Hiring a new employee is about more than just welcoming them to the team. There are many logistics to take care of before they start working and receiving regular paychecks.
What are the steps for a new hire? Keep reading to learn more about some of the forms you need to take care of for new employees.
Form W-4
This form is sometimes called the "Employee's Withholding Certificate." Its purpose is to determine how much your new hire wants to withhold for taxes during each pay period. Every new hire has to complete the W-4 before they get a paycheck.
Employees can change the W-4 at any point. As an employer, it's your job to keep track of changes and make withholding adjustments accordingly.
Form I-9
Also known as the "Employment Eligibility Verification form," I-9 is a form that you must keep in your employee's records. Your new hire should fill it out and provide supporting documentation of their identity and work eligibility.
While you don't have to send it out, it's essential to look at the documents to ensure adequacy. You can use the E-Verify system to check work eligibility, but the I-9 is mostly for immigration officers and audits.
Application form
What are the steps for a new hire joining your team? Before anything else comes the job application. Contrary to popular belief, the application isn't a throwaway document. It holds crucial, verifiable information about the employee, such as work history and education. What are the steps for a new hire? Visit this website to know more information.
Keep the application in your records, as it will protect you as an employer should they make fraudulent claims.
State Forms and Registration Requirements
In addition to federal-level forms, you might have some state regulations to follow. All states are different, so make sure to check with local laws for guidance.
Typically, you'll have to fill out forms for the taxing agency if you live in a state that has an income tax. Forms for unemployment tax and employer registration might come up as well.
Staying Above Board
Familiarize yourself with state and federal laws to ensure that you're compliant with regulations. Send out forms to the appropriate organizations, such as the IRS. It's also a good idea to keep copies in case of workplace audits. Having that documentation ready ensures that any issues will resolve quickly.
Read a similar article about open enrollment software here at this page.