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Forms You Must Have New Employees Complete at Hire

W-4, I-9, Job Application


Your first responsibility for paperwork and regulations for new employees comes before 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. 

1. Form W-4 for Federal Income Tax Withholding

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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.  Employers should not give employees advice on how to complete this form, but you can direct them to a link in the article that helps

2. State Income Tax Withholding Form

Contact your state department of revenue (or equivalent) for information on how to register as an employer in the state.  This state agency will also give you information on withholding forms and requirements for reporting and paying withheld amounts. 

3. Form I-9 for Employment Eligibility

Form I-9, Employment Eligibility Verfication, must be completed by each new hire.  The new employee must also provide a proof of eligibility, such as a birth certidicate or "green card." 

4. Job Application Form

Each new employee must complete a job application form, even if this person has already submitted a resume for the job.  The job applicatoin form contains information about the new employee that can be verified, like previous employers and education.  It also includes several statements the applicatnt must sign.  One statement attests that the information on the application is true and correct, while other statements allow the employer to conduct reference checks and background checks. 


5. Use the E-Verify System to Verify Employment Eligibility

Employers can sign up for the E-Verify system and use it to check on the eligibility of new employees to work in the U.S.  The system uses the information on Form I-9 to compare with federal data bases. 

6. Register with State Employment Notification System

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.  A list of the state notification systems is included in this article.

7. Where to Get Copies of New Hire Forms

This article details sources of forms and you will need new employees to complete at hire.


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