New hires need to provide documents that establish both identity and employment authorization for I-9 verification. Acceptable documents are listed on the I-9 form and include options such as a U.S. passport, permanent resident card, or a combination of a driver's license and Social Security card. Employers must review and retain these documents to comply with federal employment eligibility requirements.
What Documents Does a New Hire Need for I-9 Verification?
| Number | Name | Description |
|---|---|---|
| 1 | U.S. Passport or U.S. Passport Card | A new hire can present a U.S. Passport or U.S. Passport Card as a List A document for I-9 verification, proving both identity and employment authorization. These documents are issued by the U.S. Department of State and are valid for employment verification without the need for additional forms. |
| 2 | Permanent Resident Card (Green Card) | A Permanent Resident Card, also known as a Green Card, serves as proof of both identity and employment authorization for I-9 verification and must be presented by new hires to establish their eligibility to work in the United States. Employers are required to record the document title, issuing authority, document number, and expiration date, if applicable, on the Form I-9 to ensure compliance with federal employment verification laws. |
| 3 | Employment Authorization Document (EAD, Form I-766) | The Employment Authorization Document (EAD, Form I-766) serves as essential proof of employment authorization for new hires during I-9 verification, confirming the individual's legal right to work in the United States. Employers must ensure the EAD is unexpired and genuine, as it allows the employee to establish both identity and employment eligibility on the Form I-9. |
| 4 | Foreign passport with Form I-94/I-94A | Foreign passport holders must present their valid passport along with Form I-94 or I-94A showing their nonimmigrant admission status to satisfy I-9 verification requirements. These documents establish both identity and employment authorization for new hires in the United States. |
| 5 | Driver’s License or State-issued ID card | A new hire must present a valid driver's license or state-issued ID card as a primary identification document for I-9 verification to establish identity. These documents, combined with proof of employment authorization such as a Social Security card or birth certificate, fulfill the requirements set by the U.S. Citizenship and Immigration Services for Form I-9 compliance. |
| 6 | School ID card with photograph | A new hire can present a school ID card with a photograph as a List B document for I-9 verification, provided it confirms identity but must be accompanied by a List C document to establish employment authorization. This combination meets the requirements set by the U.S. Citizenship and Immigration Services for Form I-9 compliance. |
| 7 | Voter Registration Card | A Voter Registration Card alone is not an acceptable document for I-9 verification, as the U.S. Citizenship and Immigration Services (USCIS) requires official identification that establishes both identity and employment authorization. New hires must provide documents from List A or a combination of documents from List B and List C, such as a U.S. passport, state-issued driver's license, and Social Security card, since the Voter Registration Card does not meet these criteria. |
| 8 | U.S. Military Card or Draft Record | For I-9 verification, a U.S. Military Card or Draft Record serves as acceptable documentation under List A, verifying both identity and employment authorization. Employers must ensure the presented military card is valid and corresponds to the employee's information to comply with U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 9 | Military dependent’s ID card | A new hire who is a military dependent can present a military dependent's ID card as a List B document for I-9 verification, establishing identity but requiring a List C document to verify employment authorization. This ID card, issued by the Department of Defense, is specifically recognized under the I-9 guidelines to confirm identity but not eligibility to work. |
| 10 | U.S. Coast Guard Merchant Mariner Card | For I-9 verification, a new hire can present a U.S. Coast Guard Merchant Mariner Credential as a List A document, which establishes both identity and employment authorization. This credential meets the Department of Homeland Security requirements by proving the individual's legal eligibility to work in the United States. |
| 11 | Native American tribal document | New hires must provide acceptable documents from the List of Acceptable Documents for I-9 verification, including Native American tribal documents such as tribal enrollment cards or census cards issued by recognized tribes. These documents establish identity and employment authorization when combined with a valid photo ID or birth certificate. |
| 12 | Birth Certificate (certified copy) | A certified copy of a birth certificate is a primary document for I-9 verification proving U.S. citizenship or lawful status for employment eligibility. Employers must ensure the birth certificate is official, contains the employee's full name, date of birth, and a seal or signature from the issuing authority. |
| 13 | Social Security Card | A new hire must provide documents that establish both identity and employment authorization for I-9 verification, with the Social Security Card serving as a primary document to confirm the employee's Social Security Number and authorized work status. Employers must ensure the Social Security Card is unaltered, issued by the Social Security Administration, and accompanied by another document like a driver's license to satisfy I-9 requirements. |
| 14 | Certificate of U.S. Citizenship (Form N-560 or N-561) | A new hire may present a Certificate of U.S. Citizenship (Form N-560 or N-561) as proof of identity and employment authorization for I-9 verification. This document confirms U.S. citizenship status and meets the requirements to establish both identity and employment eligibility for Form I-9 purposes. |
| 15 | Certificate of Naturalization (Form N-550 or N-570) | For I-9 verification, a new hire can present a Certificate of Naturalization (Form N-550 or N-570) as List A document, which establishes both identity and employment authorization. Employers must ensure the certificate is original and unexpired to comply with U.S. Citizenship and Immigration Services (USCIS) requirements. |
| 16 | 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 verification, proving both identity and employment authorization for new hires. Employers must ensure the card is genuine and unexpired to comply with U.S. Citizenship and Immigration Services (USCIS) guidelines during the Form I-9 completion process. |
| 17 | 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 verification, confirming both identity and employment authorization of new hires. Employers must ensure the Form I-179 is unexpired and genuine when completing the I-9 employment eligibility verification process. |
| 18 | Employment authorization document issued by DHS | A new hire must present an original Employment Authorization Document (EAD) issued by the Department of Homeland Security (DHS) as proof of identity and employment eligibility for I-9 verification. The EAD, also known as Form I-766, serves as a critical document demonstrating lawful authorization to work in the United States. |
Overview of I-9 Verification for New Employees
The I-9 verification process ensures new hires are authorized to work in the United States. Employees must present valid documents from List A, or a combination of documents from List B and List C, to complete this verification. You need to submit these documents within three business days of starting employment to comply with federal law.
Understanding Form I-9 Requirements
What documents are required for a new hire to complete Form I-9 verification? Employers must verify the identity and employment authorization of each new employee by reviewing acceptable documents. These documents fall into three categories: List A, List B, and List C, with employees providing either one document from List A or a combination of one document from List B and one from List C.
List A: Acceptable Documents for Identity and Employment Authorization
New hires must present specific documents to complete the I-9 verification process, ensuring both identity and employment authorization. List A includes documents that establish both criteria simultaneously.
- U.S. Passport or Passport Card - These documents provide proof of U.S. citizenship and authorize employment without additional documentation.
- Permanent Resident Card (Form I-551) - This card evidences lawful permanent resident status and employment eligibility.
- Employment Authorization Document (Form I-766) - This document grants temporary employment authorization for certain non-citizens.
Employers must carefully examine these documents to properly verify a new hire's identity and work authorization.
List B: Documents Proving Identity Only
| List B: Documents Proving Identity Only for I-9 Verification | |
|---|---|
| State Issued Driver's License or ID Card | Must contain a photograph or information such as name, date of birth, gender, height, eye color, and address |
| School Identification Card | Must include a photograph and be issued by a recognized educational institution |
| Voter's Registration Card | Used to establish identity for employment eligibility |
| U.S. Military Card or Draft Record | Valid document reflecting military service and identification |
| Military Dependent's ID Card | Issued to family members of military personnel, proving identity |
| U.S. Coast Guard Merchant Mariner Card | Government-issued card verifying identity for maritime service personnel |
| Native American Tribal Document | Official document issued by a recognized tribe confirming identity |
| Driver's License Card issued by a Canadian Government Authority | For employees applying in the U.S., proving identity |
Your employer must review one document from List B along with a document from List C to complete Section 2 of the Form I-9.
List C: Documents Proving Employment Authorization Only
List C documents establish a new hire's employment authorization without verifying identity. These documents confirm the employee's right to work in the United States.
Examples include a Social Security card, a birth certificate issued by a U.S. state, or a Native American tribal document. Employers must accept an unexpired Social Security card unless it includes restrictions.
Commonly Accepted I-9 Verification Documents
New hires must present specific documents to complete I-9 verification, ensuring legal employment eligibility. Commonly accepted 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 includes documents establishing identity only, like a driver's license or state ID card. List C verifies employment authorization, examples include a Social Security card or birth certificate.
Electronic vs. Paper I-9 Verification Processes
New hires must present specific documents for I-9 verification to confirm their eligibility to work in the United States. The process varies between electronic and paper methods, each with distinct verification steps and document handling.
- Electronic I-9 Verification - Uses digital platforms to capture and store employee documents securely, enabling faster and remote completion.
- Paper I-9 Verification - Requires physical documents reviewed and copied by the employer in-person, with retention of completed paper forms.
- Document Requirements - Both processes mandate acceptable documents from List A or a combination of List B and List C as specified by USCIS for identity and employment authorization.
Deadlines and Timelines for I-9 Document Submission
New hires must complete the I-9 form by the first day of employment to verify identity and employment authorization. Employers are required to examine acceptable documents within three business days of the hire date. Failure to submit these documents within the specified timeline can result in compliance penalties and delays in payroll processing.
Penalties for Non-Compliance with I-9 Requirements
Employers must ensure new hires submit appropriate documents for I-9 verification to confirm identity and employment authorization. Acceptable documents include a U.S. passport, permanent resident card, or combinations like a driver's license and Social Security card.
Failure to comply with I-9 requirements can result in significant penalties, including fines up to $2,292 per violation. Severe infractions may lead to additional sanctions, such as criminal charges or business license suspensions.
What Documents Does a New Hire Need for I-9 Verification? Infographic
