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Office of Human Resources

Employee Data Management

XIII. List of Sample Documents

Passport (Issuing Authority is always the country which issued the passport)

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Social Security Card

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Invalid Social Security Cards

If the back of the Social Security Card states that the card is invalid if laminated or unsigned, and is laminated or unsigned then that card is invalid and cannot be accepted. Card example is below.

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Restriction Stamps make a Social Security Card invalid to be used as a List C document.

Certification of Report of Birth issued by the U.S. Department of State (Form DS-1350)

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Resident Alien Card (Form I-551)

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Form first introduced in January of 1977 and phased out over a period of time. In addition to the photograph, this form also contains the bearer's signature and fingerprint. I-551s issued between 1977 and 1989 do not have document numbers or expiration dates and are valid indefinitely. If presented with this version of the card, enter "AAA0000000000" as the document number on the I-9.

Permanent Resident Card (Current Form I-551)

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Revised in August 1989, this version was the first Alien Registration Card to contain an expiration date on every card. Usually is valid for ten years from the date of issue. The expiration date indicates when the card expires and must be renewed. It does NOT indicate that the alien's status has expired. The card was modified in January 1992 when a white box was added behind the fingerprint.

Employment Authorization Document (Current Form I-766)

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In January 1997 INS began issuing a new Employment Authorization Document. The new card is a credit card type document. The front of the card contains a photo, fingerprint, and signature of the rightful holder. The reverse contains a standard bar code, magnetic strip, and a two-dimensional bar code which contains a unique card, biographic, and biometric data.


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Paper I-94 Insert

I-94 Numbers are always 11 digits. I-94s with numbers other than 11 digits are incorrect. Have the employee contact USCIS ASAP.

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The stamp on the top right of the I-94 is dated with the last date which the employee entered the U.S. D/S refers to the Duration of Status that is listed on the employees work authorization documents (I-20, DS-2019, etc.).

Paper I-94 Insert for H-1Bs

As opposed to F-1s and J-1s, the Duration of Status is listed on the I-94 instead of an additional document like an I-20 or DS-2019.

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New Electronic I-94 Printout from the CBP Website


Replacement Form I-94

A: Receipt Number - used only between beneficiary and USCIS.
B: Case Type - describes the application or petition.
C: Petitioner - often times the company or university petitioning for the applicant.
D: Beneficiary - the applicant/student/employee name
E: Notice Type - contains the Class Type and validity dates for the new I-94.
F: Receipt Date - date the application or petition was received and the I-797C is issued.
G: Notice Date - often the day after the action becomes valid.
H: Information of the petitioner
I: New Form I-94 and information.

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Form I-797s all look similar and should not be confused for each other. I-797s other than the I-797A cannot be used for the I-9. The primary time an I-797A is used with the I-9 is for H-1Bs with extensions of stay. I-94 Numbers do not change unless the individual exits and re-enters the country.