Accurate completion of Form I-9 is a key component of compliance. All relevant fields of the form must be fully completed and the document's submission accurately recorded. The examples below illustrate properly completed I-9s for commonly presented document types. This is not a complete list of documents. Please consult with the I-9 Compliance Specialist if you need assistance completing the form.
Stanford employees may present a single document from List A of Form I-9 or one document each from List B and List C.
Employers may not specify what documents an employee must submit. Employees must be allowed to present any valid combination of documents listed on Form I-9.
- Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee
- Select the document types presented
- Select Section 1 and/or Section 2 to see the examples of a completed Form I-9
Though the visa and passport are similar in appearance, the visa document has “VISA” printed on the top left corner and is not on the list of acceptable documents. Please ensure that a visa is not submitted in place of a passport.
Example of Completed Form I-9 for a Citizen of the United States
All minors under 18 years of age who are employed in the state of California are subject to California's child labor protections and must have a permit to work. If your employee is under age 18, please submit a work permit, high school diploma, or Stanford ID in addition to the Form I-9 documents to remain in compliance.
Example of Completed Form I-9 for a Lawful Permanent Resident
Example of Completed Form I-9 for A Noncitizen National of the United States
Example of Completed Form I-9 for a non-U.S. Citizen Authorized to Work
If the employee provides a Social Security card, it must be unrestricted. If a card includes any of the following restrictions, it is not an acceptable List C document:
• NOT VALID FOR EMPLOYMENT
• VALID FOR WORK ONLY WITH INS AUTHORIZATION
• VALID FOR WORK ONLY WITH DHS AUTHORIZATION
A continuing Stanford employee with expiring work authorization documents must be re-verified when new documents are received, and before the existing documents expire.
Commonly Presented Document Types
The following examples illustrate properly updated Form I-9s for commonly presented document types. Please submit a printed copy of Supplement B, containing the employee ID with the Employee Information and Reverification Section completed. This is not a complete list of documents. Contact the I-9 Compliance Specialist if you need assistance completing the form by submitting a support request.
I-9 Examples Based on Document Type Used to Substantiate Continued Work:
- Passport, I-94, I-20 with F-1 Status
- Passport, I-94, DS-2019 with J-1 Status
- Passport + I-94, DS-2019, and Employment Authorization Letter with J-1 Student Status
- Work Permit
- Passport with I-94 Indicating TN/E-3/O-1/H-1B/L-1 Status
- Employment Authorization Card (EAD Card)
- Employment Authorization Card Receipt
Updated employment authorization documents must be presented by the employee for I-9 reverification prior to the expiration of the current documents or employment must cease. US passports, Permanent Resident cards, List B identity documents; and List C documents without expiration dates do not need reverification.
Extensions
The receipt rule covers situations in which an employee is authorized to work at the time of initial hire or reverification, but they are not in possession of a document from the list of acceptable documents accompanying Form I-9. A receipt showing that a person applied for an initial grant of an employment authorization document (EAD) is not acceptable. An individual may present a receipt in lieu of a document listed on Form I-9 to complete Section 2 or Section 3 of the form. The receipt is valid for a temporary period. A receipt for a replacement document is acceptable only when the document has been lost, stolen, or damaged. Employees may work for up to 90 days with a valid receipt. There are different scenarios where receipts qualify under the rule. See Form I-9 for details.
In some cases, those applying for the extension of the current status or replacement of a lost document may submit documents for temporary work authorization while their application is pending, as long as it was filed in time.
Examples of these extensions are as follows:
- H-1B and O-1 change of employer or extension pending: I-797C receipt notice for 240-day validity.
- Most EAD categories must have the card in hand for use as work authorization. However, certain limited EAD card categories may extend with an I-797C receipt notice for 540-day or 180-day validity. Refer to the list of eligible categories for details.
- Permanent Resident card (green card) extension pending: I-551 stamp in passport or I-797C receipt notice for I-751 filing for one-year validity.
- Any acceptable document that is lost or stolen: Receipt for application to replace a lost or stolen document for 90-day validity.
- This extension does not apply to expired documents or original documents that were never received.
Individuals moving from one visa status to another, such as an F-1 OPT or F-1 STEM OPT student moving to H1-B status, must have received the newly approved visa or status documentation before expiration of their current visa.
Conditional Permanent Residents
If an employee submitted a green card with an expiration date of two years from the date of issue (conditional permanent residents), they do not require reverification if employment was continuous. In other words, permanent resident cards are List A documents that should not be reverified. (Cited from the USCIS Handbook for Employers.)
