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What forms does a new employee need to fill out

What forms does a new employee need to fill out

What forms does a new employee need to fill out? If you're an HR professional asking yourself that question, you're probably feeling a little stressed. In preparation for tax season, thousands of employers are scrambling to gather tax forms for new employees that they either forgot to collect or lost.

Below is a handy checklist for US employers. Print out these forms and make sure employees fill them out before they start their first day. 

Or better yet, go paperless. If you're a Workstream user, you can automate the onboarding process for new employees. When you mark someone as a new hire in your Workstream dashboard, the employee gets a text message on their phone with a link to the forms. They fill out the forms on their smartphone, and you receive an electronic copy. 

What forms does a new employee need to fill out?
How you gather forms for new employees is ultimately up to you, but this is what you'll need. All of these forms are linked to federal websites for easy downloading.

  1. W4 - The Employee's Withholding Allowance Certificate is filled out to ensure employers withhold the correct federal income tax from employees' pay.
  2. W9 - The Taxpayer Identification Number and Certification Form is used when a business hires an employee as a contractor.
  3. W2 - The W2 Form is used to report wages paid to employees and the taxes withheld from them.
  4. I-9 Employment Eligibility Form - The I-9 Form is used to verify the identity and employment authorization for individuals hired to work in the U.S.
  5. Direct deposit form - A direct deposit form authorizes a third party, usually any employer, to directly send money or funds to an employee's bank account.
  6. DL 1-65 - The DL 1-65 Form is filled out with emergency contact information for the employee.
  7. Form 8850 - The Pre-Screening Notice and Certification Request for the Work Opportunity Credit is filled out when hiring individuals from certain targeted groups who have consistently faced barriers when seeking employment.
  8. Equal Opportunity Data Form - Employees can self-identify their race, ethnicity, veteran status, or disabilities in the equal opportunity survey. Employees can decline to answer these questions.

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