Employers must collect specific documents from employees to complete the I-9 verification process, including a valid form of identification and proof of employment authorization. Acceptable documents fall into three categories: List A documents, which establish both identity and employment authorization, such as a U.S. passport; List B documents, which establish identity, like a driver's license; and List C documents, which prove employment eligibility, such as a Social Security card. Employers should ensure employees provide either one document from List A or a combination of one document from List B and one from List C to comply with verification requirements.
What Documents Are Required for an Employer I-9 Verification?
| Number | Name | Description |
|---|---|---|
| 1 | E-Verify Photo Matching | Employers must collect documents listed on the Form I-9, such as a U.S. passport, Permanent Resident Card, or Employment Authorization Document, to verify employee identity and employment authorization. E-Verify Photo Matching enhances this process by comparing the employee's photo from these documents against government databases to ensure accurate identity verification and prevent fraud. |
| 2 | List A Document Digitization | List A documents for employer I-9 verification include U.S. passports, permanent resident cards, and employment authorization documents, which must be digitized with high-resolution scans ensuring all security features are clearly visible. Proper digitization of these documents facilitates remote verification while maintaining compliance with U.S. Citizenship and Immigration Services (USCIS) guidelines. |
| 3 | Remote Form I-9 Inspection | Remote Form I-9 inspection requires employees to present acceptable identification documents, such as a valid U.S. passport, Permanent Resident Card, or driver's license with a Social Security card, through secure video conferencing or digital upload methods to verify identity and employment authorization. Employers must maintain records of these remote verifications while complying with the Department of Homeland Security's guidelines to ensure lawful employment eligibility verification. |
| 4 | Work Authorization Auto-Extension | Employers must accept document combinations listed on the Form I-9 List of Acceptable Documents, including unexpired work authorization documents that qualify for auto-extension under specific Department of Homeland Security (DHS) guidance. Auto-extension applies to Employment Authorization Documents (EADs) with certain codes, enabling continued employment eligibility verification beyond the printed expiration date during specified extension periods. |
| 5 | Electronic Retention Compliance | Employer I-9 verification mandates the receipt of specific identification documents, such as a U.S. passport or a combination of a driver's license and Social Security card, to confirm an employee's eligibility to work. Ensuring electronic retention compliance requires secure, encrypted storage systems that maintain document integrity and accessibility for the mandatory retention period of three years after hire or one year after termination, whichever is later. |
| 6 | Section 2 Verification Flexibility | Section 2 Verification Flexibility allows employers to verify employee identity and employment authorization using a List A document or a combination of one List B and one List C document, accommodating variations in available documentation. Employers must ensure documents appear genuine and relate to the employee but can accept expired documents under certain COVID-19-related flexibility measures. |
| 7 | Acceptable Receipts Rule | The Acceptable Receipts Rule allows employers to accept certain receipts as temporary proof of identity and employment authorization for Form I-9 verification, provided the employee presents a confirming document within 90 days. These receipts include those for pending applications or replacements of documents such as a Social Security card, employment authorization document, or permanent resident card. |
| 8 | Reverification for TPS Beneficiaries | Reverification for TPS beneficiaries requires employers to review and record updated valid documents that establish both identity and employment authorization, such as an unexpired Employment Authorization Document (EAD) with TPS notation. Employers must refrain from requesting more documents than necessary and only accept those specified by DHS guidance to ensure continued compliance with I-9 requirements. |
| 9 | List B COVID-19 Flexibility | List B documents accepted for I-9 verification during the COVID-19 flexibility period include employee identification such as a state-issued driver's license or ID card. This temporary allowance enables remote verification by permitting employees to submit these documents electronically, ensuring compliance while accommodating public health guidelines. |
| 10 | Hybrid Workforce I-9 Procedure | Employers conducting I-9 verification for a hybrid workforce must accept documents from List A, or a combination of List B and List C documents, such as a U.S. Passport, driver's license, and Social Security card, ensuring remote employees submit scanned or electronic copies following DHS guidelines. Implementing a secure, compliant electronic verification system helps maintain proper records and meet federal I-9 requirements while accommodating remote and in-person hiring processes. |
Introduction to Employer I-9 Verification
The Employer I-9 Verification is a mandatory process to confirm the identity and employment authorization of individuals hired for work in the United States. You must complete this verification to ensure compliance with federal immigration laws.
This report outlines the essential documents required for Employer I-9 Verification.
- Identity Evidence - Documents such as a U.S. passport or state-issued driver's license establish the employee's identity.
- Employment Authorization - Documents like a Social Security card or Employment Authorization Document (EAD) verify legal authorization to work.
- Combination of Documents - A List A document alone or a combination of List B and List C documents satisfy verification requirements.
Legal Requirements for I-9 Compliance
The I-9 form mandates that employers verify each employee's identity and employment authorization using specific documents. Compliance with these requirements prevents legal penalties and ensures lawful employment.
- List A Documents - These documents establish both identity and employment authorization, such as a U.S. passport or Permanent Resident Card.
- List B Documents - These verify only identity, including a state-issued driver's license or ID card with a photograph.
- List C Documents - These confirm employment authorization alone, like a Social Security card or birth certificate.
Overview of I-9 Verification Process
The I-9 verification process ensures that employers confirm the identity and employment authorization of new hires. This verification is mandatory to comply with federal law and avoid penalties.
- Document Presentation - You must examine original documents that prove identity and employment eligibility.
- Acceptable Documents - Documents are divided into List A, List B, and List C, each representing different types of verification.
- Form Completion - Employers complete and retain Form I-9 for all employees hired after November 6, 1986.
Proper adherence to this process protects your business from legal risks related to unauthorized employment.
Required Employee Documents for I-9
Employers must verify the identity and employment authorization of new employees using the I-9 form. Specific documents are required from employees to complete this verification process.
Acceptable documents are divided into three lists: List A, List B, and List C. Employees must present either one document from List A or a combination of one document from List B and one from List C.
Acceptable Documents: List A, B, and C
Employers must complete the I-9 verification process to confirm the identity and employment authorization of new hires. Acceptable documents are categorized into three lists: List A, List B, and List C.
List A documents establish both identity and employment authorization, such as a U.S. passport or Permanent Resident Card. List B documents verify identity only and include items like a driver's license or state ID card with a photo. List C documents prove employment authorization, with examples like a Social Security card or a birth certificate.
Completing and Storing I-9 Forms
Employers must collect specific documents to complete the I-9 verification process, including a valid government-issued photo ID and proof of employment authorization. Completing the I-9 form accurately requires entering employee information and verifying original documents within the prescribed timeframe. Storing I-9 forms securely for at least three years after hiring or one year after employment ends is essential for compliance and future audits.
Common Mistakes in I-9 Documentation
Employers must verify the identity and employment authorization of new hires using the I-9 form, which requires specific documents from List A or a combination of List B and List C. Common documents include a U.S. passport, Permanent Resident Card, or a driver's license coupled with a Social Security card.
Common mistakes in I-9 documentation include accepting expired documents and failing to ensure document consistency with employee information. Employers often err by not completing the form within the required timelines or overlooking document physical inspection requirements.
Penalties for Non-Compliance
What documents must an employer collect for I-9 verification to avoid penalties? Employers are required to review acceptable documents from List A or a combination of List B and List C to verify an employee's identity and employment authorization. Failure to comply with I-9 documentation requirements can result in fines ranging from $250 to $2,500 per violation, with higher penalties for intentional violations.
Best Practices for I-9 Verification Audits
| Document Category | Examples of Acceptable Documents | Best Practices for I-9 Verification Audits |
|---|---|---|
| List A (Documents Establishing Both Identity and Employment Authorization) | U.S. Passport, Permanent Resident Card (Form I-551), Employment Authorization Document (Form I-766) | Ensure documents are original and unexpired. Verify authenticity by checking security features. Avoid accepting photocopies unless specifically authorized. |
| List B (Documents Establishing Identity) | State-issued Driver's License, State ID Card, School ID with photograph | Confirm the document includes a photograph. Verify expiration dates. Cross-check issuer details with known standards. |
| List C (Documents Establishing Employment Authorization) | Social Security Card (non-laminated), Birth Certificate issued by a U.S. state or territory, Native American Tribal Document | Verify documents are issued by authorized agencies. Confirm no alterations or discrepancies in document details. |
| General Best Practices |
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What Documents Are Required for an Employer I-9 Verification? Infographic
