Understanding Document Receipts and How to Complete I-9 Forms

Note: The M-274 Handbook for Employers provides guidance on the acceptable receipts section for completing the Form I-9.

What is a receipt?

Receipts are temporary documents that employees can present in place of actual documents when they initially complete the I-9 form. These receipts allow employees time to obtain the necessary documents for employment eligibility verification.

Who can provide a receipt and when it is acceptable in the I-9 process?

There are several types of receipts that employees can bring into the office and are acceptable to complete the I-9 form:

1. Replacement of Lost, Stolen, or Damaged Documents

If an employee’s document (e.g., a Social Security card, U.S. passport, or other List A, B, or C document) is lost, stolen, or damaged, they may present a receipt showing they have applied for a replacement document.

Validity: This receipt is valid for 90 days from the date of hire or, for re-verification, from the date employment authorization expires.

Follow-Up: Within the 90-day period, the employee must present the actual replacement document to complete the Form I-9 process.

2. Receipt for Application for Employment Authorization

A foreign national who has applied for renewal of an employment authorization document (EAD) may present the Form I-797, Notice of Action, as a receipt showing that their EAD renewal application is pending.

Validity: This receipt may temporarily extend their employment authorization for a specified period, 180 days or 540 days, depending on the visa category, while awaiting the new EAD.

Here is a USCIS Automatic Extension Calculator that can guide employers to know whether the employee received an automatic extension or not: https://www.uscis.gov/eadautoextend

3. Temporary I-551- Lawful Permanent Residents

Lawful permanent residents (green card holders) can provide the arrival portion of the Form I-94, Arrival/Departure Record, containing a temporary I-551 (otherwise known as the Alien Documentation, Identification and Telecommunication (ADIT)) stamp and photograph.

Validity: This receipt is valid for up to 90 days while they wait for the actual card.

Also, lawful permanent resident who have applied for a replacement permanent resident card (Form I-551, green card) can provide a temporary receipt.

Validity: This receipt is valid for up to 90 days while they wait for the actual card.

4. Refugees

Refugees who have been admitted to the U.S. can present an arrival portion of Form I-94 or Form I-94A with a refugee admission stamp. This is considered a receipt for List A documents.

Validity: Refugees can use this receipt for 90 days. Within this time, they must present either an Employment Authorization Document (EAD) or a combination of a Social Security card (List C) and a state-issued ID or driver’s license (List B).

5. Certain Parolees

Certain non-citizen authorized to work employees providing an unexpired form I-94, Arrival/Departure Record, containing a Class of Admission of UHP or OAR on the document.

Also, non-citizen authorized to work employees providing an unexpired form I-94, Arrival/Departure Record, containing a class of admission of PAR and indicates Afghanistan as country of citizenship on the document.

Validity: 90 days (or when the I-94 expires, if less.) from date of hire or, for reverification, the date employment authorization expires.

6. Ukrainian Citizen Parolees

Ukrainians citizens who provide an unexpired Form I-94, Arrival/Departure Record that contains a class of admission of DT issued between Feb. 24, 2022, and Sept. 30, 2024, and indicates Ukraine as the country of citizenship on the document.

Validity: 90 days (or when the I-94 expires, if less) from date of hire or, for reverification, the date employment authorization expires.

Receipts Not Allowed

Some situations do not allow receipts to be used as a substitute for documents:

Receipt for initial employment authorization: If an employee is hired and does not have the required documents because they have not yet received work authorization, they cannot use a receipt.

The USCIS Automatic Extension Calculator can guide employers to know whether the employee received an automatic extension or not: https://www.uscis.gov/eadautoextend

Important Notes for Employers:

Receipts are only a temporary measure and are not acceptable long-term. Employers must ensure that the employee provides the actual documents within the designated timeframe. (i9 intelligence system will notify the employers.)

Employers must track when the receipts expire to avoid any gaps in compliance. (i9 Intelligence system will notify the employers.)