New Hire Paperwork

How to eSign a document: sd hire form

hi Jenny stone here from HR shield with your HR rescue each day we get hundreds of questions from our clients and other small and mid-sized business owners about some of the most common HR issues we figured if they have those questions you might too so let's provide a lifeline and share our answers to some of the most common scenarios you've just hired a new employee great do you know what forms you need to have them complete your first responsibility for paperwork and regulations for new employees comes immediately after hire before the employee starts work and receives his or her first paycheck there are some forms you are required to have the employee complete these forms must be completed by every employee according to the federal and state laws federal state and local agencies can also audit your employee records for a variety of reasons so keeping records is important form w-4 for federal income tax withholding all new hires must complete form w-4 before receiving their first paycheck this form includes information on marital status number of dependents and designated additional withholding amounts it is used to calculate withholding for federal income taxes you don't have to keep copies of all w-4 forms just the most recent one employer should not give employees advice on how to complete this form but you can direct them to an IRS article that helps them complete this form be sure to use the most recent version of the w-4 form employees may change their w-4 form as often as they like for example an employee may receive a bonus and want to change withholding it is your responsibility as the employer to keep track of the latest change and to make sure employee paychecks reflect the wishes of the employee for withholding form i-9 as an employer you must document the eligibility of new employees to work in the US the document you must use is form i-9 employment eligibility verification which must be completed by each new hire the new employee must provide documentation of identity and work eligibility application form the new hire process often starts with this essential form being filled out applications are often desirable even if you receive a resume because they are standardized and can be used to gather the same information from each applicant on the application form the applicant attests that the information on the application is true and correct while other statements allow the employer to conduct reference checks and background checks state withholding and registration employers must register new employees with their state's new hire notification system this registration allows the state to collect child support payments from these employees each state that collects income taxes has requirements for employers to report and pay those taxes contact your state Department of Revenue or equivalent for information on how to register as an employer in the state the state agency will also give you information on withholding forms and requirements for reporting and paying withheld amounts for states that have an income tax you will need to deduct these taxes from the employees paychecks and send the withheld taxes to the appropriate state agency create an employee handbook although not required it is an excellent idea to have a handbook describing your business's employment policies and making it clear that the employment is at will unless an employee has signed a written employment contract a handbook may include work process descriptions and benefits in addition to policies and procedures all new employees should receive a copy of this handbook and should sign that they have read and understand it set up personnel files for each employee you hire create a file in which to keep job related documents such as job applications employment offers IRS Form w-4 performance evaluations and signup forms for employee benefits medical records should be kept in a separate confidential file in a locked cabinet and you should store I 9 forms which document an employee's immigration status in a separate file as well having a a question you'd like answered leave your topic idea in the comment section below as always thank you for watching and don't forget to hit the subscribe button and you can always email us for more information at support at HR - shield com