Documents for I-9: 3 Seamless Steps 2025

The Three Lists of Acceptable Documents for I-9

Documents for I-9 verification fall into three categories, and understanding which ones your new hires can present is critical for staying compliant with federal employment law.

Here’s what you need to know right away:

Employees must present one of the following:

• List A: One document proving both identity and work authorization (like a U.S. Passport or Permanent Resident Card)
• List B + List C: One document proving identity (like a driver’s license) AND one document proving work authorization (like a Social Security card)

All documents must be unexpired.

Federal law requires every U.S. employer to complete and retain a Form I-9 for each individual they hire for employment in the United States. This requirement comes from the Immigration Reform and Control Act of 1986 (IRCA), and it applies to every new hire, whether they’re a U.S. citizen or a noncitizen.

The process is straightforward, but mistakes can be costly. Fines for I-9 violations range from hundreds to thousands of dollars per form, and incomplete or incorrect forms can put your business at serious financial and legal risk.

The good news? When you know exactly which documents are acceptable, you can verify your employees quickly, accurately, and confidently. You just need to understand the three lists, know the special rules for receipts and minors, and follow a few key deadlines.

Let’s walk through everything you need to know about I-9 documents so you can keep your hiring process compliant and hassle-free.

Navigating the I-9 verification process might seem like a maze, but it’s simpler than you think once you understand the three distinct lists of acceptable documents for I-9. The United States Citizenship and Immigration Services (USCIS) provides these lists to ensure that employers can verify both an employee’s identity and their legal authorization to work in the U.S. We must remember that employees have the right to choose which documents they present from these lists, and we, as employers, cannot demand specific ones. All documents must be unexpired, unless specifically extended by the issuing authority.

For a deeper dive into the verification process, explore our guide on Verifying I-9 Documents. You can also find the official lists directly from Form I-9 Acceptable Documents – USCIS.

List A: Documents Establishing Both Identity and Employment Authorization

Think of List A as the “one-stop shop” for documents for I-9 verification. A single document from this list satisfies both the identity and employment authorization requirements. If an employee presents a List A document, you do not need to ask for any other documents. This simplifies the process for both parties, making it a popular choice.

Common List A documents include:

• U.S. Passport or U.S. Passport Card: These are definitive proof of both identity and U.S. citizenship, which inherently grants employment authorization.
• Permanent Resident Card (Form I-551), also known as a “Green Card”: This card indicates lawful permanent residency in the U.S., allowing the individual to live and work permanently. Even older designs of these cards are valid until their expiration date.
• Employment Authorization Document (Form I-766), often called an EAD card: Issued by USCIS, this card allows non-citizens to work legally in the U.S. for a specific period. Like Green Cards, older designs remain valid until their expiration.
• Foreign passport with a temporary I-551 stamp or printed notation: This indicates lawful permanent resident status for a temporary period until a Permanent Resident Card is issued.
• Foreign passport with Form I-94 or Form I-94A Arrival-Departure Record and an endorsement to work: For certain nonimmigrant categories, this combination can prove temporary work authorization and identity. The endorsement must clearly state the individual’s work authorization and that the period has not expired.

List B: Documents Establishing Identity Only

When an employee doesn’t have a List A document, they’ll need to present one document from List B and one from List C. List B documents serve one purpose: to establish the employee’s identity. These documents typically include a photograph and identifying information.

Here are some common List B documents for I-9 purposes:

• Driver’s license or ID card issued by a state or outlying possession of the United States: This is a very common choice. It must contain a photograph or other identifying information such as name, date of birth, gender, height, eye color, and address.
• ID card issued by federal, state, or local government agencies or entities: Similar to a driver’s license, this card must also contain a photograph or identifying information.
• School ID card with a photograph: A simple yet effective way for students to prove their identity.
• Voter’s registration card: This card confirms identity and the right to vote.
• U.S. military card or draft record: Official military identification.
• Military dependent’s ID card: Issued to dependents of military personnel.
• Native American tribal document: A valid document issued by a federally recognized Native American tribe.

List C: Documents Establishing Employment Authorization Only

Now for the second part of the List B + List C combination. List C documents for I-9 purposes establish that an individual is authorized to work in the United States. These documents do not prove identity on their own, which is why they must always be paired with a List B document.

Some frequently seen List C documents include:

• Social Security Account Number card: This is a very common document, but with a crucial caveat: it must be unrestricted. Cards that state “NOT VALID FOR EMPLOYMENT,” “VALID FOR WORK ONLY WITH DHS AUTHORIZATION,” or “VALID FOR WORK ONLY WITH INS AUTHORIZATION” are not acceptable for I-9 purposes.
• Original or certified copy of a birth certificate issued by a U.S. state, county, municipal authority, or outlying possession of the United States bearing an official seal: This proves U.S. citizenship, and therefore work authorization. Puerto Rico birth certificates issued on or after July 1, 2010, are acceptable.
• U.S. Citizen ID Card (Form I-197): A card issued by USCIS to U.S. citizens.
• Identification Card for Use of Resident Citizen in the United States (Form I-179): Another card issued by USCIS to U.S. citizens.
• Native American tribal document: This document, when not used for List B, can establish employment authorization.
• Employment authorization document issued by the Department of Homeland Security (DHS): This category includes various documents issued by DHS that grant employment authorization, provided they are not already listed under List A.

For a comprehensive checklist and guidance on what to expect during the initial hiring paperwork, check out our New Hire Paperwork I-9 resource.

Special Cases: Receipts, Minors, and Expired Documents

Most I-9 verifications follow a straightforward path, but every HR professional eventually encounters situations that don’t fit the standard mold. Knowing how to handle receipts, minors, and expired documents for I-9 verification can make the difference between smooth compliance and costly mistakes.

These special cases trip up even experienced employers. They’re also where many I-9 violations happen, leading to fines that could have been easily avoided. Let’s walk through each scenario so you’ll know exactly what to do when these situations arise. Our Employer I-9 Verification Guide offers additional insights into navigating these trickier situations.

What Are Acceptable Receipts for Form I-9 Documents?

Picture this: it’s a new employee’s first day, and they realize their wallet was stolen over the weekend. Their driver’s license and Social Security card are gone. Can they still complete their I-9?

The answer is yes, but only temporarily. USCIS allows employees to present receipts for documents for I-9 verification under specific circumstances. This is commonly known as the 90-day rule.

A receipt is acceptable when it shows that an employee has applied for a replacement of a lost, stolen, or damaged document from List A, List B, or List C. The employee must then present the actual replacement document within 90 days of their hire date. If you’re reverifying employment authorization, they have 90 days from the date their authorization expires.

There are also two special receipt types that act as temporary proof of permanent resident status. A Form I-94/I-94A containing a temporary I-551 stamp and a photograph serves as a temporary Permanent Resident Card. Similarly, a Form I-94/I-94A with a refugee admission stamp or an indication of parolee status is acceptable as a receipt.

Here’s the critical limitation: receipts are not acceptable for initial grants of employment authorization. An employee cannot hand you a receipt showing they applied for their first Employment Authorization Document and expect to start work. The receipt only works for replacements of documents they previously had.

Also, if someone is hired for less than three business days, receipts cannot be accepted at all. The employment period is too short for the receipt process to work.

Document Requirements for Employees Under 18

Hiring younger workers, whether for summer jobs or part-time positions, comes with its own set of documents for I-9 rules. The good news is that USCIS understands minors often don’t have driver’s licenses or photo IDs yet.

If an employee is under 18 and cannot present a List A document or a List B document with a photograph, they have other options. For establishing identity, minors can present a school record or report card, which is probably the most common choice. They can also use a clinic, doctor, or hospital record or even a day-care or nursery school record for very young employees.

When a minor uses one of these alternative documents, a parent or legal guardian must complete Section 1 of the Form I-9. In the signature block, they should write “individual under age 18” instead of the minor’s signature. Then, when you complete Section 2, you’ll write “individual under age 18” in the appropriate space to indicate why there’s no photo ID.

The minor still needs to prove employment authorization, so they’ll present a List C document like an unrestricted Social Security card or a U.S. birth certificate. This combination satisfies the I-9 requirements while recognizing that teenagers and younger workers simply don’t have the same documents as adults.

Handling Expired Documents and Reverification

Document expiration is one of the most confusing aspects of I-9 compliance. The rules depend entirely on which type of document expired.

List A documents, which prove both identity and work authorization, sometimes require reverification when they expire. But here’s where it gets interesting: if the document belongs to a U.S. citizen or lawful permanent resident, you don’t need to reverify it even if it expires. Why? Because their underlying work authorization never expires. A U.S. Passport or Permanent Resident Card can expire, but the person’s right to work doesn’t change.

However, many Employment Authorization Documents (EADs) do require reverification upon expiration because they represent temporary work authorization.

List B documents are simpler. Since they only establish identity, and a person’s identity doesn’t expire, you generally never need to reverify List B documents, even if they expire after you’ve completed the I-9.

List C documents establish employment authorization only, so if one expires, you must reverify the employee’s work authorization. This is not optional. You cannot allow someone to continue working if their List C document has expired without obtaining new proof of authorization.

When reverification is needed, you’ll complete Supplement B (which replaced the old Section 3) of Form I-9. The key to managing this smoothly is tracking expiration dates for all List A and List C documents. Set reminders well before documents expire so you and your employees have time to gather new documentation.

For situations involving employees returning to your company or those whose authorization needs updating, our guide on the I-9 Process for Rehires walks you through the specific steps to follow.

Best Practices for I-9 Compliance and Record-Keeping

Knowing which documents for I-9 verification are acceptable is just the beginning. The real test of compliance comes in how you manage the entire process, from timely completion to secure storage. Think of I-9 compliance as a three-legged stool: you need the right documents, the right timing, and the right record-keeping practices. Remove any one of those legs, and the whole thing topples.

Building a robust compliance strategy protects your business from costly penalties and gives you peace of mind. Regular Auditing I-9 Forms helps you catch errors before they become problems. And if you have remote employees scattered across different locations, you’ll need specialized approaches to verify their documents for I-9 without being physically present.

Key Deadlines for Form I-9 Completion

Missing I-9 deadlines is like showing up late to your own job interview. It doesn’t matter how good your excuse is, you’ve already made a poor impression. The government takes these deadlines seriously, and violations can result in hefty fines.

Here’s what you need to remember: Section 1 must be completed by the employee no later than their first day of employment for pay. Not the day before, not during the interview process, but on or before that first day they start working. The employee fills out this section themselves, attesting to their employment eligibility.

Then comes your part. Section 2 must be completed by you (or your authorized representative) within three business days after the employee’s first day of employment. During this window, you must physically examine the original documents for I-9 that the employee presents and record the relevant information. You cannot accept photocopies or digital images for this step, you need to see the actual documents.

What counts as a business day? Any day except Saturdays, Sundays, and federal holidays. If someone starts on a Wednesday, you have until the end of the day the following Monday to complete Section 2. If they start on a Thursday, you have until Tuesday.

One important exception: if the employee will only be working for you for three days or less, you must complete Section 2 by the end of their first working day. No three-day grace period in that case.

For a detailed walkthrough of every field and requirement, check out our resource on I-9 Form Completion.

Electronic I-9 Forms and E-Verify

Paper forms have their place, but let’s be honest: they’re also easy to lose, damage, or fill out incorrectly. That’s why many businesses are switching to Electronic I-9 Solutions. These systems use smart-form technology that guides users through each field, flags missing information before you submit, and stores everything securely in the cloud.

The biggest advantage? Error reduction. Electronic systems won’t let you skip required fields or enter invalid dates. They also make it easier to track expiration dates and set up automatic reminders for reverification. When audit time comes around, you can pull up any form in seconds instead of digging through filing cabinets.

Now, let’s talk about E-Verify, which often gets confused with Form I-9 but is actually a separate system. E-Verify is an internet-based system run by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). After you complete Form I-9, you can enter the employee’s information into E-Verify, which then checks it against DHS and SSA databases to confirm employment eligibility.

Here’s the key point: E-Verify does not replace Form I-9. You still need to complete the I-9 for every new hire, even if you use E-Verify. Think of E-Verify as an additional verification step, not a substitute. Some federal contractors and employers in certain states are required to use E-Verify, while for others it’s voluntary. Our I-9 E-Verify Ultimate Guide breaks down everything you need to know about when and how to use this system.

Avoiding Common Mistakes and Penalties

The penalties for I-9 violations aren’t small. Fines range from hundreds to thousands of dollars per form, and during an audit, those numbers multiply fast. Understanding the most common mistakes helps you avoid them.

Incomplete forms are the number one violation. Even one missing initial or an unchecked box can render the entire form non-compliant. Before you file away any I-9, take a moment to scan every section. Are all required fields filled in? Did the employee sign and date Section 1? Did you record the document information correctly in Section 2?

Late completion is another frequent issue. Life gets busy, especially during onboarding when you’re juggling multiple tasks. But there’s no grace period beyond the three business days. Set up a system, whether it’s calendar reminders or an electronic solution, that ensures you never miss the deadline.

Then there’s the problem of accepting invalid documents. An expired driver’s license doesn’t prove identity. A Social Security card that says “NOT VALID FOR EMPLOYMENT” doesn’t prove work authorization. And a photocopy of a passport, no matter how clear, isn’t acceptable. Always verify that the documents for I-9 are original (or certified copies where allowed), unexpired (unless specifically extended), and from the official acceptable lists.

Improper storage might not seem like a big deal until an audit happens. Form I-9s must be stored separately from regular personnel files and kept secure. They also have specific retention requirements: you must keep each I-9 for three years after the date of hire or one year after employment ends, whichever is later. Our guide on I-9 Record Keeping will help you set up a compliant storage system.

Don’t forget about discrimination, either. You cannot demand specific documents from employees or treat people differently based on their appearance, accent, or name. Every employee has the right to choose which acceptable documents they present, and you must accept any valid document from the official lists. The Immigrant and Employee Rights Section (IER) of the Department of Justice takes these violations very seriously.

Finally, reverification errors can trip you up months or even years after the initial hire. When an employee’s work authorization expires (like an EAD or certain List C documents), you must reverify their eligibility using Supplement B of Form I-9. Failing to track expiration dates or missing the reverification deadline means the employee cannot legally continue working for you.

Want to know exactly what these mistakes could cost you? Visit our I-9 Compliance Penalties page for a detailed breakdown of fines and consequences.

Frequently Asked Questions about I-9 Documents

Let’s tackle some of the most common questions we hear about documents for I-9 verification. These come up all the time, and knowing the answers can save you from costly mistakes and keep your hiring process running smoothly.

Can an employer specify which documents an employee must present?

Here’s the short answer: no, you can’t. And this is really important to understand.

Federal law gives employees the right to choose which acceptable documents for I-9 they want to present. They can select one document from List A, or they can choose the List B plus List C combination. That choice is theirs, not yours.

You cannot ask for specific documents. You can’t tell someone, “I need to see your passport,” or, “I prefer if you bring your birth certificate and Social Security card.” You also can’t ask for more documents than required, a practice sometimes called “over-documentation.” Doing any of these things could land you in hot water for unlawful discrimination based on national origin or citizenship status.

The Immigrant and Employee Rights Section (IER) of the Department of Justice takes these anti-discrimination provisions seriously. They actively investigate and enforce violations. Your job is simple: present the Lists of Acceptable Documents to your new hire, explain the options, and let them decide what to bring.

What happens if an employee cannot present the required documents?

This is a tough situation, but the law is clear. If an employee cannot present acceptable documents for I-9 (either one from List A or the combination of one from List B and one from List C) or an acceptable receipt within the required timeframe, they cannot continue working for pay.

The timeframe is strict: by the end of the third business day after the employee’s first day of employment.

Should you give them some grace? Absolutely. Make reasonable efforts to communicate what’s needed and give them time to gather their documents. But if they simply cannot comply by the deadline, federal law requires that employment be terminated. This isn’t about being harsh, it’s about following the rules consistently.

And that last part is crucial: consistency. You must apply this policy the same way to every single employee. Playing favorites or making exceptions for some people and not others opens the door to discrimination claims.

How long must employers keep Form I-9?

Retention rules matter just as much as getting the form filled out correctly. You can’t just toss completed I-9 forms in a drawer and forget about them, but you also can’t keep them forever.

The rule is actually pretty straightforward, even though it sounds a bit complicated at first. You must retain each completed Form I-9 for three years after the date of hire OR one year after employment is terminated, whichever date is later.

Let’s make that practical. Say you hire someone who only stays for six months. You’d keep their Form I-9 for three years from their hire date (because three years is longer than six months plus one year). Now imagine an employee who works for you for five years. In that case, you’d keep their Form I-9 for one year after they leave (because that’s later than the three-year mark from their hire date).

The USCIS I-9 retention guidelines provide detailed guidance on this. Following these rules protects you during audits and ensures you’re always ready if ICE comes knocking.

Simplify Your I-9 Verification Process

Let’s be honest: keeping up with I-9 compliance while managing all those acceptable documents for I-9 can feel overwhelming. Between tracking deadlines, staying current with regulations, and making sure every form is completed correctly, it’s easy to feel like you’re juggling too many balls at once. And the pressure is real because even small mistakes can lead to significant fines and legal headaches.

What if you could hand off the heavy lifting to experts who live and breathe employment verification? Imagine having that compliance peace of mind, knowing your I-9 process is being handled with precision and care.

That’s exactly what we do at Valley All States Employer Service. We specialize in outsourced E-Verify workforce eligibility verification, bringing expert support directly to your business. Our approach is simple: we handle the complex verification process so you don’t have to worry about it. We’re impartial, efficient, and focused on minimizing errors and administrative burden for our clients.

When you work with us, you’re not just getting a service. You’re getting a partner who understands that streamlining your HR processes means you can focus on what really matters, like building your team and growing your business. We take the stress out of I-9 verification and help you maintain robust compliance without the constant worry.

Ready to simplify your verification process and protect your business from compliance risks? Get expert I-9 verification assistance with Valley All States Employer Service today. Let’s make compliance easier together.