New Hire Paperwork Checklist

If you are one of the hiring managers in a particular company, then you should know that there is a proper procedure to follow when it comes to recruiting and hiring new employees. There are a ton of documents that one has to sign in order to be fully recognized as an employee.

To help you make sure that employees sign all of these necessary documents, you have to come up with an HR checklist that will help you keep track on all of them. This article will focus on how you will go about making such a checklist template.

New Hire Checklist Template


It should be pretty obvious that every employer will need to have employees fill up and submit these HR forms. If they do not, then that could just lead to a lot of problems for both you and the company. It could even lead to your business potentially being shut down. The reason why you also need a checklist for all of these documents is so that you can keep track of everything that your new employees have been able to complete. Because if they miss even one, then you and your company might have to deal with a number of problems, with one of the main ones being a lawsuit. So, just make sure that you have them complete every necessary form and everything should be okay.

What are the forms new employees must complete?

Let us say that you have found the candidate that you want your company to have and are already thinking about having him or her sign the employment contract straight away. Although we wish it were that simple, there are a lot of forms that an employee will have to complete and sign first before you can start letting any of them work for your company. And, no matter if the employee is part-time, full-time, or even temporary, they are required by both federal and state law to complete these documents.

So, as soon as they are able to complete these HR forms and submit them to you, you have to keep them safe in the event that other employers or other employees might need them for specific purposes. So, here is a list of these documents that you will need to have your new hires fill up:

1. Form W-4 for federal income tax withholding

If a new hire wants to receive his or her salary paycheck, then that person will need to complete this form. The information that should be placed in this document are the employee’s marital status, number of dependents, and designated additional withholding amounts.

If you are the employer, then you should not be giving advice on how the employee will go about completing this form. Although you cannot help your employees, you can give them links to websites that will provide them with enough information to help them fill it out. You may also like checklist templates.

Remember that employees can change their W-4 forms as many times and whenever they like. It is your responsibility to keep track of any changes that they have made to ensure that their paychecks reflect the wishes of the employee for withholding. So, remember, whenever an employee submit a new W-4 form to you, keep it on file so that there will be no problems with the employee payroll.

2. Form I-9 and E-Verify system for employment eligibility

No matter where you are located, you have to make sure that the employee that you have hired is able to work in the country that you are designated in. This is the document that will help verify an employee’s eligibility to work for you and the country and every new hire has to be able to complete this form. Also, it is very important that the new employee provides you with proof of his or her eligibility. This can be in the form of either a birth certificate or a green card as either of these two documents are undeniable proof that one is allowed to work in the country he or she is situated in. However, the moment you receive any these documents, you need to be able to verify their information.

This form should be kept in the employee’s record, but it does not need to be sent to a federal agency. If you like, you can also make use of sites online that will help you verify an employee’s eligibility to work. Their systems use the information on form I-9 to compare with federal databases, allowing you to safely verify whether or not these people are eligible for work. You may also like process checklist templates.

3. Job application form

This is one of the most basic forms that just about every new recruit has to fill up. Each new employee will be required to complete a job application form, even if the new employee has already submitted his or her resume for the job. Whenever you do a background check, the first thing you go to is the job application that the employee submits. This document is what contains all of the necessary information that you will have to verify such as the new hire’s previous employment, education, salary, experience, and much more. It also includes several statements the applicant must sign.

These sample statements can help ensure that your company is protected from people that could potentially bring it down. For example, you have a statement which attests that all of the information the employee has written down is true and correct, as well as the consequences should the employer find any invalid or false information.

Also, if you want to do a proper background check on the new employee, this form will need to contain a statement that attests that the employee gives full consent to you so that you are able to ask all of the necessary information from previous employers or references.

4. State withholding and registration

Employers must register new employees with their state’s or country’s new hire notification system. This registration allows your state or country to collect child support payments from these employees.

Every country or state that collects income taxes will require that every employer report and pay these taxes. Contact the department of revenue (or its equivalent) for information on how to register as an employer. This state agency will also give you information on withholding forms and requirements for reporting and paying withheld amounts.

5. A checklist for hiring new employees

This document is a list of everything that you will need to have the employee do before you may hire him or her, and it is also there so that you do not forget anything. This would include things such as obtaining an employee I.D., registering with the IRS for tax reporting and payment schedule, or basically any other form of registration or requirement that the new employee will have to comply with.

6. The employee handbook

If your business has more than just a handful of employees, then it is very important that you provide all of them with an employee handbook or a manual which contains information regarding all of the procedures and policies of your business. Every single employee within your small business will need a copy of this and they should be required to sign a document or a certain page of the handbook that states that they have read and understood its contents.

The sample employee handbook is more important than you think as this provides all of the necessary information that will tell employees what they can and cannot do while they are employed by your business, and it can prevent any disgruntled employees from possibly filing a lawsuit.

If you would like to learn more about how to create a word checklist for all of the necessary forms that an employee must complete or anything related to the topic, then all you have to do is go through our other available articles.

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