Hiring a new employee can be complicated enough as it is before you even get to the paperwork. Here we have provided a list of documents you will need to have your employee fill out along with an explanation of each.
I-9: The I-9 form is also known as the Employment Eligibility Verification form. The purpose of the form is to verify that the employee you are about to hire is legally eligible to work in the USA. Each new hire should file this form out so you can keep it handy in the event you are questioned by the Department of Homeland Security over an employee. The form is also necessary if you must complete an e-verify check on an employee. Not all employers are required to complete e-verify checks, but you should check with your state to find out the law.
W-4: The W-4 form is also known as the Employee's Withholding Allowance Certificate. The W-4 tells you, the employer, how the employee's taxes should be calculated. Lucky for you, OnPay does all of the hard parts, you just have to enter what the employee put onto the form into the Tax Setup section when adding your new employee.
Direct Deposit Enrollment Form: For employers that have our Direct Deposit Service, we have a form that makes it easy to collect the necessary information from your employees to enroll them in direct deposit. Have each employee that wishes to use direct deposit fill out the attached form, and provide you with a voided check to verify the account information they have provided is correct. Remember, once you receive the document from the employee you can log in and add that information to the employee account. No need to send us that form.
State W-4: While there is not a state W-4 form attached for each state on this document, they may occasionally be necessary. Any time your employees want their state withholding to match their federal (single, 1 for example), then you only have to have the W-4 filled out and on file. If the employee wishes to withhold a different way for the state, then you will need to have them fill out the state form. Most of the time you can find that document by performing a web search of "Your State Name + W-4".
We as a service do not need any of the above-listed forms. Those are important for you to hold on to and keep records of in case anyone ever comes and needs to see them. You will, however, use those forms to answer the questions surrounding taxes when you add a new employee.