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. That means the workflow of forms may look different depending on the individual’s position in the company, state employment laws, and other factors. Here’s a look at 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 I-9 form is required for all new hires and must be supported by one or more of the acceptable documents listed in the instructions for the form. Unlike background and credit screening, it is illegal to ask an applicant to complete this form before they receive a formal job offer. But it can’t be skipped once the offer is accepted! With E-verify, employers can take the extra step of protecting themselves from penalties for hiring unauthorized workers. I-9 information can be electronically submitted 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. However, the electronic form should enforce correct completion of all fields so that no required fields are left blank. This piece of the electronic new hire paperwork can be routed to Payroll for immediate implementation.
Work Opportunity Tax Credit Forms
Because WOTC are forms used to obtain tax credits, these are optional (the IRS doesn’t mind if an employer misses out on these incentives). The 8850 form should ideally be filled out as part of the initial applicant screening process, but it’s not too late to have it completed on the date of hire. Form 9061 is completed by the employer as the next step. There’s only a 28 day window for submission; so, getting this done on the same day as the rest of the electronic new hire paperwork helps ensure that the forms are submitted 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 that explains what coverage is or is not offered, information about the Marketplace, and how electing to purchase insurance privately may impact employer contributions to health benefits. New hires must also receive a notice outlining whether or not the employer carries Workers’ Compensation coverage.
Consent Forms and Policies
Typically, consent forms for background checks and other screening should already be completed by the time a candidate receives a job offer. If not, the consent should definitely be obtained by the first day of work. Other consent forms might include drug testing, searches, video surveillance, etc. New hires may also need to complete acknowledgements such as receipt of the company handbook, an at-will employment disclaimer (in some states), and other policies as required by their employer. Employees might also need to electronically sign for company-issued supplies and equipment.
Electronic New Hire Paperwork Can Include Benefits Forms
Health insurance, retirement, life insurance, and other benefits forms may be a part of the internal paperwork, or they may be accessed through a portal by a third party provider. Like all electronic new hire paperwork, the more automation that can be introduced into the workflow, the better.
To get started using fully electronic new hire paperwork, contact our team today.