Knowing which new employee forms you need can be daunting. This article provides a detailed list of the forms you need to be compliant with the set regulations.
You went through the interviewing process, got some great candidates for several interviews, and finally settled on one. Now, what's next?
One of the most intimidating parts of the hiring process involves knowing what forms you need from a new employee.
While you’ve gotten them to sign a contract, you still need to figure out what new employee forms you need to get from them. There are several forms any new employee needs to fill out.
However, before you get engrossed in other things, you need to ensure that these forms are completed. This is helpful as you don’t want deadlines hitting you when you least expect.
In some cases, you do not need to return some forms to any person. Nonetheless, you must keep them. The forms need to be available to employees and to anyone who may want to see them.
The Department of Labor has particular requirements for personnel and payroll records, these are required under the wage and hour division,
Keeping records is also essential for the state, federal and local agencies may conduct an audit of your employee records.
Essential Tips When Dealing With New Employee Forms
Before you start up with new employee forms, you’ll want to explore these tips.
Make a Checklist
Create a checklist for employee’s listing the information you’ll need. This will make the process easier as they employees will bring the proper IDs.
Don’t Wait For the Deadline
Different forms have varying deadlines. Do not wait until the deadline is a day away. Have the new employee complete all the paperwork on the first day.
You can submit or file it the following day.
New hire documentation changes when you least expect. You need to stay up to date on any new changes or requirements in forms.
Do not Gather Information Prohibited by Law
Certain questions may cause employee wariness or discomfort. Also, an employee may claim that you used certain information to discriminate against them.
It’s better not to ask if you don’t know when you’ve crossed a boundary. There are several new employee forms. This article breaks down different forms that you will need.
Must-Have Forms for a New Employee
Every new employee that you hire must have three main areas of mandatory forms. These forms include:
- State-specific disclosures
- 1-9 for employment eligibility
- Federal and State tax forms including W-4 or a W-2.
State Specific Disclosures
If your business is located in a place where there’s state income tax , you need to collect state tax withholding forms from new employees. Some states like Texas, Washington, Florida, and Wyoming do not have state income tax.
In this form, the employee enters the number of allowances they want to claim as well as their information. This will give you an idea of the amount to withhold for state income tax.
You can find these forms from the Bureau of Labor Statistics.
The Form I-9 is an employment eligibility verification form. It’s used to prove that a new employee is legally allowed to work in the US.
The employee needs to fill out the first section and, you as the employee need to complete the second section.
The third section only applies to rehires or verification of employment eligibility. The 1-9 has questions like a citizenship status, name, address, and social security number.
Your new employee needs to bring in original documents to confirm employment eligibility and their identity.
In the second section, you need to ascertain that the documents brought are genuine to the best of your knowledge.
The IRS requires the form W-4. It’s an employee’s withholding allowance certificate that is used to determine the amount of federal income tax you need to withhold from a new employee’s wages.
You’re required to withhold federal taxes like Medicare taxes, social security, and income from an employee’s gross wages. This money needs to be deposited with the IRS.
The new employee is required to fill out this form for you as the employer to know the amount to withhold.
In a case where an employee claims withholding allowances, this means the amount of tax withheld reduces.
If an employer has more than three allowances, the less amount of tax you’ll hold.
The form asks about an employee’s marital status, address, SSN, and name. It also includes the number of allowances an employee is claiming.
Once you receive the W-4, you need to determine the amount of taxes to withhold for every allowance. The IRS publication 15 can guide you through the percentage method or the wage bracket.
Remember that you cannot run payroll without form W-4. It’s a must-have tax form for any new employee. The form remains in effect until it’s changed.
In case of changes, you need to ensure that the changes are implemented before the start of a pay period.
A payroll provider can help ensure that a new hire fills out the above forms. Also, they can include state-specific new hire disclosures. This ensures that you’ve complied with the set regulations.
In a case where you don’t have a payroll provider, you need to have your new employee fill them out.
Visit a tax agency website for your state to find out your state’s new hire disclosures list.
Optional New Employee Forms
Although this section is optional, it includes some critical forms that companies hiring full-time need to have. These forms include:
You’ve likely come across the terms confidentiality agreement and NDA. If your company deals with sensitive data or you have a secret ingredient like Coca-Cola, you’ll need your new employee to fill out an NDA.
You might want to consider having a non-compete agreement depending on what your company does and what industry the company is in.
This applies in a case where you feel like an employee might take away some of your clients. However, the NCA hold no value in certain states.
An employee’s handbook lists down what your company policies are, what your dress code is like, or other pertinent issues. The form could also include sexual harassment policies or drug-free workplace information.
Emergency Contact Information
Employee contact information is a must have especially during unforeseen emergencies. You’ll want to find out who you can contact in case something happens to your employee.
Signed offer letter
This is what you present to someone you’ve recently hired. A signed offer letter should be the first thing an employee signs before moving on to the next forms.
Signed employment agreement or contact
A signed agreement is also referred to as an employment contract. The form lets the employee know that employment is at will.
Direct deposit form
Having a new employee fill out a direct deposit form makes works easier. It will also make running a payroll convenient.
Special Case Forms
There are additional forms that you may need to add depending on your company’s needs, industry, and its size. These forms include:
Background Check Results
Companies in healthcare, caregiving, gaming, financial services, or child care need to conduct background checks before hiring. You can use available background check providers to get this information.
Mortgage brokers, the military, accounting firms, and the police departments must conduct credit checks for new employees.
Equal Opportunity Commission Form
This form applies to companies with 100 employees or more. The above information will help you avoid missing out on important details while working with a new hire.
The interview and selection process is a big deal, do not let compliance or paperwork issues complicate the process.