Whether you are hiring your first employee or your 50th employee, it is always an exciting time for a small business. Below we have provided a list of documents a new employee must complete along with an explanation of each form. These forms are important for the employer to retain in case of an audit. You will use these forms to add a new employee to OnPay.
I-9: The form I-9 is also known as the Employment Eligibility Verification form. The purpose of the form is to verify that the employee is legally eligible to work in the USA. Each new hire must complete this form. The form is also necessary for E-verify. Not all employers are required to complete E-verify checks, please confirm with your state or USCIS for further information on E-verify.
W-4: The form W-4 is also known as the Employee's Withholding Allowance Certificate. The W-4 tells the employer how much to withhold for federal income taxes from the employee's check. The information on this form is entered into OnPay to calculate the employee's taxes correctly.
Direct Deposit Enrollment Form: Have each employee that wishes to utilize direct deposit fill out the attached form and/or provide a voided check to verify the account information they have provided is correct.
State W-4: Most states that have an income tax also have their own state W-4. A comprehensive list of state W-4's can be obtained by visiting the Bureau of Labor Statistics Website.