New Hire Paperwork Checklist

Have the employee fill out the federal W-4 form to determine the correct amount of income tax to withhold from paychecks.

Verify the employee's identity and work authorization by reviewing original documents from the I-9 acceptable documents list.

Submit the I-9 information through the E-Verify system to electronically confirm the employee's eligibility to work in the United States.

Have the employee fill out any required state-specific tax withholding forms based on the location where they will be working.

Submit the new hire report to the state directory within the legally required timeframe, typically 20 days of the hire date.

Collect the employee's bank account and routing numbers and submit the direct deposit enrollment form to the payroll department.

Ensure the signed offer letter is on file with the agreed-upon salary, start date, position title, and employment terms.

Explain the pay frequency, pay dates, overtime policies, and how to access pay stubs through the payroll portal.

Collect receipts and complete the relocation expense reimbursement paperwork for employees who moved for the position.

Have the employee review plan options and submit their health insurance enrollment form before the benefits eligibility deadline.

Provide dental and vision plan comparison materials and collect the signed enrollment forms for the employee's selected coverage.

Walk the employee through 401(k) or pension plan options, contribution limits, and employer matching details, then collect enrollment forms.

Have the employee designate primary and contingent beneficiaries for company-provided and any supplemental life insurance policies.

Explain FSA and HSA options, contribution limits, and eligible expenses, then process the enrollment form for the selected account.

Have the employee confirm they received and read the handbook by signing the acknowledgment form for HR records.

Ensure the employee reads the anti-harassment and anti-discrimination policy and signs the acknowledgment of understanding.

Have the employee review and sign the non-disclosure agreement to protect proprietary information and trade secrets.

Collect the employee's signature on the technology acceptable use policy covering internet, email, and device usage rules.

Have the employee acknowledge the company's substance abuse policy and consent to any required pre-employment or random testing.

Ensure the employee understands and acknowledges the at-will nature of their employment relationship with the company.

Have the employee provide names, phone numbers, and relationships for at least two emergency contacts to keep on file.

Verify and record the employee's current mailing address, phone number, and personal email for company records.

Record the employee's vehicle make, model, color, and license plate number if they need a parking permit or decal.

Provide the optional self-identification form for race, ethnicity, veteran status, and disability status for EEO reporting purposes.

Review every document for missing signatures, blank fields, or errors before filing to ensure full compliance and accuracy.

Photocopy the employee's government-issued ID and any other required identification documents for the personnel file.

Organize and store all completed paperwork in the employee's confidential personnel file in the designated secure location.

Scan and upload all signed documents to the human resources information system for electronic record-keeping and easy retrieval.

Double-check that all federal, state, and company deadlines for new hire paperwork submission have been satisfied.