employment authorization, such as a U.S. passport or Permanent Resident Card. List B documents establish identity only, examples include a driver's license or state ID card. List C documents demonstrate employment authorization only, like a Social Security card or birth certificate.
List A: Documents Establishing Identity and Employment Authorization
Employers must verify an employee's identity and employment authorization using specific documents listed under List A for I-9 verification. These documents simultaneously establish both identity and authorization to work in the United States.
- U.S. Passport or Passport Card - A valid U.S. passport or passport card serves as proof of identity and employment authorization without additional documents.
- Permanent Resident Card (Form I-551) - This green card confirms that the employee is a lawful permanent resident authorized to work in the U.S.
- Employment Authorization Document (Form I-766) - Issued by USCIS, this card allows non-citizens temporary permission to work and verifies their identity.
List B: Documents Establishing Identity Only
Employers must collect specific documents to complete the I-9 verification process, ensuring employees' identity and employment authorization. List B documents focus solely on establishing identity without proving work authorization.
- Driver's License or ID Card - Issued by a state or outlying possession of the United States, containing a photograph or identifying information such as name, date of birth, gender, height, eye color, and address.
- ID Card Issued by Federal, State, or Local Government Agencies - Must include a photograph or information like name, date of birth, gender, height, eye color, and address for identity verification.
- School ID Card with a Photograph - Provided by educational institutions to confirm identity through a photo ID for students.
List C: Documents Establishing Employment Authorization Only
List C documents establish an employee's authorization to work in the United States without proving identity. Employers must review these documents to complete the I-9 Employment Eligibility Verification form accurately.
Examples of List C documents include a Social Security card, a birth certificate issued by a U.S. state or territory, and a Native American tribal document. These documents confirm the employee's employment authorization but do not serve to establish identity.
How to Review and Accept I-9 Documents
Employers must carefully review original documents presented for I-9 verification to ensure they are genuine and relate to the employee. Acceptable documents fall into three categories: List A documents prove both identity and employment authorization, while List B verifies identity only, and List C confirms employment authorization. Employers should compare document details with the employee's information and reject photocopies or expired items to maintain compliance with U.S. Citizenship and Immigration Services (USCIS) guidelines.
Common I-9 Documentation Mistakes to Avoid
Employers must carefully verify employee eligibility using the correct I-9 documentation to avoid compliance issues. Common mistakes in I-9 verification can lead to legal penalties and delayed hiring processes.
- Using Expired Documents - Employers often accept expired identification, which invalidates the I-9 verification process.
- Incomplete Documentation - Failing to fill out all required fields on Form I-9 can result in audit failures.
- Accepting Unacceptable Documents - Employers must only accept documents listed on the official I-9 list to prove identity and work authorization.
Maintaining strict adherence to I-9 documentation requirements ensures smooth employment verification and legal compliance.
Retention and Storage of I-9 Forms and Documents
Employers must retain completed I-9 forms for each employee for either three years after the date of hire or one year after employment ends, whichever is later. These documents can be stored on paper, microfilm, microfiche, or electronically, provided electronic storage systems allow for accurate reproduction of the original forms. Proper security measures must be in place to protect the confidentiality and integrity of I-9 forms during storage and retention.
What Documents Does an Employer Need for I-9 Verification? Infographic
