To check a green card or work permit on Form I-9, confirm it is Form I-551 or a Form I-766 EAD with a photograph. U.S. Citizenship and Immigration Services lists both as acceptable List A documents for employment verification.
Key takeaways: checking a green card or work permit on Form I-9
- Check the printed expiration date first. Both current and previous Permanent Resident Cards remain valid until the expiration date shown on the card, unless an automatic extension is indicated on a Form I-797 or in a Federal Register notice U.S. Citizenship and Immigration Services.
- Look for stickers on older cards. Permanent Resident Cards issued through January 2021 may contain a USCIS-issued sticker extending validity to the date indicated on that sticker U.S. Citizenship and Immigration Services.
- Verify EAD extensions similarly. Employment Authorization Documents stay valid until their shown expiration date, with potential automatic extensions noted on a Form I-797 or in a Federal Register notice U.S. Citizenship and Immigration Services.
- Require a matching I-94 for passports without a stamp. A foreign passport with no temporary I-551 stamp or MRIV notation must be accompanied by a Form I-94 bearing the same name and containing an endorsement authorizing work for a specific employer U.S. Citizenship and Immigration Services.
- Distinguish List A from List C. The EAD (Form I-766) is a List A document, whereas DHS-issued authorization under List C refers to other documents not otherwise falling within the Lists of Acceptable Documents U.S. Department of Justice.
I-9 acceptable documents: the short answer on green cards and EADs
When a new hire presents a green card or work permit, your first task is to match the physical document against the specific form numbers defined by federal guidelines. The two primary documents in this category are distinct forms with different visual identifiers. You must distinguish between the permanent residency proof and the temporary work authorization before proceeding to expiration checks.
The first document is the Permanent Resident Card, commonly called a green card. According to U.S. Citizenship and Immigration Services, this item is identified specifically as Form I-551. When you see this card, verify that the form number printed on the document matches I-551. This identification step separates it from other immigration documents that may require additional supporting evidence.
The second document is the Employment Authorization Document that contains a photograph. The same source defines this item as Form I-766. The presence of a photograph is a key visual feature noted in the definition. If the employee shows you a work permit without a photo, it does not meet this specific List A criterion. Confirming the form number I-766 and the inclusion of a photograph ensures you are looking at the correct type of document.
Step 1: Read the document the employee shows you
Before checking dates, identify which List A document the new hire is holding. The form number printed on the face of the card tells you what you are looking at. U.S. Citizenship and Immigration Services identifies these specific forms in its acceptable documents list.
Permanent Resident Card (Form I-551) Look for the label "Form I-551" or the phrase "Permanent Resident Card." This document is commonly called a green card. According to U.S. Citizenship and Immigration Services, this is the standard identification for lawful permanent residents.
Employment Authorization Document (Form I-766) Check for "Form I-766" and the title "Employment Authorization Document." A key visual feature here is the presence of a photograph. U.S. Citizenship and Immigration Services specifies that the EAD must contain a photograph to be considered acceptable under this list entry. If the card lacks a photo, it does not meet this specific definition.
Foreign Passport with Temporary Stamp Some employees may present a foreign passport instead of a physical card. In this case, look inside the passport for a temporary I-551 stamp, often labeled ADIT. Alternatively, check for a temporary I-551 printed notation on a machine-readable immigrant visa (MRIV). U.S. Citizenship and Immigration Services lists this combination as an acceptable List A document. The passport alone is not sufficient; the stamp or notation is the critical component.
Combination Documents Be aware that some List A documents are actually a combination of two or more documents. U.S. Citizenship and Immigration Services notes this structure exists within the acceptable documents framework. Ensure you are verifying both the passport and the attached immigration evidence together, as they function as a single unit for verification purposes.
To complete this step, hold the document up to the light or scan the corners for the form number. If you see Form I-551, you have a Permanent Resident Card. If you see Form I-766 with a photo, you have an EAD. If you see a passport with a temporary I-551 stamp, that passport is the List A document. Confirming the correct form number first prevents you from applying the wrong expiration rules later.
Step 2: Check expiration and automatic extension notes
Once you have identified the card type, verify its validity period by checking the printed expiration date and any official extension indicators. You must check for these specific indicators before accepting a card that appears expired by its printed date.
A specific carve-out exists for older cards issued during a particular timeframe. If the employee presents a card from this period, look closely for this physical sticker. The date on the sticker supersedes the standard "Card Expires" field for the purpose of determining unexpired status. For further details on when a card is considered unexpired past the “Card Expires” date, consult Section 7.1, Lawful Permanent Residents, as directed by the source.
The same logic applies to Employment Authorization Documents. Do not reject an EAD solely because the printed date has passed if an official extension notice is present and applicable. The presence of a photograph or specific form number does not guarantee validity; the date and any attached extension notices are the critical factors for acceptance.
To simplify your review process, use the following reference table derived directly from the publisher's guidance:
| Document Type | Expiration Rule | Extension Source |
|---|---|---|
| Permanent Resident Card | Valid until expiration date shown | Form I-797, Notice of Action, or Federal Register notice |
| Permanent Resident Card (issued through January 2021) | Valid until sticker date if sticker present | USCIS-issued sticker |
| Employment Authorization Document | Valid until expiration date shown | Form I-797, Notice of Action, or Federal Register notice |
Illustrative example: a card past its printed date
Consider a new hire who presents a Permanent Resident Card with a printed expiration date that has already passed. If the card was issued through January 2021, check for a USCIS sticker. If a sticker is present, the validity extends to the date indicated on that sticker. Always verify the issue date against the January 2021 cutoff to determine if this sticker check is required. If no sticker is present and no Form I-797 or Federal Register notice indicates an extension, check Section 7.1 before you mark the card as expired. Keep the original extension notice with the Form I-9 if you accept it based on an automatic extension, so you have a copy on file.
Practical application for recruiters
When handling a batch of new hires, sort documents into three piles: clearly unexpired, expired with potential extension, and expired without extension. For the middle pile, spend your time verifying the Form I-797 or Federal Register notice. This targeted approach saves time compared to manually reviewing every single date on every card. For a broader set of hiring checks, see employment eligibility checks.
Step 3: Handle foreign passports with Form I-94
A foreign passport without a temporary I-551 stamp or MRIV notation does not satisfy the List A requirement for employment authorization on its own. According to U.S. Citizenship and Immigration Services, such a passport must be accompanied by a Form I-94/94A Arrival-Departure Record that bears the same name as the passport. This record must contain an endorsement of the individual’s nonimmigrant status and authorization to work for a specific employer based on that status. If the employee presents only a passport with neither this accompanying form nor the stamp or notation, you cannot accept it as proof of work authorization under these guidelines.
Check the Form I-94 carefully for two specific conditions before completing Section two of Form I-9. First, verify that the period of endorsement has not yet expired. The document may only be used if this time limit is still valid at the time of hire. Second, ensure that the proposed employment does not conflict with any restrictions or limitations listed on the Form I-94 or I-94A. If the job duties or employer details contradict the limitations printed on the arrival-departure record, the document fails the acceptance criteria.
The USCIS Handbook for Employers clarifies that individuals authorized to be employed based on their nonimmigrant status may present a foreign passport with a Form I-94 bearing the same name as the passport. As noted in the USCIS handbook section on acceptable documents, this combination is valid as long as the period of endorsement remains unexpired and the proposed employment is not in conflict with any restrictions identified on the form. This confirms that the pairing of the passport and the matching I-94 constitutes the complete List A document for this category of worker.
When reviewing the physical documents, look for the name match between the passport biographic page and the I-94 endorsement. The source specifies that the I-94 must bear the same name as the passport. Do not accept a generic or mismatched arrival-departure record. Additionally, read the endorsement text to confirm it authorizes work for your specific employer. The rule requires authorization to work for a "specific employer" based on the nonimmigrant status. If the endorsement lists a different employer or lacks employer-specific authorization, the document does not meet the stated requirement for your new hire.
What to keep on file after the check
After completing the document verification, your recordkeeping obligations extend beyond just the Form I-9 itself. You must maintain specific employee identifying records as part of your employment tax compliance. According to Internal Revenue Service, these records include names, addresses, social security numbers, and occupations of employees and recipients. For how to organize these files, see recruiting records audit checks.
A critical restriction applies if the worker recorded a USCIS or A Number, or an Admission Number, in Section one of the Form I-9. The U.S. Department of Justice states that an employer is not allowed to ask for or see a specific document containing that number. Furthermore, you cannot specify which documentation a worker may present for Section two based on the worker's citizenship status. This rule prevents employers from demanding a particular List A document, such as a green card, simply because a number was entered in Section 1. The worker retains the right to choose any acceptable document from the Lists of Acceptable Documents, provided it meets the validity requirements discussed in previous steps.
When communicating this process to applicants or new hires, ensure your language aligns with federal standards. The U.S. Equal Employment Opportunity Commission advises using notice language that states all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. This standard phrasing clarifies that verification is a uniform requirement for all hires, not a targeted inquiry about citizenship status. It helps avoid confusion regarding why certain documents are requested and reinforces that the process is mandatory for everyone entering your workforce.
Next step: today, pull one current new hire file, compare its List A document with Step 1, and note the form number and expiration date in the file.
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FAQ: green cards, EADs and I-9 documents
How do I check a green card on Form I-9?
Identify the document as a Permanent Resident Card, which is Form I-551. Confirm the card is unexpired or covered by a stated extension before accepting it for Section 2. The U.S. Citizenship and Immigration Services handbook directs employers to specific sections for determining when a card is considered unexpired past the printed "Card Expires" date.
Does a Permanent Resident Card stay valid after the card expires?
Both current and previous cards remain valid until the expiration date shown on the card itself. An exception applies if an automatic extension of the validity period is indicated on a Form I-797, Notice of Action, or in a Federal Register notice. According to U.S. Citizenship and Immigration Services, these specific extensions override the standard expiration date printed on the physical card.
Can a foreign passport be used on Form I-9 without a Form I-94?
No, unless the passport has a temporary I-551 stamp or MRIV notation, a foreign passport must be accompanied by a Form I-94/94A Arrival-Departure Record bearing the same name as the passport. U.S. Citizenship and Immigration Services specifies this requirement to ensure the identity and work authorization are properly documented together.
What is the difference between an EAD card on List A and DHS authorization on List C?
An Employment Authorization Document (EAD, Form I-766) is a List A Form I-9 document, sometimes known as a “work permit” or “Employment Authorization Card.” By contrast, an “Employment authorization document” issued by DHS under List C refers to other types of DHS-issued documents that do not otherwise fall within the Lists of Acceptable Documents. The U.S. Department of Justice clarifies this distinction to prevent confusion between different categories of immigration paperwork.
Does an employer need to see a document that matches a recorded A Number?
No. An employer is not allowed to ask or see a specific document with a USCIS or A Number, or an Admission Number, that a worker records in Section one of the Form I-9. You also cannot specify which documentation a worker may present for Section two based on the worker's citizenship status. According to the U.S. Department of Justice, this limit applies whenever a worker records one of these numbers.