New Hire Documents You Don't Want to Skip

You’ve had a vacancy for 6 weeks.  You’ve finally hired the right candidate and they start today at 8:00 am.  You can’t wait to get them up to speed on the project that’s due in less than 3 weeks.  But wait . . . before you set him or her at their desk, they need to spend time with HR, right?

It may be tempting to put off that HR visit, but not so fast.  There are a few documents that are required by law to be completed by every new hire and some of these forms are not only required, but also time sensitive. 


  1. Form I-9, Employment Eligibility Verification - The Form I-9 is used to confirm your new hire is authorized to work in the United States.  Every employee is required to complete the form within the first 3 business days of employment.  The Form I-9 must also include valid forms of identification.  There is a list of acceptable documents that an employee can provide.  Remember the documents must be originals and unexpired.
  2. Form W-4, Employee’s Withholding Allowance Certificate – The W-4 Form is required by each employee so that the employer can withhold the correct federal income taxes from each pay check.  Remember the employee can update the form as many times during the year as they would like.  
  3. Notice of Coverage Options – Employers are required to provide a Notice of Coverage Options to every new hire as part of the Affordable Care Act (ACA).  The notice must be given in writing.  Remember the notice is provided regardless if the employer provides group health insurance or not.  There are 2 options to give to your employee, The Notice for employers with health coverage or The Notice for employers without health coverage.
  4. New Hire Reporting – Both Federal and State law require employers to report all new or rehired employees.  In the State of Texas, New Hire Reporting can be done electronically at The Attorney General of Texas website.  Remember to report your new employee within calendar 20 days of the start date.  
  5. State Required Forms – Some states have specific new hire forms that must be completed.  For example, each state that has a state income tax will require the form be completed by every new employee.  Please check with your state agency to ensure compliance.


Aside from these required forms listed, there are a few documents we recommend you have to give each new employee; an updated Employee Handbook, a job description, timekeeping instructions, a direct deposit form, and emergency contact sheet. If you need assistance in creating any of these documents, please call us at (210) 679-4879.


*Bonus Tip*

I can’t stress enough the importance of having a signed Employment Application.  The signed application covers a few very important items.  The signature attests the information provided is true.  The signature also gives permission for the potential employer to verify the information provided on the application (i.e. education, employment and salary history) is accurate.  Finally, the signature certifies the applicant has both read and understands important employment policies from the beginning, for instance Employment At-Will and Drug Free Workplace policies.


Sanchez Lydia 2016Lydia Sanchez, Human Resource Project Manager
Positive Reinforcer.  Happy with Life.  Mother to a great kid.