Every HR team knows the Form I-9 is required for every new hire—but fewer realize how easy it is to make costly mistakes. In fact, ICE reports that the majority of I-9 penalties stem from clerical errors with acceptable documents, not from knowingly hiring unauthorized workers.
In 2025, paperwork fines can reach $288 to $2,861 per violation, meaning even small errors quickly add up during an audit. Here are the five most common mistakes employers make with I-9 documents—and how to avoid them.
One of the most frequent errors is accepting an expired passport, ID, or work authorization document. USCIS requires that all I-9 documents must be unexpired at the time of hire.
How to fix it:
Related: What Documents Are Acceptable for I-9 Compliance
Some employers ask for more documents than required—for example, requesting both a passport (List A) and a Social Security card (List C). This not only risks discrimination claims but is also a violation of I-9 rules.
How to fix it:
Learn more: I-9 Form Fundamentals
Temporary work permits and visas expire, which means employers must complete Section 3 reverification. Too often, HR teams miss these deadlines, resulting in “knowingly continuing to employ” fines.
How to fix it:
Guide: Reverification: A Critical Step in Compliance
Some errors are easy to spot—like missing signatures or mismatched names—but busy hiring managers often overlook them. During an audit, these count as substantive violations.
How to fix it:
Related: How to Self-Audit Your I-9s
Copying employee documents is optional under federal law (unless using remote verification or E-Verify). But copying some employees’ IDs and not others can be seen as discriminatory.
How to fix it:
Most I-9 fines don’t come from fraud—they come from preventable document errors. By training managers, using digital compliance tools, and conducting regular audits, HR teams can stay ahead of ICE enforcement.
Want to see your exposure? Use our I-9 Risk Calculator or book a free I-9 compliance strategy call with our team.