Wondering what new employee forms you need for fresh employees? Check out these important forms you must secure for your new hires.
In this article:
Crucial New Employee Forms You Need for New Hires
1. Form W-4
One crucial item you should include in your new employee forms is the form W-4. The IRS requires employers to file a Form W-4, Employee’s Withholding Allowance Certificate, to determine how much federal tax to withhold from your employees’ wages.
As you know, employers are mandated to withhold federal taxes such as income tax, Social Security, and Medicare taxes from their employees’ wages to be deposited to the IRS. Here are a few reminders you should keep in mind in this new employee tax form:
- Make sure to ask your new employee to submit a signed Form W-4 when they start to work.
- This form should be effective with his or her first wage payment.
- Your employee’s filing status and indicated withholding allowances determine the amount of income tax withholding.
- If a new hire doesn’t give a completed Form W-4, consider his or her filing status single, with no withholding allowances.
- Withholding may be required on wages paid to non-resident aliens.
- The form stays in effect until your employee submits a new one.
- In cases of income tax withholding claims, employees must give their employers a new Form W-4 each year.
- If an employee gives a new Form W-4 to replace his or her existing one, withholding should start no later than the start of the first payroll period ending on, or after the 30th day, from the date of receipt.
2. State Tax Withholding Forms
— VT Dept. of Taxes (@VTDeptTaxes) October 6, 2017
Another requirement to be included in your new employee forms checklist is state tax withholding forms. These tax forms for new employees are specifically crucial for businesses located in states that collect state income tax.
This form works similarly as the Form W-4. Here are some states with no state tax:
- New Hampshire
- South Dakota
3. Local Tax Withholding Forms
What employment forms do new employees need to fill out aside from the aforementioned? If your city, county, local government, or school district where you operate your business collects local income tax, you need to ask your employee to fill the local tax withholding form, too.
Local income taxes are used for funding local programs like parks and community improvement. Here are 14 states with local income tax:
- New Jersey
- New York
- West Virginia
4. Form I-9 or Employment Eligibility Verification
Form I-9 is like a verification form to check the employment authorization and identity of the new hire in the country. This is mandatory for all US employers to secure from all their hired employees.
A new hire should attest to their employment authorization and must present acceptable documents as proof for employment authorization and identity. You, as an employer, should also evaluate these documents presented to know if the papers appear to be genuine.
The documents should not be a copy, and to make sure these are original, check its seal or watermark. You can create copies of your employees’ documents but be sure to keep them in a safe place to protect your employees’ privacy.
Your newly hired employees can see the list of documents needed on the last page of this form. It’s also important for you to set a timeframe for your new hires to complete the form, so when government officers check the form, it’s ready for submission.
Large businesses with many employees can use the E-Verify system to check the new hires’ eligibility for work. This system utilizes Form I-9 information to compare with the federal databases.
Other Things New Hires Should Complete or Have
Although the above new employee forms are essential for tax liabilities of new hires, it is also important to secure this new hire forms checklist. This is a way of making sure you are obedient of what the US government requires for your business and shows that you want to run your business properly.
1. Job Application Form
One important form for fresh employees to complete is the job application form, regardless if they already submitted their resume. This form has all the information about the new employee you can verify, such as educational background and previous employers.
The job application form also contains statements new hires must sign. One important statement on the form attests that the data new employees put on the form are correct and true.
Other statements may allow you to conduct background and reference checks.
Having this form for every hire protects you from an individual making false claims and lets you take action if an applicant’s information is not accurate.
2. Employee Handbook
Aside from the government forms you need to secure for new hires, it’s also essential to provide new employees with an employee handbook or policy manual. Giving them this allows you to provide thorough policy descriptions and business procedures.
You should also make sure they have signed, read, and understood what’s in the handbook. The employee handbook serves as a legally binding document between you, the employer, and the employees.
Making sure new employees understand your policies, procedures, and other things through the handbook helps prevent possible lawsuits, unmet expectations, and dissatisfied employees.
3. Employment Contract
Your contract also matters before your new employees start working. This makes sure you have included the things you need for the job and what new hires can expect from your business.
You can send this along with your job offer email, or you can opt for discussing what’s in the contract face to face, so you can answer questions immediately. Your contract should include the following:
- Termination conditions
- Employee responsibilities
- Workers’ compensation
- Length of employment (if any)
- Work schedule
- Job information (job title and department)
4. Internal Forms
Company procedures and policies vary depending on the type of industry businesses are in. You may have other new employee forms you require for new hires to complete, sign, or understand.
Make sure to prepare these new hire forms once you offer the job, so you can ensure you have discussed everything before they start working. These internal forms can include the following:
- Confidentiality and security agreements
- Employee equipment inventory lists
- Job analysis forms (responsibilities, performance, and goals evaluation criteria)
- Drug and/or alcohol test consent agreements
- Employee invention forms
- Non-disclosure agreement
- Non-compete agreement
5. Employee Benefits Documents
This might be the type of document new hires are much interested in. If you offer many employee benefits, you need to secure papers that contain the terms and conditions for each benefit.
You may even have your new hires sign the documents. The most common benefits you can provide are as follows:
- Tuition reimbursement
- Employee wellness perks (for example, gym memberships)
- Sick leave
- Paid time off or vacation policies (including any paid holidays)
- Disability insurance
- Retirement plan
- Stock options
- Company car
- Mobile plan
- Life and health insurance
6. Direct Deposit Form
This is a type of form that deals with the new hires’ paycheck. Direct deposit allows their paycheck to be deposited directly to their bank accounts instead of giving it to them in a physical check form.
Many employers use this method as it can save a lot of time and effort compared to printing and giving out physical paychecks. Your employees do not need to keep checking their mailbox as well because everything is processed electronically.
Payments tend to not get lost as long as you set the payment process correctly. Direct deposit also allows you to see the transactions made because electronic records are available, saving you the time to write down payment history.
Security is great with direct deposit, too, because you’re not giving out physical paychecks, which can be stolen, altered, or cashed. The funds can easily move from one banking account to another as well.
Congratulations on the business you have started or your growing company! To avoid any future problems, make sure these new employee forms (and other forms needed) are all accomplished.
After completing your registration responsibilities, you can begin your journey of hiring new employees. Also, ensure you, or your Human Resources people, thoroughly checked and evaluated your employees, from their educational background to their employment records, to make sure you have the people you really need.
How was your experience in processing new employee forms for new hires? Let us know in the comments section below!
If you owe back taxes, visit taxreliefcenter.org for more information on tax relief options.
- Federal Income Tax Calculator: How to Estimate Your Taxes?
- 81 Ways to Save Taxes All Year Round
- Bad Debt Expenses: What Is It And How To Write It Off
Editor’s Note: This post was originally published on December 4, 2017, and has been updated for quality and relevancy.