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Employment EAD Card

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EMPLOYMENT EAD CARD

Purpose: This form documents presentation of an Employment Authorization Document (EAD) for employment eligibility verification and authorizes the employer to record and retain required document information. The employee affirms that the information and documents provided are true and accurate and understands that providing false information may result in disciplinary action up to and including termination.

Personal Information

Date of Birth:

Position Information

Start Date:

EAD Card Information

EAD Category/Code:

Date of Issue:

Expiration Date:

Employee presented original EAD card: Yes No

Employer made and retains a copy of the EAD card (as permitted by employer policy): Yes No

Employee Attestation & Authorization

I certify, under penalty of perjury, that the Employment Authorization Document presented is genuine, relates to me, and authorizes my employment. I authorize this employer to copy and retain the document(s) provided in accordance with the employer's retention policy. I agree to present updated evidence of work authorization prior to the expiration date listed above, and I acknowledge that failure to provide lawful authorization may result in termination of employment.

I authorize the employer to contact prior employers and educational institutions as necessary to verify my history and qualifications and consent to background checks as required by company policy.

Employee Authorization to Contact Prior Employers and Conduct Background Check: I authorize I do not authorize

Employer Verification

Employer representative certifies that the original document(s) were examined and the document information recorded on this form accurately reflects the document presented. The employer takes no responsibility for the issuance of the document and relies on the employee's attestation as to authenticity.

Employment History

Employer 1

Dates Employed: From to

Employer 2

Dates Employed: From to

Education

Graduation Date:

References

Reference 1

Reference 2

Reference 3

Legal Disclosures

At-Will Employment: Unless otherwise set forth in a signed written agreement, employment with the employer is at-will, which means either the employee or the employer may terminate the employment relationship at any time, with or without cause or advance notice.

Equal Opportunity: The employer provides equal employment opportunities to all employees and applicants without regard to protected characteristics. Employment decisions are based on business needs, job requirements and individual qualifications.

Applicant Certification

I certify that all information provided on this form and in any accompanying documents is true, complete and correct to the best of my knowledge. I understand that falsification, omission, or misrepresentation of information may result in disciplinary action including termination and may be punishable by law.

By signing below, the employee attests to the accuracy of the recorded document information and authorizes the employer to retain copies necessary for employment verification and recordkeeping.

Additional Notes

Employee:

By:

Date:

Employer Representative:

By:

Date:

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What the Employment EAD Card Is and how it’s used

The Employment EAD Card (commonly called an EAD or Form I-766 card) is a government‑issued credential showing an individual's authorization to work in the United States. Issued by U.S. Citizenship and Immigration Services (USCIS), the card lists the holder's name, Alien Registration Number (A‑Number) or USCIS number, classification code, issue and expiration dates, and a card number. Employers must accept a valid EAD for Form I‑9 employment eligibility verification; employees use it to demonstrate both identity and work authorization where permitted by federal rules.

Why the Employment EAD Card matters for hiring and compliance

Accurately identifying and verifying EAD cards reduces legal risk, supports lawful hiring, and ensures I‑9 compliance under federal rules. The card is an accepted List A document for Form I‑9 and often serves as both identity and employment authorization evidence when current and unexpired.

Why the Employment EAD Card matters for hiring and compliance

How to inspect and record an EAD card at hire

Follow a consistent, in‑person inspection process to meet federal I‑9 obligations and reduce downstream risk.

  • 01
    Collect Documents: Request the EAD in person on employee’s first day.
  • 02
    Examine the Card: Confirm name, card number, dates, and photo match employee.
  • 03
    Complete Form I-9: Enter EAD details in List A fields on the I‑9.
  • 04
    Retain Evidence: Store scanned copy per your retention policy.

Who interacts with the Employment EAD Card

Clear role definitions and documented procedures help ensure consistent verification and lawful employment.

  • HR and compliance officers responsible for I‑9 completion and retention
  • Hiring managers who must confirm identity and authorization during onboarding
  • Employees who present the EAD as proof of work authorization

Primary signatories and responsible persons

HR Manager

Responsible for completing Section 2 of Form I‑9, maintaining audit-ready records, and ensuring that copies of EAD cards or electronic images are stored securely and retrievable for inspection.

Employee

Presents the card for inspection, supplies accurate identifying information, and notifies employer of changes in status or expiration to allow timely re‑verification.

Core components found on every Employment EAD Card

Knowing the card elements helps spot fraud and complete verification accurately.

Photograph

A color photo of the cardholder that must reasonably match the presenting individual.

Full Name

Printed legal name as recognized by USCIS; use for official personnel records.

Card Number

Unique identifier printed on the card that distinguishes the physical card issued.

USCIS / A‑Number

Alien Registration or USCIS number linking the card to immigration case files.

Category Code

Authorization classification code that defines eligibility and renewal rules.

Issue/Expiration

Clear issue and expiration dates; an expired EAD no longer establishes work authorization.

Essential data points to capture and protect

Full Legal Name: Exact name
Card Number: Unique card ID
USCIS/A-Number: Numeric identifier
Category Code: Work authorization class
Expiration Date: MM/DD/YYYY
Image File: High‑quality scan

Where EAD card details are recorded and retained

Understand the typical flow: inspect the card, record key fields, retain copies for compliance, and re‑verify when required.

  • In‑person Inspection: Employer views card directly during onboarding.
  • Form I-9 Entry: Record List A details in Section 2 or 3 as applicable.
  • Secure Storage: Store images and records in encrypted systems.
  • Periodic Reverification: Re‑verify when authorization expires or status changes.

Digital handling, eSubmission, and integration considerations

Ensure your platform supports audit trails, role-based access, and the ability to produce tamper-evident records for inspections.

  • File Formats: PDF, JPG, PNG accepted
  • Integrations: HRIS and ATS connectivity
  • Security: AES-256 at rest

Typical online workflow settings for managing EAD images

Configure your electronic workflow to capture required fields, control access, and produce an audit trail for Form I‑9 compliance.

Field Configuration
Document Upload Allow PDF/JPG/PNG; max 10MB
Field Mapping Map name, A‑Number, dates
Access Control Role-based HR access only
Audit Trail Capture timestamp, IP, user

Key timing rules and deadlines to track

Monitor dates that affect authorization, I‑9 obligations, and record retention to remain compliant with federal requirements.

I-9 Verification Timing:

Verify now; no later than first day of employment

Reverification:

Reverify on or before card expiration

Record Retention:

Retain I‑9 per federal retention rules

USCIS Filings:

File renewal applications timely to avoid gaps

Notification:

Employee informs employer of status changes promptly

Typical processing milestones employers should track

Track these sequential milestones so verification, storage, and re‑verification occur on schedule.

01

Document Presentation

Employee presents EAD at hire.

02

I-9 Completion

Employer completes Section 2 or 3.

03

Record Storage

Store image and I‑9 securely.

04

Reverification Trigger

Begin reverification before expiration.

Common mistakes to avoid when handling EAD cards

  • Accepting an expired card without initiating reverification or requesting acceptable alternative documents creates noncompliance exposure and possible penalties.
  • Recording names or numbers incorrectly — especially A‑Numbers or card numbers — can prevent later verification and complicate audits.
  • Keeping insecure copies or emailing unencrypted images risks unauthorized access to personal data and potential HIPAA/PII violations if combined with health information.
  • Assuming state law overrides the I‑9 process; Form I‑9 is federal and must be followed regardless of varying state processes.

Penalties and enforcement risks related to EAD misuse

I-9 Paperwork Penalty: $281–$2,789 per violation
Intentional Hiring: Higher fines and criminal exposure
Data Breach Costs: Breach remediation and liability
Audit Risk: Increased agency scrutiny
Payroll Issues: Potential back pay and taxes
Reputational Harm: Public enforcement consequences

Practical tips for accurate EAD handling and recordkeeping

Follow these measures to streamline verification and reduce regulatory risk while protecting employee privacy.

Inspect in Person and Verify
Always examine the physical card in the employee’s presence to confirm the photo and printed details match the individual. In‑person inspection is required for Form I‑9 unless otherwise permitted by temporary guidance.
Use Secure Electronic Storage
Store scans and records in systems that encrypt data at rest with AES‑256 and use TLS 1.2/1.3 in transit. Maintain access controls and an audit trail to support inspections.
Implement a Reverification Calendar
Track expiration dates and trigger reverification at least 30 days prior to expiration to avoid employment authorization gaps.
Limit Access and Log Actions
Restrict viewing to HR and compliance personnel, require unique logins, and log all access and changes for audit readiness.

Real-world examples of document workflows and compliance

These real customer examples show how secure document handling and integrations support compliance in practice.

Optica Ventures

Optica improved routing of employment documents to remote contractors

  • Used cloud workflow and secure uploads for verification
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." — Brian Fitzgibbons, COO, Optica Ventures LLC

Fertility Centers

Healthcare clinic centralized HR onboarding and document retention

  • Integrated e‑forms with patient privacy controls
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company." — John Butler, Founder, Fertility Centers of Illinois

eSignature vendor pricing and capability snapshot

Compare common plan starting prices and core capabilities for high-level vendor selection; signNow is listed first to align with integration and compliance considerations.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year limit Varies Varies Varies

Frequently asked questions about using and storing Employment EAD Cards

Answers to common questions about accepting, copying, and retaining EAD cards during hiring and employment.


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