HR Guide: Green Card next steps for employee and employer

An employee on your team just had a green card approved. Here’s a share-ready HR Green Card guide on next steps:

• The first section goes to the employee

• The second is for you to forward to Payroll, Benefits, IT, and Finance so records, taxes, access, and compliance stay clean and on time.

HR Guide: Next Steps for a new Green Card employee (first 30 days):

1) Social Security card update

Most applicants selected the option in Form I‑485 for SSA to issue an unrestricted Social Security card. If you chose that option, expect a replacement card in the mail with the same number and no work restriction. If it does not arrive within a few weeks, do this:

• Make an appointment at a local SSA office.

• Bring your green card (Form I‑551), your current SSN card, and a completed Form SS‑5 marked “Replacement.”

• SSA will issue a new card with the same SSN and no restriction line.

2) Nothing to file with USCIS for the approval itself

Your status is updated in the system. If you move later, file the standard address change (AR‑11) within 10 days of the move.

3) Update your driver’s license or Real ID

Take your green card to the DMV to update your record. Some states require this for Real ID compliance and for renewals. Bring the state’s listed proof of address documents.

4) Update your I‑9 with HR

As a permanent resident, you can present your green card as a List A document. Once HR records this, you should not be on any future reverification cycle. If you only have an I‑551 stamp or a receipt for now, HR will calendar the follow-up when the physical card arrives.

5) Travel tips

Use your green card and your passport for reentry. Advance Parole is no longer required. Avoid being outside the United States for more than six months at a time when possible. If you expect to be abroad for a year or more, talk to HR or counsel about a reentry permit before you leave.

6) Personal housekeeping

Update banks, brokerages, insurance, and any professional boards. If your name changed, update SSA first, then DMV, then other providers.

What to forward internally

HR / People Ops

• Form I‑9: Update with the employee’s green card as List A. If a temporary I‑551 stamp or receipt was used, set a follow-up to capture the physical card. Once a green card is on file as List A, do not schedule reverification based on a printed card date.

• E‑Verify: A new case is not required because of this status change.

• HRIS: Update work authorization to Permanent Resident. Remove any automated expiration alerts tied to prior status.

• Travel policy: Employee no longer needs Advance Parole. Update any internal notes that referenced temporary status.

• Export control access: Permanent residents are U.S. persons. Coordinate with Security and IT to adjust data access flags if they were restricted.

Payroll and Finance (tax)

• FICA: If the employee was on an H‑1B, FICA already applied. If the employee had been on an F‑1 student exemption, begin FICA as of the permanent resident start date.

• Resident tax setup: Confirm payroll is set to resident taxation going forward. Suggest the employee review Form W‑4.

• Reimbursements: If your plan reimburses immigration costs, confirm how any green card expenses are treated for tax purposes and code accordingly.

Benefits

• Update dependent records if the family also adjusted its status. Confirm name changes and eligibility where relevant. No change to basic eligibility due to the green card alone.

IT and Security

• Update identity document records if your identity system stores them.

• If export control flags were used to limit access, switch the employee to U.S. person status after HR confirms the I‑9 update.

Recordkeeping

• Retain the prior I‑9 and the update in accordance with your retention schedule. Keep any receipt tracking with due dates if an I‑551 stamp or receipt was used initially.

FAQ you can forward

• Do employees need to inform USCIS of the approval? No additional filing is needed. File AR‑11 only when an address changes.

• Does the card’s printed expiry mean HR must reverify? No. A green card recorded as List A is not subject to reverification. If you used a temporary receipt or stamp, follow the normal receipt rule.

• How long is the card valid? Status is permanent. The physical card is usually valid for ten years and is renewed.

• Travel after approval? Use the green card and a valid passport to re-enter. Plan ahead if any trip may exceed six months. For a year or more outside the country, consider a reentry permit.

Email templates

To the employee

Subject: Next steps after your green card approval

Body: Congratulations on becoming a permanent resident. Please bring your green card to HR so we can update your I‑9. If your unrestricted Social Security card does not arrive within a few weeks, let us know, and we will guide you through the SSA replacement process. If you plan a long international trip, tell us so we can advise.

To Payroll

Subject: Employee status update — permanent resident

Body: Please update payroll to resident taxation for [Employee]. If they were on an F‑1 exemption, begin FICA as of the LPR start date. No change needed for H‑1B cases. Confirm W‑4 status with the employee.

To Benefits

Subject: Benefits file update — permanent resident

Body: Please update [Employee] records to permanent resident. Process any name or dependent updates attached.

To IT/Security

Subject: Access flags — update to U.S. person

Body: [Employee] is now a permanent resident. After HR completes the I‑9 update, please update access flags from foreign national to U.S. person if applicable.

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This note is a process guide. It is not legal or tax advice. State DMV and company policies vary. Confirm details with your counsel and tax advisors.