Employees must provide documents that establish their identity and employment authorization for I-9 verification. Acceptable documents include a U.S. passport, permanent resident card, or a combination of a driver's license and Social Security card from the Lists of Acceptable Documents provided by USCIS. Employers should carefully review these documents to ensure compliance and avoid penalties.
Introduction to I-9 Employment Eligibility Verification
The I-9 Employment Eligibility Verification process is essential for confirming the identity and employment authorization of individuals hired for work in the United States. Employers must review specific documents to complete this verification accurately and comply with federal law.
- List A Documents - Establish 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 - Establish employment authorization only, such as a Social Security card or birth certificate.
Employers must examine original documents from the prescribed lists to complete the I-9 form correctly and ensure lawful employment eligibility.
Overview of I-9 Form Purpose and Importance
The I-9 form verifies the identity and employment authorization of individuals hired for work in the United States. Your compliance with I-9 documentation ensures legal employment and prevents unauthorized work.
- Identity Verification - Documents establish the employee's identity to confirm they are who they claim to be.
- Employment Authorization - Required documents prove the employee is legally allowed to work in the U.S.
- Legal Compliance - Proper I-9 verification protects employers from penalties and supports federal immigration laws.
Employee Responsibilities in I-9 Verification
Employees must provide acceptable documents that establish identity and employment authorization for I-9 verification. Commonly accepted documents include a U.S. passport, permanent resident card, or a combination of a driver's license and Social Security card. You are responsible for presenting valid, original documents within three days of starting work to comply with employment eligibility requirements.
Employer Obligations for I-9 Compliance
| Document Type | Examples | Purpose | Employer Obligation |
|---|---|---|---|
| List A | U.S. Passport, Permanent Resident Card, Employment Authorization Document | Proof of identity and employment authorization | Verify document authenticity and complete Section 2 of Form I-9 within three business days of hire |
| List B | Driver's License, State ID Card, School ID with a photo | Proof of identity only | Ensure document appears genuine and relates to the employee |
| List C | Social Security Card, Birth Certificate, Certificate of U.S. Citizenship | Proof of employment authorization only | Confirm document validity and cross-check with List B document for completeness |
| Retention and Storage | Completed I-9 Forms, Copies of Examined Documents (optional but recommended) | Compliance record and audit purposes | Retain Form I-9 for three years after hire date or one year after termination, whichever is later; ensure secure storage to protect employee privacy |
| Anti-Discrimination Compliance | N/A | Prevent unfair hiring practices | Apply document verification uniformly without discrimination based on citizenship or national origin |
Acceptable List A Documents for I-9 Verification
Acceptable List A documents for I-9 verification establish both identity and employment authorization. These include specific federal documents that prove a person's eligibility to work in the United States without needing additional papers.
Common List A documents include a U.S. Passport or U.S. Passport Card, which verify identity and employment authorization simultaneously. Another example is a Permanent Resident Card, also known as a Green Card, which confirms lawful permanent resident status. Employment Authorization Documents (EAD), issued by USCIS, also fall under List A, allowing temporary work authorization for non-citizens.
Acceptable List B Documents: Identity Confirmation
Acceptable List B documents verify Your identity without establishing work authorization. Common examples include a state-issued driver's license, a school identification card, or a U.S. military card. Employers must ensure these documents are current and display Your photograph or other identifying information.
Acceptable List C Documents: Employment Authorization
List C documents establish an employee's authorization to work in the United States without proving identity. These documents confirm employment eligibility but do not verify identity.
Examples of acceptable List C documents include a Social Security card, a birth certificate issued by a U.S. authority, and a certification of report of birth. Employers must ensure these documents are original and unexpired for I-9 verification purposes.
I-9 Document Retention and Storage Requirements
What types of documents are needed for I-9 verification? The I-9 form requires specific documents to confirm identity and employment authorization, including List A documents or a combination of List B and List C documents. Employers must ensure these documents are genuine and belong to the employee.
What are the I-9 document retention and storage requirements? Employers must retain the completed I-9 forms for either three years after the date of hire or one year after employment ends, whichever is later. Proper storage includes secure physical or electronic filing systems to protect sensitive employee information from unauthorized access.
Common Mistakes and Pitfalls in I-9 Verification
Understanding the required documents for I-9 verification is essential to comply with employment laws and to avoid costly errors. Common mistakes during the verification process often lead to compliance issues and potential penalties.
- Using expired documents - Employers must ensure all documents presented are current and not expired to meet I-9 requirements.
- Accepting incorrect document combinations - Proper document pairing from List A or Lists B and C must be verified to fulfill eligibility criteria.
- Failing to complete the form in a timely manner - Your responsibility includes completing Section 1 on the first day of employment and Section 2 within three business days.
What Types of Documents Are Needed for I-9 Verification? Infographic
