Hiring new employees can be a cumbersome and time-consuming process – especially for small businesses with compact HR teams.
After a new employee has been hired, the employer’s first responsibility should be to organize and provide him/her with all of the required paperwork. Eliminating this hassle from the hiring process means getting all the new hire documents completed and signed as quickly as possible.
To simplify this process, recruiters use PDFfiller to generate and share employment forms online. This service makes it easy for new employees to complete, e-sign and return their forms from anywhere, regardless of the device they’re using.
Once completed, all forms are stored in your personal account where only you can access them at anytime. As a rule, it shouldn’t take more than 24 hours before the documents are completed and forwarded to you.
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IRS Form W4: for new hires and every time your tax situation changes
All new employees must complete a Form W-4 before receiving their first paycheck.
This form includes information on marital status, number of dependents, and designated additional withholding amounts. It is mainly used to calculate withholdings in regards to federal income taxes.
Employees may change their W-4 form as often as they like. For example, an employee may receive a bonus and want to change their withholdings.
However, keep in mind that you are responsible for tracking any new changes. This includes making sure the employee’s paycheck reflects the wishes of the employee (with regards to tax withholdings).
Form I-9 for employment eligibility verification
As an employer, you must document that your new employees can legally work in the U.S.
The document you have to use in this case is a Form I-9, Employment Eligibility Verification. This form must be completed by each new hire. The new employee must provide documentation of (a) identity and (b) employment eligibility.
There are two steps to the I-9 process. First, the employee fills out the form and states what identity and employment eligibility documents will be used. Then you, as the employer, must review those documents to ensure they’re adequate and appropriate.
You must keep this form in the employee’s records. However, there is no need to send it to anyone. If an immigration officer comes to your company and wants to inspect your employee documents, this form serves as proof that you’ve verified the employment eligibility of every employee.
Job Application Form
New employees must almost always complete a job application form, even if they have already submitted a resume for the job.
The job application form contains information about the new employee such as previous employers, education, etc. It also includes several statements the applicant must sign.
Having an application form for every employee protects you, as an employer, against any fraudulent claims. It also allows you to take appropriate action if the application form contains falsified information.
Employee Handbook
If your business has several employees, you should have an employee handbook or a policies and procedures manual.
An employee handbook may include work process descriptions and benefits (in addition to policies and procedures). All new employees should receive a copy of this handbook. They should also sign that they have read and understood all the information contained within.
The employee handbook then becomes a legally binding document for both you and your employees. Having employees read the employee handbook can help prevent employees from becoming disgruntled by company policies that they were not aware of. It also clarifies all of the expectations that you have for your workers. Having employees read and sign to understanding all of the information in said handbook can even help you avoid potential lawsuits.
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