New Employee Paperwork Checklist

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New Employee Paperwork:

• Job Application Form: candidates must complete a job application form, in addition to CV (a resume) that they have already submitted for the job. This form contains information about the new employee’s history including previous employers, experience and education, along with statements attesting that all the provided information is true and correct, and allowing the employer to request for references from previous workplaces and background checks;
• Consider sending an appointment letter to confirm employment offer and officially invite the candidate to take the designated position;
• Tax withholdings (“Form W-4” for USA Federal Income Tax Withholding): all new hires must complete a special document (Form W-4) before they can receive their first paychecks – this form requires filling in details on employee marital status, number of dependents, and designated additional withholding amounts (employers have no right to advise employees on how to fill this form);
• Wage and Tax Statement (“Form W-2”): employers annually report to the government wages paid and taxes withheld per each employee. This report is completed with a help of Form W-2 Wage and Tax Statement. This form is filled in by employers for each employee to whom they pay for labour and service (a salary, wage or other kind of compensation);
• Employment Eligibility Verification Form: (US form I-9 for Employment Eligibility) each new hire should be approved as eligible to work in the state. For this purpose, a newly hired employee should provide his employer with a legal proof, such as passport, birth certificate, special visa or work permit (like “green card”) if employee is a foreigner;
• Background Check Requests and Conclusions: conducting a variety of checks and collecting references from previous employers, legal bodies, financial institutions, and other sources to make sure the new staff member is clear in terms of the civil and criminal law, financial transactions, employee misconducts, etc. These checks are always required for jobs related to operating with money or valuable items, taking care of kids or elder/disabled people;
• Insurance Coverage: accomplish new employee benefits enrollment procedures and submit the completed forms to HR (such as medical examinations, drug tests, etc);
• Acknowledgements of the Corporate Statements: ensure that new staff members have studied and signed acknowledgements of the enacted corporate policies, including workplace safety, security, anti-harassment and anti-discrimination policies, etc;
• Personnel Data Form: collect and save the employee’s emergency contact information, state service history (military, police, etc), biographical information, and voluntary self-reported data which can be helpful for company (such as first aid skills, foreign languages, etc);

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