On the issuing authority field of an I-9 form, write the name of the government entity that appears on the document your employee presented, using the text or accepted abbreviation for that document type. For a driver’s license, that’s the state (“Florida” or “FL”). For a U.S. passport, it’s “U.S. Department of State” or “USDOS.” For a Social Security card, it’s “Social Security Administration” or “SSA.” The right answer changes with the document, and copying what’s actually printed on it beats guessing every time.
Quick Reference for Section 2 Documents
Section 2 of Form I-9 asks the employer to record four things for each identity and work authorization document the employee presents: document title, issuing authority, document number, and expiration date.1U.S. Citizenship and Immigration Services. 4.0 Completing Section 2 – Employer Review and Verification The issuing authority is the one field where people most often stall. Here is what to enter for the documents that come up most often:
- U.S. passport or passport card: U.S. Department of State (or USDOS)
- Driver’s license or state ID: the state name or its abbreviation (e.g., Florida or FL)
- Social Security card: SSA
- Birth certificate: the office named on the certificate itself (state, county, or city)
- Employment Authorization Document (EAD, Form I-766): USCIS
- Permanent Resident Card (Green Card, Form I-551): USCIS
- Certificate of Naturalization (Form N-550): USCIS
Immigration documents are almost always USCIS, which is part of the Department of Homeland Security. The Certificate of Naturalization bears the DHS seal and the USCIS Director’s signature.2U.S. Citizenship and Immigration Services. Chapter 3 – Certificate of Naturalization If an older document references the Immigration and Naturalization Service (INS), the predecessor agency, you can write INS as it appears, though noting that it’s now USCIS can prevent confusion during review.
Abbreviations and Formatting USCIS Accepts
USCIS is flexible about how you write the issuing authority. Common abbreviations for states, document titles, and agencies are acceptable. “DL” for driver’s license, “SSA” for Social Security Administration, “USDOS” for U.S. Department of State, and two-letter state postal codes all work. The agency’s M-274 Handbook for Employers publishes suggested abbreviations you can rely on.1U.S. Citizenship and Immigration Services. 4.0 Completing Section 2 – Employer Review and Verification
You do not need to spell out the specific state agency that produces the card. For a driver’s license, “Texas” is enough; you don’t have to write “Texas Department of Public Safety” or “DMV.” The state name is the issuing authority for I-9 purposes.
Birth Certificates and Other Variable Answers
Birth certificates are the document that most often trips people up, because the issuing authority genuinely varies. A U.S. birth certificate might be issued by a state vital records office, a county clerk, a city health department, or a municipal registrar, depending on where and when the person was born.3U.S. Citizenship and Immigration Services. 13.3 List C Documents That Establish Employment Authorization
Look at the certificate itself. Near the registrar’s signature and the official seal, you’ll find the name of the office that issued it. Write that name. A birth certificate from a large city might read “City of Chicago Department of Health.” Another might say “State Registrar of Vital Statistics.” Copy what’s printed. Don’t substitute what you think the authority should be, because a county-issued certificate is not the same as a state-issued one even when both are valid.
The same rule applies to any document where the answer isn’t obvious. Read the document and enter the office that appears with the official seal.
Foreign Passports
If an employee presents a foreign passport (for example, with a temporary I-551 stamp or a Form I-94), write the country that issued the passport. You don’t need to name the specific ministry or government office. “France,” “China,” or “Mexico” is the standard format.
Documents from private organizations are not passports and are not valid I-9 documents no matter how official they look. The U.S. Department of State evaluates foreign passport-issuing authorities case by case, and items from groups like the World Service Authority are not recognized.4U.S. Department of State. NIV Issuances
Fixing a Missing or Incorrect Entry
A missing or wrong issuing authority is one of the most frequently cited errors during I-9 audits, and it creates real liability for the employer. If you find a mistake on a completed I-9, correct it openly. Draw a line through the incorrect or blank field, write the correct information, and initial and date the change.5U.S. Citizenship and Immigration Services. Self-Audits and Correcting Mistakes
Don’t erase, cover up, or backdate. Concealing corrections can increase liability under federal immigration law. A visible, dated correction is what auditors expect to see.
How to Find It on the Document
When the answer isn’t obvious, the document itself is the best reference. A few reliable places to check:
- The official seal or emblem. Most government documents carry a seal with the issuing entity’s name around the border. On a birth certificate, the seal near the registrar’s signature names the office.
- The header or letterhead. The top of the document usually displays the full agency name. A U.S. passport shows “United States of America” and “Department of State” inside the cover.
- The back of the card. Some cards, including older Social Security cards, print the issuing department on the reverse.
- Digital documents. Electronic records typically show the authority in the header, footer, or document properties.
What’s Not an Issuing Authority
Under federal law, an issuing authority is a government entity: the U.S. government, a state, a local political subdivision like a county or city, a foreign government, or an international organization.6Office of the Law Revision Counsel. 18 USC 1028 – Fraud and Related Activity in Connection With Identification Documents, Authentication Features, and Information Private companies and nonprofit organizations don’t qualify. A university ID, employee badge, or professional association membership card is not issued by an authority in the legal sense, which is one reason those documents don’t appear on the I-9 Lists of Acceptable Documents.
If you’ve read the document, checked the M-274 for abbreviations, and still can’t identify the authority, don’t leave the field blank or write “N/A.” Contact USCIS or the I-9 Central resources for guidance before finalizing the form. A short delay to confirm the right entry is cheaper than a correction during an audit.