If you are a business owner, then you know that hiring new employees is a process that requires a lot of paperwork. One of the most critical steps in this process is completing new employee forms. These forms help your new employee get started with their job and protect your business.
This blog post will discuss everything you need to know about new employee forms!
What Are New Employee Forms?
New employee forms are documents that new employees must complete before they start their job. These forms help businesses collect essential information about their new employees, such as their contact information, emergency contact information, and social security number. New employee forms also help businesses keep track of their new employees’ work eligibility status.
What Are The Forms Needed For New Employees?
There are a few different forms that businesses may require new employees to complete, and these forms can be grouped into two main categories:
1. Employment eligibility forms
2. Internal New Hire Forms and Paperwork
Employment Eligibility Forms
These forms are required by the federal government and help businesses verify that their new employees are eligible to work in the United States. The most common employment eligibility form is the I-9 form, issued by the United States Citizenship and Immigration Services (USCIS).
Let’s understand each one of them better below.
Form I-9 (Employment Eligibility Verification Form)
The I-9 form is used to verify an employee’s work eligibility status in the United States. This form must be completed by all new employees, regardless of their citizenship or immigration status. It is required by the Department of Homeland Security. No later than their first day of employment, and after they have accepted the job offer, your employee must complete and sign Section 1, Employee Information and Attestation.
They will also need to provide you with acceptable documentation, which establishes their identity and employment authorization. You, the employer, must review the documentation to make sure it appears genuine and related to the employee. You must complete and sign Section 2, Employer Review and Attestation.
Lastly, you will need to retain the completed form I-9 for a designated period and make it available for inspection by authorized U.S. government officials.
Form W-2 (Wage And Tax Statement)
The W-2 form reports employees’ wages and taxes withheld from their paychecks. This form is completed by the employer and sent to the employee at the end of the year. The employee will then use this form to prepare their annual tax return.
To complete this form, you will need to provide your employee’s social security number, as well as their total wages for the year and the amount of taxes withheld. If your employee doesn’t have a social security number, they can apply for an Individual Taxpayer Identification Number (ITIN).
Form W-4 (Employee’s Withholding Certificate)
The W-4 form determines the amount of federal income tax to withhold from an employee’s pay. This form must be completed by all new employees, regardless of their citizenship or immigration status. It is required by the Internal Revenue Service (IRS).
Your employee must provide their personal information on the form, such as their name, address, and social security number. They will also need to indicate their filing status and how many allowances they are claiming. The more allowances an employee claims, the less tax will be withheld from their paycheck.
The W-4 form should be completed and returned to you, the employer, as soon as possible. You will then use the information on the form to calculate the amount of tax to withhold from your employee’s paycheck. If your employees’ financial situations change, they should complete a new Form W-4 because their withholding allowances may have changed.
State Tax Withholding Forms
In addition to the federal tax withholding forms, your employees may need to complete state tax withholding forms. The requirements for these forms vary by state, so you will need to check with your state’s tax agency to see if these forms are required.
Some states require new employees to complete a state tax withholding form on their first day of work, while others do not require any forms to be completed.
State New Hire Tax Forms
Some states require new employers to report new hires to the state tax agency. This is generally done using a new hire reporting form, which can be obtained from the state tax agency. New hire reporting is required in most states, but a few exceptions exist.
State New Hire Reporting Form
The State New Hire Reporting Form reports new employees to the state tax agency. This form is generally completed by the employer and sent to the state tax agency, although some states allow employers to submit the information electronically.
The form will need to be completed with the employee’s personal information, such as their name, address, and social security number. The form must also include the employer’s information, such as name and address. Once the form is completed, it should be sent to the state tax agency as soon as possible.
Internal New Hire Forms And Paperwork
Internal new hire paperwork includes documents used to onboard an employee and set them up with the company. This paperwork can vary from company to company, but some common items are often included.
The offer letter is a document that outlines the terms of employment for a new employee. It should be sent to the employee after they have accepted the job offer. The offer letter should include the start date, salary, benefits, and other essential details about the job.
The offer letter is not a legally binding document, but it is an excellent way to confirm the details of the job offer in writing.
Employee Handbook Acknowledgment Form
The employee handbook acknowledgment form is used to confirm that the employee has received and read the company’s employee handbook. The employee handbook contains essential information about the company’s policies and procedures. The acknowledgment form should be signed by the employee and returned to the employer.
Employment Agreement Or Contract
An employment agreement or contract is a legally binding document that outlines the terms of employment for a new employee. An employment agreement outlines the rights and responsibilities of both you and the employee. An attorney should review it before it is signed by both the employer and the employee.
The employment agreement should include job duties, salary, benefits, and other vital details about the job. The employment agreement should also include information about the length of employment and any other essential details about the job.
Non-disclosure Agreement (NDA)
A non-disclosure agreement (NDA) is a legally binding document that prohibits the employee from disclosing certain information about the company. The NDA should be signed by both the employer and the employee. The NDA should include information about what information can and cannot be disclosed and any other essential details about the agreement.
Background Check Authorization Form
Many employers require new employees to complete a background check authorization form. This form gives the employer permission to run background checks on the employee. The background check may include a criminal history check, a credit check, and an employment history check. The employee should sign the background check authorization form before the employer runs the background check.
Non-Compete Agreement (NCA)
A non-compete agreement (NCA) is a legally binding document that prohibits the employee from competing with the company. The NCA should be signed by both the employer and the employee. The NCA should include information about what types of competition are prohibited and any other essential details about the agreement.
HIPAA Certification Form
The HIPAA certification form is a document that new employees must sign to certify that they have received training on the Health Insurance Portability and Accountability Act (HIPAA). The form should be signed by the employee and kept on file by the employer. The HIPAA certification form is not required by law, but it is an excellent way to ensure that your employees are aware of HIPAA regulations.
Employee Benefits Documents
Many employers offer benefits to their employees, such as health insurance, life insurance, and retirement savings plans. New employees must complete some paperwork to enroll in these benefits programs. The specific paperwork will vary depending on the type of benefit and the provider. However, new employees will typically need to complete a benefits enrollment form and a direct deposit form.
Direct Deposit Form
If you want your employees to be paid by direct deposit, you will need to have them complete a direct deposit form. The direct deposit form will include information such as the employee’s bank account number and routing number, which would guide you when making an employee’s pay. The direct deposit form also allows the employer to store the employee’s bank account information on their records.
Emergency Contact Form
The emergency contact form is a document that new employees must complete so that the employer has an emergency contact or emergency contacts of the employee. The form should include the name and phone number of the emergency contact.
New Hire Questionnaire
The new hire questionnaire is a document that new employees must complete so that the employer can get to know the employee better. The questionnaire may include questions about the employee’s work experience, education, skills, and goals. The most efficient time to do this is during the onboarding process.
Why Are These Forms Required From New Employees?
The forms listed above are required from new employees for several reasons. First, these forms help businesses collect essential information about their new employees. This information is necessary for businesses to be able to contact their new employees and verify their work eligibility status.
Additionally, these forms help businesses protect themselves from liability. For example, if a new employee is injured while working, the emergency contact information on the forms can be used to notify their next of kin.
Finally, these forms help businesses comply with various federal and state laws. For example, the I-9 form is required by the Immigration Reform and Control Act of 1986, while the Social Security Administration requires the W-4 form. Completing these forms is essential for businesses to operate legally.
How To Create An Efficient System For New Hire Forms
Now that you know what forms are required for new hires, you might wonder how to create an efficient system for collecting and storing these forms.
Create A New Hire Paperwork Checklist For New Hire Forms
Creating a checklist for new hire forms can help you track which forms have been completed and which still need to be collected. This is a helpful method for collecting paper copies of the forms. This checklist can be used as a guide when onboarding new employees.
Store New Hire Forms Electronically
If you store new hire forms electronically, you can create a central repository for all of your new employee forms. This can be a convenient way to access the forms and share the forms with other members of your team. Additionally, electronic storage can help to keep your forms organized and free from clutter.
Onboarding That Goes Beyond The Paperwork
While it is vital to collect the necessary forms from new employees, your onboarding process should not end there. You should also take steps to orient your new employees to your company culture and their specific job duties. This can help to ensure that your new employees are productive and engaged from their first day on the job.
Use New Hire Form Templates
There are many different templates available online for new hire forms. These templates can help you to create professional-looking forms that are easy to fill out. Additionally, templates can help ensure that you include all the required information on your forms.
New employee forms are an essential part of the onboarding process. These forms help businesses to collect important information about their new employees and to protect themselves from liability.
Additionally, these forms help businesses to comply with various federal and state laws. Creating an efficient system for collecting and storing new hire forms is essential for businesses to operate legally.
Following the tips in this article, you can create an efficient system for collecting and storing new hire forms. This will help ensure that you comply with the law and that your new employees are fully onboarded.
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