Which forms every new employee needs, which are required by law, the deadlines that apply and how to get it all done before the first shift.
| Form or step | What it is for | When |
|---|---|---|
| Form W-4 | Federal income tax withholding | Before the first paycheck. If none is received, withhold as single with no adjustments |
| Form I-9, Section 1 | Employee attests to identity and work authorization | No later than the first day of work |
| Form I-9, Section 2 | Employer examines original identity and work authorization documents | Within three business days of the first day of work |
| New hire report | Report the employee to your state directory of new hires for child support enforcement | Within 20 days of hire under federal law; some states require sooner |
| E-Verify (where required) | Electronic confirmation of work authorization | Required for some employers, such as certain federal contractors and employers in some states |
The I-9 is the form employers most often get wrong. You must see original documents, not copies, from the Lists of Acceptable Documents, and you cannot tell the employee which documents to bring. Our Form I-9 guide walks through it, and the glossary lists acceptable I-9 documents.
States add their own requirements on top of the federal list. The most common ones are:
Check your state labor law page and your state labor department’s website for the current list. Requirements change, and some forms must be given in the employee’s primary language.
| Document | Why it matters |
|---|---|
| Offer letter or employment agreement | Confirms job title, pay, schedule type, start date and at-will status |
| Direct deposit authorization | Bank details so pay arrives on payday |
| Emergency contact form | Who to call if something happens at work |
| Handbook acknowledgment | Proof the employee received your policies |
| Timekeeping and attendance policy sign-off | Sets clock-in, break and overtime rules from day one |
| Confidentiality agreement (if needed) | Protects customer and business information |
| Benefits enrollment forms | Health, retirement and other elections within the enrollment window |
Keep the packet short. Every extra page is another thing to chase. If a document is not used, take it out.
Hourly employees often start fast. Sending forms digitally before the first shift means the first day is spent on training, not paperwork. See how to onboard hourly employees.
Store forms securely and separately where the law expects it. Keep I-9 forms apart from personnel files so you can produce them for an inspection without exposing other records. Keep medical information, such as accommodation requests, in a separate confidential file. Retain I-9s for three years after the date of hire or one year after employment ends, whichever is later, and keep payroll records for at least three years. Our record retention guide has more detail.
A few hires need extra steps. Treat these as reminders to check the rules rather than a complete list.
EZTime’s digital HR forms let new hires complete and sign company documents on their phone, with e-signatures and a copy filed in each digital employee file. The HR module assigns onboarding steps with owners and reminders, so nothing is forgotten. Use the official government forms for the W-4 and I-9 and follow their instructions.
Section 1 must be completed no later than the first day of work. The employer then has three business days to complete Section 2.
Withhold federal income tax as if they were single with no other adjustments, as the IRS instructions require.
Yes. New hire reporting generally applies to all newly hired employees, including part-time and rehired employees, under federal rules and most state rules.
Many forms can, including the W-4 and company documents. Electronic I-9 systems must meet federal requirements for electronic storage and signatures.
Not under federal law, but it is good practice, and some states require written notice of pay terms at hire.
Separately from personnel files, so they can be produced for an inspection without other records.
EZTime sends HR forms for e-signature and files them in each employee’s record.