HR manager helping employee fill out new hire forms

4 Essential New Hire Forms You Must Know

The hiring process is always joyous. It results in an excited applicant and an additional employee to help your company reach its goals. Plus, the human resources department earns props for a job well done planning the employee’s first month.

For the hiring to be official, however, several important documents need to be completed and stored for safekeeping. Here’s a new hire forms checklist for the most important forms:

1. Form I-9

To confirm that an employee is eligible to work in the U.S., you must have them complete Form I-9. This form is very straightforward. All the employee must do is submit identification that proves their identity and eligibility to work in the U.S. – this could be a passport or a driver’s license and Social Security card. As the employer, you should provide instructions on how to complete this document and what forms of identification are acceptable.

From there, review the documents and the form to verify that the employee is eligible to work in the U.S. This is an essential step for the company to adhere to federal law. Keep the I-9 in a secure location in case an issue arises – such as immigration services paying a visit to your business.

2. W-4

Withhold the correct amount of federal income tax from each paycheck by requiring every employee to complete Form W-4, which is titled “Employee’s Withholding Allowance Certificate.” Your employees fill out standard information such as their name, address and Social Security number along with critical withholding information including filing status, the number of allowances they’re claiming, and if they would like additional taxes withheld.

Employees can request to change their withholding amount whenever they like. They might ask for a change when they experience a significant life event, such as getting married or having a baby. You only need to keep the most current W-4 on file.

3. Direct Deposit Authorization

You know what’s on every new hire’s mind: “How do I get paid?” If the answer is “direct deposit,” you will need a completed Direct Deposit Authorization form. The form asks for the new hire’s bank name, bank account number, routing number, and account type (checking or savings). They will need to sign the form, giving you the green light to make direct deposit payments. Although every state does not require this form, it ensures that your team’s paychecks are going to the correct place.

4. Job Application

While a resume gets an applicant’s foot in the door, a job application allows you to obtain verifiable information such as work history, full legal name, hobbies and interests, certifications, etc. It may also ask for permission to conduct background and reference checks.

Gather this information to ensure applicants are credible, qualified, and capable. If it turns out any part of an application was falsified, you will have it on record and will be protected if you need to let them go.

Every HR team will benefit from a streamlined new hire process, and these four forms will play crucial roles. All your company must do is prepare them, have them filled out by the employee, and store them in a safe place. Your new hire will be ready to get to work and receive paychecks – with income tax withheld, of course.