Free tool for HR teams and new hires

I-9 Deadline & Document Toolkit

Enter a first day of work to see exactly when Section 1 and Section 2 of Form I-9 are due, plus the documents a new hire can bring. Built from current USCIS rules for the 01/20/25 edition of Form I-9.

Section 1 (employee)

No later than the first day of work for pay. The employee may complete it after accepting the offer.

Section 2 (employer or agent)

Book your agent by

We usually schedule I-9 appointments within one business day of HR confirming the request.

This calculator counts Monday through Friday. USCIS counts “business days” as the days your organization is open, so if you’re closed on a holiday, or open on weekends, adjust the date. Keep each Form I-9 for three years after the hire date or one year after employment ends, whichever is later.

Documents a new hire can bring

The employee chooses which acceptable documents to present. Employers can’t ask for specific documents. Every document must be original and unexpired. Photocopies aren’t accepted, except a certified copy of a birth certificate.

List A

Proves identity and work authorization. One is enough.

U.S. passport or U.S. passport card
Permanent Resident Card (Form I-551)
Foreign passport with a temporary I-551 stamp or printed notation on a machine-readable immigrant visa
Employment Authorization Document with a photo (Form I-766)
Foreign passport with a Form I-94 that endorses work for a specific employer
FSM or Marshall Islands passport with a Form I-94 showing Compact of Free Association admission

List B

Proves identity. Bring one, plus one from List C.

Driver’s license or ID card issued by a U.S. state or outlying possession
ID card issued by a federal, state or local government agency
School ID card with a photo
Voter registration card
U.S. military card or draft record
Military dependent’s ID card
U.S. Coast Guard Merchant Mariner Card
Native American tribal document
Driver’s license issued by a Canadian government authority
Under 18 only, if none of the above: school record or report card, clinic, doctor or hospital record, or day-care or nursery school record

List C

Proves work authorization. Bring one, plus one from List B.

U.S. Social Security card without employment restrictions
Certification of report of birth issued by the Department of State (FS-545, DS-1350, FS-240)
Original or certified copy of a U.S. birth certificate with an official seal
Native American tribal document
U.S. Citizen ID Card (Form I-197)
Identification Card for Use of Resident Citizen in the United States (Form I-179)
Employment authorization document issued by DHS

One List A document, OR one List B document plus one List C document.

Receipts for some lost, stolen or damaged documents are acceptable for a limited time. See the official list at USCIS I-9 Central.

When your new hire is in Massachusetts and you’re not

Remote and hybrid employers often can’t examine documents in person. We act as your authorized representative for employees physically in Massachusetts. We meet the new hire at home or another convenient place, examine their original documents and complete Section 2 the way you instruct, including in platforms like HireRight.

Appointments usually within one business day of your confirmation
Evening and weekend availability
Clear photos or scans of documents when your process requires them
Invoicing for business accounts, including several hires at once

Booking for your new hires?

Set up a business account once, then send us hires as they start. One hire or many.

Set up a business account Book one appointment

Email me these deadlines

Get the dates and document list in your inbox to share with a new hire or your team.

This toolkit is general information to help you plan, not legal advice. Always use the current Form I-9 and instructions from USCIS. We complete Section 2 as an authorized representative for employees physically located in Massachusetts.