Form I-9 Explained: A Guide for Workers

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:

1. Identity – You are who you say you are
2. 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.

Download official Form I-9 from USCIS →

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

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):

1. ☐ A citizen of the United States
2. ☐ A noncitizen national of the United States
3. ☐ A lawful permanent resident (Green Card holder)
4. ☐ 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:

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:

• Social Security Card
• U.S. Passport
• State ID/Driver's License

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:

1. Gather acceptable I-9 documents
2. Ensure they are original
3. Check expiration dates carefully

During onboarding:

1. Complete Section 1 of Form I-9
2. Present original documents to an authorized verifier
3. Have the documents examined and recorded
4. 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.