The basic rule
An employee shows either one document from List A, or one from List B plus one from List C. List A documents prove both identity and work authorization. List B proves identity only. List C proves work authorization only.
The employee decides which documents to present. The employer or representative may not insist on a particular one.
A quick example: a new hire with a U.S. passport shows only the passport. Another with a driver's license and an unrestricted Social Security card shows both. Either route is valid.
Common List A documents
Examples include a U.S. passport or passport card, a permanent resident card and an employment authorization document. Foreign passports with certain work-authorizing stamps also appear on this list. Because these documents do both jobs, they are the simplest choice for employees who have one.
Always check the current form for the exact wording of each entry.
Common List B documents
List B documents establish identity. A driver's license or state ID card with a photo is the most common choice. Other options include school IDs with a photo, voter registration cards and military ID cards. Rules for minors and certain workers allow some alternate documents.
A List B document must be unexpired, in most cases.
School IDs and voter cards are accepted only as listed on the form, so read the entry. A student photo ID needs to include a photograph, and the details can differ for people under 18.
Common List C documents
List C documents show permission to work. A Social Security card without a restriction is the usual one. A birth certificate issued by a state or local government is another. Some tribal and Department of Homeland Security documents appear here too.
A Social Security card marked not valid for employment is not acceptable.
Expiration and receipts
Documents must generally be unexpired when presented. If an employee has applied for a replacement of a lost, stolen or damaged document, a receipt may be accepted for a limited time, after which the real document must be shown. Employers should note the deadlines on the form.
Documents must appear genuine and relate to the person. The inspector examines them but is not a forensic expert.
Employers should record the document title, issuing authority, number and expiration date exactly as shown. Typing errors are a common source of audit findings.
What employers should avoid
Employers may not ask for more documents than required or demand a specific type. They also should not reject documents that look reasonable because of the employee's national origin or citizenship status. Treat every employee the same way.
Employees with questions about work authorization should consult an attorney or an official source, not the person reviewing documents.
Training for the person who reviews documents is worth the time. A short written checklist next to the form helps keep every new hire process consistent.
Mistakes that get documents rejected
The most common employer error is telling a new hire which documents to bring. The employee chooses which acceptable documents to present, either one from List A or one from List B plus one from List C. Other errors are accepting expired documents, ignoring the receipt rules, and not examining the originals in person or as the official instructions allow for remote cases.
Use the current version of the form and its instructions from USCIS, because the lists and rules can change.
Checklist before you book
Download the current form. Let the employee choose from the lists. Examine the originals. Check expiration dates. Complete your section within the time the instructions require. Keep the form with your records, separate from the personnel file.
Common questions
Can I show a photocopy?
Generally no. Original documents are required, with narrow exceptions, such as a certified copy of a birth certificate.
What if I cannot find my Social Security card?
You might use a different List C document, or a List A document such as a passport. Do not buy a replacement under pressure from anyone.
More notary guides
- Notary Financial Interest in a Transaction Explained
- Deed Signing: What the Notary Checks on the Paper
- What Is a Scanback and Why Do Lenders Ask for One?
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.