Your Free Guide to Work Authorization Documents

Understanding Work Authorization Documents

Work authorization documents are official papers that show you have permission to work legally in the United States. These documents come from the U.S. government and are required by law before you can start a job. Your employer will ask to see these documents when you're hired, usually on your first day of work.

There are several types of work authorization documents. The most common is a Social Security card, which shows you have a Social Security number. Another important document is a state-issued ID or driver's license that proves your identity. For people born outside the United States, a passport or birth certificate may be needed. Some people receive an Employment Authorization Document (EAD), which is a card issued by U.S. Citizenship and Immigration Services (USCIS) that specifically states you have permission to work in the country.

The laws about work authorization exist to protect workers and ensure that people working in the United States have the right to do so. Employers are required by law to check these documents before hiring anyone. This process is called Form I-9 verification. When you start a new job, you and your employer will both sign this form together, confirming that you showed documents proving your identity and work permission.

Different types of workers need different documents. U.S. citizens need a Social Security card and a photo ID. Permanent residents (people with green cards) need their green card and a photo ID. Refugees and asylees may have documents issued by the government showing they can work. People on certain visa types may have documents from the Department of State or USCIS showing their work permission.

Practical Takeaway: Before applying for any job, gather documents that prove who you are and that you have permission to work. Common documents include a Social Security card, driver's license, passport, state ID, or green card. Having these ready will make the hiring process faster.

Types of Work Authorization Documents and What They Mean

A Social Security card is one of the most important work documents in the United States. It shows that you have a Social Security number, which is used to track your income and benefits. Employers use this number to report your wages to the government. You can get a Social Security card from the Social Security Administration (SSA) office. If you were born in the United States, you can request a replacement card if yours is lost or damaged. If you were not born in the United States, you may still be able to get a Social Security number and card depending on your immigration status.

A green card (officially called a Permanent Resident Card) is issued by USCIS to people who are lawful permanent residents of the United States. This card shows that you have permanent residency status and can work anywhere in the country without restrictions. Green cards are valid for 10 years and must be renewed when they expire. The front of the card shows your photo, name, date of birth, and card number. The back contains your signature and other identifying information. Green card holders have nearly all the same work rights as U.S. citizens, with very few exceptions.

An Employment Authorization Document (EAD) is a card issued by USCIS that gives you permission to work in the United States for a specific time period. Not everyone who can work in the U.S. has an EAD. You only get one if you're in a special immigration category or status that requires this document. Examples include people granted asylum, refugees, and certain visa holders. The EAD shows an expiration date, so it must be renewed when it expires. Some EADs also include permission to travel outside the United States.

A state-issued ID or driver's license serves as proof of your identity. Employers need to see this document to confirm that you are who you say you are. These documents show your photo, name, date of birth, and address. You can get a state ID or driver's license from your state's Department of Motor Vehicles. Most states issue IDs to people regardless of immigration status, though requirements vary by state. Some states require proof of a Social Security number, while others accept an Individual Taxpayer Identification Number (ITIN) instead.

A U.S. passport is a travel document issued by the U.S. Department of State to citizens. It also serves as proof of citizenship and can be used as work authorization for U.S. citizens. Passports are valid for 10 years for adults and 5 years for children. If you have a U.S. passport, you do not need any other documents to prove you have work authorization, because a passport proves you are a U.S. citizen.

Practical Takeaway: Different documents prove different things. A Social Security card proves you have a work number. A photo ID proves who you are. A green card proves you have permanent residency. An EAD proves you have temporary work permission. Your employer may ask to see more than one document.

How the I-9 Form Works

Form I-9 is the official employment eligibility verification form required by U.S. law. Every person who is hired must complete this form, whether they are a citizen, permanent resident, or foreign national. The form has three sections. In Section 1, the employee fills in personal information like name, date of birth, address, and Social Security number (if you have one). You also state your immigration status by checking a box that describes your situation, such as "Citizen or National of the United States" or "Lawful Permanent Resident."

Section 2 is completed by the employer. The employer looks at your work authorization documents in person and writes down information from them. The employer does not keep your documents—they only record what they see. The employer writes down which documents you showed them, the document numbers, and the expiration dates. Then the employer signs and dates the form. This must happen within three days of your first day of work.

Section 3 is used only if your documents have expired and you need to renew them while still employed. Not all workers need to complete Section 3. You only complete it if your work authorization document expires and you get a new one. You and your employer then sign this section with the new document information.

The purpose of the I-9 form is to create a record that shows the employer checked your work authorization before hiring you. By law, employers must keep this form for at least three years or until one year after you leave the job, whichever is longer. The government can inspect these forms to make sure employers are following the law.

It is very important to fill out Form I-9 correctly and honestly. You must provide true information about your immigration status. Lying on the form can have serious consequences, including losing your job, being fined, or facing immigration action. If you are not sure how to fill out the form, you can ask your employer or an immigration lawyer for help understanding it.

Your employer is not required to help you obtain work authorization documents. It is your responsibility to have documents ready before you start work. However, your employer can give you information about where to get replacement documents if yours is lost or expired.

Practical Takeaway: When you start a new job, you will complete Form I-9 with your employer. Bring documents that prove your identity and work authorization. Your employer will look at them, write down the information, and you will both sign the form. This must happen within three days of your first day of work.

Where to Get Work Authorization Documents

To get a Social Security card, you must visit your local Social Security Administration office. You can find the nearest office by going to www.ssa.gov or calling 1-800-772-1213. When you go, bring proof of your age, identity, and citizenship or immigration status. U.S. citizens need a birth certificate, passport, or state ID. If you were not born in the United States, you need your passport and immigration documents showing your status. The SSA will take information from you and issue a Social Security card. The process usually takes about one to two weeks.

To get a state ID or driver's license, go to your state's Department of Motor Vehicles (DMV). Requirements vary by state, but you will generally need proof of identity, proof of Social Security number or an ITIN, and proof of your current address. You may also need to pass a written test and a driving test for a driver's license. The address for your local DMV office can be found by searching online for your state's DMV website. Some states allow you to make an appointment online, which can save you time.

To replace an expired or lost work authorization document, contact the