What Paperwork Do You Need for a New Hire?

Are you planning on hiring a new employee? If so, you’ll want to make sure you have the necessary documentation first.

First things first: before you start hiring employees, you need to register with the IRS. That’s how you get your employer ID number (EIN), which you’ll need for payroll tax reports. You’ll also need to join the IRS payment system (EFTPS).

Once you’ve done these steps, you’re ready to welcome a new hire. Here’s all the new hire paperwork you’ll need to complete this process.

1. Form W-4

Employees hired after January 1st, 2020, must complete Form W-4 before receiving their first paycheck. This form allows you to withhold the right federal income tax from the employee’s pay. You can download the form from the IRS website.

An employee can change his or her W-4 form at any time. For instance, they may want to change withholding after receiving a bonus. As an employer, you’re responsible for keeping track of these changes.

2. Form I-9

You’ll use Form I-9 to confirm the eligibility of new hires to work in the United States. First, the employee will fill out the form and provide work eligibility documents. Then, you’ll go over those documents to make sure they’re appropriate.

You should keep this form in the employee’s record. If an immigration officer looks at your employee documents, the form is proof that you confirmed their eligibility. If you have many employees, consider signing up for the E-Verify system.

3. Job Application Form

All new employees should complete a job application form. This form contains information that you can verify, such as previous employers. The form also includes a few useful statements that each applicant needs to sign.

For example, one statement calls for the employee to confirm that all information on the form is true. Other statements allow you to conduct background and reference checks. By using application forms, you protect yourself from fraudulent claims.

4. Workplace Posters

When it comes to the new hire checklist, it’s easy to forget about the posters. If you have 50 or more employees, you’ll need a Family and Medical Leave Act poster. If you have workers with disabilities, you must post a Special Minimum Wage poster.

Other examples include OSHA’s workplace poster and a Fair Labor Standards Act poster. You can get all these publications from the Department of Labor.

5. State Registration

Finally, you’ll need to register with your state’s employment agencies. These include your state’s taxing agency, labor department, and worker’s compensation agency. You should also register new employees with your state’s hire notification system.

Depending on your state, it may also be a good idea to provide pay stubs. This is the easiest way to keep track of your employees’ payroll. For more information on can you make fake pay stubs, click on that link.

More on Preparing for a New Hire

One last thing to keep in mind: get your employees to sign a copy of the employee handbook. That way, the handbook becomes a legally binding document. This can help prevent unmet expectations and potential lawsuits.

Want to know more about preparing for a new hire? Are you interested in making the most out of the new hire orientation process? Check out our Biz section!