As we have now entered the second month in 2018, some of our organizations will be hiring new employees for continued operation and some for the upcoming seasonal summer months. Hiring new employees into the workforce is great, we have a tremendous opportunity to set the new hire up for success with a great onboarding process and introduction to the organization. With new hires, comes legal paperwork. State and federal forms get updated and posted on government websites for all of us to use. As leaders and business owners, we need to ensure our forms are updated and legal.
Below are the new hire forms needed in New York State:
- Form I-9, Eligibility to work in the United States: This form is required in every state for new hires and needs to be reviewed for expired ID’s; driver’s license, passport, etc. Organizations must verify that each new employee is legally eligible to work in the United States. Ensure the form is filled out correctly and signed by the right person in the organization. This form changed in late 2017.
- Form W-4, wage Withholding Allowance Certificate: This form is necessary for federal withholdings. All employees should complete and sign a Form W-4 prior to starting work. Currently, the 2017 form is still being used. Watch for any updates or changes in 2018, related to the new tax legislation.
- Form IT-2104, Employer Allowance Certificate (NYS): This is the New York State withholding form required to be completed in full prior to an employee starts working for the organization. Ensure you are using the 2018 version of the form.
- Wage Forms Required by New York Labor Laws: Organizations are required to provide wage notification forms to all employees. The forms vary by hourly, salary, salaried nonexempt, etc. The link above provides a definition on which form to use based on the classification of the employee. Reminder, these forms were updated in 2017 as well.
These are the legally required forms that employees are required to complete prior to starting work (I-9 the first three working days). Other forms will vary by organization; direct deposit, safety rules and regulations, handbooks and policies, IT and login information, safety and security, vehicle registration, cellphone policy, tour of the facility, labor and employment posters, payroll deductions, payroll processing, etc. Remember, state forms will vary. Pennsylvania uses a different withholding form from that used in New York. Consultants should be providing a signed an updated (revised 11.2017) federal Form W-9.
Develop a checklist for your organization to ensure we consistently cover information for all new hires. The onboarding process is an important part of the employment relationship and many people will decide during this process how long they will potentially stay with an organization. As leaders, we need to ensure all employees feel welcome and engaged on day 1, while covering the legalities of the employment relationship. If you need assistance developing a new hire orientation checklist, seek guidance, the last thing we want is to place a new hire in a conference room and have the individual read policies and sign paperwork alone all day. I have been part of process like this and it does not work!