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
confirm that an employee is eligible to work in the U.S., you must have them
completeForm 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
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.
the correct amount of federal income tax from each paycheck by requiring every
employee to completeForm 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
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
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.
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.
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.