Can someone else verify my I-9 documents for me?

Yes. If your employer is remote, they can designate an "authorized representative" to examine your documents on their behalf. This can be anyone over 18 who you trust: a notary public, librarian, HR professional at a business center, or even a trusted friend or family member. They must physically examine your original documents and complete Section 2.

What if my name has changed since my documents were issued?

You can still use documents with a previous name, but you should bring documentation of the name change (marriage certificate, court order, etc.) to explain the discrepancy. Employers may make a note in the Additional Information field. Consider updating your documents when possible. Start with Social Security, then use the new card to update your state ID.

Can I use an expired document for I-9?

Generally, no. List A, B, and C documents must be unexpired when presented. The only exception: some documents marked as unexpired by USCIS may be acceptable even after the printed date. U.S. passports, driver's licenses, and Green Cards must all be current. Check expiration dates before your first day.

What's the difference between I-9 and E-Verify?

Form I-9 is a paper form that all employers must complete. E-Verify is an optional electronic system that checks I-9 information against government databases. A staffing app uses both: you complete I-9 during onboarding, and your information is electronically verified through E-Verify. Most E-Verify cases confirm within 24-48 hours.

How long does my employer keep my I-9?

Employers must retain your Form I-9 for either 3 years after hire date OR 1 year after employment ends, whichever is later. If you leave a job after 5 years, your I-9 is kept for 1 more year (6 years total). Employers may store I-9s electronically.

Form I-9 Explained: A Guide for Workers

Q: I'm a U.S. citizen. Do I still need to complete Form I-9?

Absolutely yes. Form I-9 is required for ALL employees in the United States, regardless of citizenship. U.S. citizens complete the same form as permanent residents and work-authorized non-citizens. You'll check "A citizen of the United States" in Section 1 and present acceptable documents like a U.S. passport or driver's license + birth certificate.

Every U.S. employer must complete Form I-9 to verify identity and employment authorization (USCIS). As a worker, you complete Section 1 on or before your first day, and your employer completes Section 2 after examining your original documents.

Form I-9, Employment Eligibility Verification, is a federally required document that helps employers confirm two things:

Identity – You are who you say you are
Work authorization – You are authorized to work in the United States

Key facts about Form I-9:

It applies to U.S. citizens and non-citizens alike
Employers must use the official USCIS process
Workers choose which acceptable documents to present
Employers can face penalties for not completing the form correctly

Important: Form I-9 is about work authorization, not a judgment about your immigration background. U.S. citizens, permanent residents, and work-authorized non-citizens all complete the same form.

Understanding the timeline helps you prepare:

Before Your First Day:

Gather acceptable documents (see I-9 Documents List)
Verify documents aren't expired
Know your Social Security Number (or that you've applied for one)

On Your First Day (Day 1):

Complete Section 1 of Form I-9
Sign and date the form
Cannot start working until Section 1 is complete

Within 3 Business Days of Start:

Present original documents to employer
Employer completes Section 2
Documents must be original. No copies or photos

Timeline	What Happens	Who Does It
Day 1	Complete Section 1	Employee
Days 1-3	Present documents	Employee
Days 1-3	Complete Section 2	Employer
Day 3	I-9 must be fully complete	Both

The 3-Day Rule:

If you start work on Monday, your employer must complete Section 2 by Thursday (counting business days, not calendar days). Failure to complete on time is a violation for the employer.

Section 1 is the employee's responsibility. Here's what you'll provide:

Required Information:

Full legal name (as shown on documents)
Other last names used (maiden name, previous names)
Address (street, city, state, ZIP code)
Date of birth
Social Security Number (see note below)
Email address and telephone (optional but helpful)

Citizenship/Immigration Status (check ONE):

☐ A citizen of the United States
☐ A noncitizen national of the United States
☐ A lawful permanent resident (Green Card holder)
☐ An alien authorized to work until [expiration date]

Social Security Number Note:

SSN is required if your employer uses E-Verify (such as W-2 staffing apps). If you've applied but haven't received your SSN yet, write "Applied for" in the SSN field. You'll provide the number once you receive it.

For Work-Authorized Non-Citizens:

If you check box 4, you must also provide:

Expiration date of work authorization
USCIS Number or Form I-94 Admission Number or Foreign Passport Number

Sign & Date:

Your signature certifies that:

Information is true and correct
You're aware that document fraud is a federal crime
You're authorized to work in the United States

After you complete Section 1 and present your documents, your employer or their authorized representative completes Section 2.

What the Employer Records:

Document titles (e.g., "U.S. Passport" or "Driver's License + Social Security Card")
Issuing authority (e.g., "U.S. Department of State" or "State of Texas")
Document numbers
Expiration dates

Physical Examination Required:

The employer must physically examine your original documents. They must verify:

Documents appear genuine
Documents relate to you (photo match, name match)
Documents are on the Lists of Acceptable Documents

Who Can Complete Section 2?

Your employer directly
An authorized representative (HR, hiring manager)
A notary public or other person authorized by law
For remote workers: A person you trust who is over 18

Remote I-9 Verification:

Since COVID-19, the Department of Homeland Security allows alternative procedures for remote examination of I-9 documents. Ask your employer about their specific process if you're a remote hire.

Avoid these frequent errors:

Employee Mistakes:

Mistake	Solution
Leaving fields blank	Fill in all required fields or write "N/A" if not applicable
Using nickname	Use legal name exactly as shown on documents
Wrong date format	Use MM/DD/YYYY format
Forgetting to sign	Always sign and date Section 1
Bringing copies	Bring original documents only
Expired documents	Check expiration dates before your first day

What If You Make a Mistake?

Minor errors: Draw a line through, write correct info, initial and date
Major errors: Ask employer if a new form is needed
Never use white-out on an I-9 form

Your Rights:

You choose which documents to present (from acceptable lists)
Employer cannot specify which documents you must bring
Employer cannot reject valid documents that reasonably appear genuine
Employer cannot ask for more documents than required

Anti-Discrimination Protections:

It's illegal for employers to:

Request specific documents
Reject valid documents
Treat you differently based on national origin or citizenship status

Report discrimination to the Immigrant and Employee Rights Section at 1-800-255-7688.

Life happens. Here's how to handle common situations:

Waiting for Social Security Card:

Write "Applied for" in the SSN field on Section 1
Provide SSN to employer once you receive it (usually 2-6 weeks)
You can still start work. SSN isn't required to complete I-9

Lost or Stolen Documents:

You have 3 business days to present documents
If you present a receipt for a replacement document, you have 90 days to show the actual document
Apply for replacements immediately (passport, state ID, birth certificate, etc.)

The "Receipt Rule":

You can present a receipt for a lost, stolen, or damaged document instead of the actual document. You then have 90 days to present the actual replacement document.

Valid Receipts Include:

Receipt for replacement of lost, stolen, or damaged document
Receipt showing I-551 stamp (Green Card renewal)
Receipt for Employment Authorization Document (Form I-766)

NOT Acceptable Receipts:

Receipt showing you've applied for initial work authorization
Any receipt for a document you've never had

Pro Tip: Don't wait until you have a job to get your documents in order. Apply for:

Many workers confuse I-9 and E-Verify. Here's the distinction:

Form I-9:

Required by federal law for all employers
Paper or digital form process
Employer examines documents visually
Form is kept on file by the employer

E-Verify:

Voluntary for many employers, required for some
Electronic verification system
Checks I-9 information against DHS and SSA records
Can return a mismatch that the worker has the right to resolve

Which employers use E-Verify?

Federal contractors and subcontractors in covered situations
Employers in certain states or programs
Companies that choose to use it voluntarily
Many staffing apps use E-Verify as part of onboarding

If an E-Verify case returns a mismatch, USCIS says the worker must get a Further Action Notice and can continue working while resolving the issue. Workers who choose to take action generally have eight federal government working days to contact DHS or SSA (USCIS E-Verify employee rights and responsibilities).

Learn more: E-Verify Explained

When you join staffing apps, here's what to expect:

Before your onboarding interview:

Gather acceptable I-9 documents
Ensure they are original
Check expiration dates carefully

During onboarding:

Complete Section 1 of Form I-9
Present original documents to an authorized verifier
Have the documents examined and recorded
Complete any E-Verify follow-up required by the employer

After verification:

You'll be cleared to book shifts once the process is complete
If issues arise, you'll be notified and given next steps
If a mismatch occurs during E-Verify, you have rights during that process too

What staffing apps typically require:

At least 18 years old
Valid I-9 documents proving work authorization
Smartphone (iOS or Android)
Registered U.S. bank account for payment
Professional profile photo

Download the app →

Need help with documents? Check our I-9 Documents List so you know exactly what to bring.

Form I-9 verifies you're legally authorized to work in the United States

You must complete Section 1 on or before your first day of work

Your employer must complete Section 2 within 3 business days of your start date

You can choose which acceptable documents to present. Employers cannot specify

Some employers, including staffing apps, use E-Verify as an added electronic verification step

What Is Form I-9 and Why Does It Matter?

Put Your Knowledge Into Action

When Does the I-9 Have to Be Completed?

What Do You Fill Out in Section 1?

What Does Your Employer Do in Section 2?

What Are the Most Common I-9 Mistakes?

What If You Do Not Have Your Documents Yet?

How Is I-9 Different From E-Verify?

What Happens in the Onboarding I-9 Process?

Sources & References

Form I-9 Explained: A Guide for Workers

Key Takeaways

Frequently Asked Questions

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