This how-to assists department/HR administrators with the  review and verification of  employees' original documents establishing their eligibility of employment. This process applies to new hires, returning employees and continuing employees with expiring documents. Refer to Topic Overview: Verify Eligibility for Employment (I-9) for more information.

New hires or returning employees should submit their completed Section 1 of the Form I-9 by the end of the first day of work, and present original documents to the department/HR administrator within three business days from the first day of work.

  1. Collect the completed Form I-9 and original supporting document(s) from the employee
  2. Confirmed that employee's legal name is printed as shown on their Social Security card

    You cannot require employees to show you their Social Security card if they are not using the card to establish eligibility for employment. Verbally verify that they have provided their correct legal name.

  3. Verify all information requested in Section 1 is fully completed

    Refer to Resource: Examples of Completed Form I-9 for easy reference.

  1. Request employee to sign and date the form
  1. Review Lists of Acceptable Documents on Page 4 of the Form I-9 when viewed online, or page 3 when printed
  2. Employees must present one document from List A OR one document each from List B and List C on Page 5 of the Form I-9

    Examples of the List A, B and C documents are available in the USCIS Employer Handbook: Instructions for Completing Form I-9. Refer to Resource: Examples of Completed Form I-9 for more information.

  3. Refer to the Receipt Rule for situations in which an employee is authorized to work at the time of initial hire or reverification, but he or she is not in possession of a document listed on the Lists of Acceptable Documents accompanying Form I-9
  4. Confirm that documents presented by employees must be original

    Do not accept copies.

  5. Examine the documents to determine if they reasonably appear on their face to be genuine and relate to the person presenting them
  1. Make legible copies of the documents presented

    The employee photo must be clear.

  2. Return original documents to employee
What Happens Next?
  • Continuing employees should present their new original documents to the department/HR administrator before the existing documents on file expires. 
  • The department/HR administrators can run the I-9 Visa Status report to identify employees with expiring documents.
  1. Continuing employees present new document originals establishing their eligibility to work in the U.S. before the existing documents expire
  1. Confirm that documents presented by employees must be original

    Do not accept copies.

  2. Examine the documents to determine if they reasonably appear on their face to be genuine and relate to the person presenting them
  3. Refer to the Receipt Rule for situations in which an employee is authorized to work at the time of initial hire or reverification, but he or she is not in possession of a document listed on the Lists of Acceptable Documents accompanying Form I-9
  1. Make legible copies of the documents presented

    The employee photo must be clear.

  2. Return original documents to employee
What Happens Next?

Questions?

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