Electronic new hire paperwork should be completed on or before the employee’s first day on the job. But not every worker has the same set of forms to fill out. The workflow of forms may look different depending on the individual’s position in the company and state employment laws. Here’s some of the forms that most employers will currently use along with optional forms that vary from one organization to the next.
Employment Eligibility Verification (I-9)
The federal government requires all new hires to complete an I-9 form. And, the new hire must support the I-9 by one of the acceptable documents listed in the instructions for the form. Unlike background screening, it is illegal to ask an applicant to complete this form before they receive a formal job offer. But the employer can not skip this form once the new hire accepts the job offer! With E-verify, employers can take the extra step of protecting themselves from penalties for hiring unauthorized workers. The government allows employers to electronically submit I-9 information through E-verify as part of an automated process.
Federal and State Income Tax Forms
A W4 form must be completed at the time of hire to ensure that the appropriate amount of tax is withheld starting with the employee’s first paycheck. It is always up to the employee how much tax they choose to have withheld. The system then routes each piece of the electronic new hire paperwork to Payroll for immediate implementation.
Work Opportunity Tax Credit Forms
Because WOTC are forms used to obtain tax credits, these are optional. The new hire should fill out the 8850 form as part of the initial applicant screening process. But, it’s not too late to have it completed on the date of hire. The employer completes Form 9061 as the next step. Getting new hires to complete this form on the same day as the rest of the electronic new hire paperwork can help employers submit the forms in a timely fashion.
Required Notices for Health Insurance and Workers Compensation
The DOL requires that employers provide a notice regarding the Health Insurance Marketplace. The notice should explain what coverage the employer offers and how electing to purchase insurance privately may impact employer contributions to health benefits. In addition, new hires must also receive a notice outlining whether or not the employer carries Workers’ Compensation coverage.
Consent Forms and Policies
Typically, the employer should have received completed consent forms for background checks and other screening at the time of the job offer. If not, the employer should definitely obtain consent by the first day of work. Other consent forms might include drug testing, searches, video surveillance, etc. Employers may also require new hires to complete acknowledgements such as receipt of the company handbook and other policies. Employees might also need to electronically sign for company-issued supplies and equipment.
Electronic New Hire Paperwork Can Include Benefits Forms
Furthermore, the employer may include health insurance, retirement, life insurance, and other forms as a part of the internal paperwork. Or the employer may have them accessed through a portal by a third party provider. Like all electronic new hire paperwork, the more automation that the employer can introduce into the workflow, the better.