Forms Every Employee Should Fill Out on Day 1
An employee's first day on the job can be very stressful for both the employee and employer. While trying to set up the employee with his or her parking pass, email account, and other necessities, employers can easily become overwhelmed.
It is important to capture new hire data as well as engage and train new hires right from the start. This process can be painless if the right system is in place to ensure that the correct new hire forms and tasks are completed on time.
It is crucial that employers have new employees complete the following five new hire forms.1. Form I-9
Under federal law, employers are required to verify the identity and employment authorization of each person they hire by completing and retaining Form I-9, Employment Eligibility Verification. Newly hired employees must complete and sign Section 1 of Form I-9 no later than the first day of employment. Click here to download Form I-9.
2. Federal Form W-4
An employee must complete federal Form W-4 in order for the employer to withhold the correct federal income tax from the employee's pay. Click here to download federal Form W-4.
3. State Form W-4
In states with a state income tax, an employee must complete a state Form W-4 (or its equivalent) in order for the employer to withhold the correct state income tax from the employee's pay. To obtain a state Form W-4, contact your state's taxation department.
4. Basic Employment Information Sheet
Employers should keep certain basic information about each of their employees on file, including their address, phone number, and emergency contact. Click here to download a Basic Employment Information Sheet.
5. Direct Deposit Authorization Form
It is now easier than ever for an employer to directly deposit an employee's paycheck into his or her bank account. Such deposits, however, must be specifically authorized by the employee. Click here to download a Direct Deposit Authorization Form.
How EPAY Systems Makes New Hire Forms Simple
With the help of EPAY’s employee onboarding software solutions, there is no time wasted or chance of overlooking a form. The software gets new hires up and running faster and ensures accuracy – this leaves less room for mistakes.
Employee onboarding software collects accurate and crucial employee information, which includes:
- Ensuring I-9 and W- 4 compliance with electronic processing and approvals
- Handling taxes for multiple work locations and state reciprocities
- Providing customizable electronic benefit enrollment workflows
- Accommodating company-specific onboarding forms
- Capturing digital signatures for complete and auditable records
- Automatically assigning new hire onboarding tasks, issues reminders, and more
Learn more about how onboarding software can help enhance the new hire process by requesting a demonstration today.