Employers must comply with numerous paperwork and notice requirements when hiring new employees. In addition to the required new hire paperwork, certain documentation is recommended at the time of hire to help administer payroll, benefits and other HR responsibilities. Here are some key forms to keep in mind.
Required new hire paperwork
Form I-9
An I-9 must be completed for each new hire to verify the individual’s identity and that they are authorized to work in the United States. To complete Section 2 of the I-9, employees must present documents for this verification.
The Form I-9 includes a List of Acceptable Documents (List A, List B and List C). An employee must present one document from List A or one document from List B and one document from List C.
List A documents: establish both identity and employment authorization
List B documents: establish identity only
List C documents: establish employment authorization only
Typically, for the Form I-9, employers must examine an employee’s documentation in the employee’s physical presence.
However, if an employer is unable to physically meet with the worker to review Form I-9 documents, federal law allows employers to use an authorized representative to fulfill this function on the employer’s behalf. Under this method, the authorized representative will view the documents in the remote employee’s presence.
Employers may follow an alternative procedure to the in-person physical document examination method, provided they meet certain requirements.
Form W-4
All new hires must complete a Form W-4 to determine the amount of federal income tax to withhold from their wages. Several states also require a tax withholding form. Employers should ensure they are using the latest version of the form, which may change each year. If the employee has questions or asks for advice on how to complete a W-4, instruct them to speak with a tax advisor.
Notice of Coverage Options
Under the Affordable Care Act (ACA), employers must provide a Notice of Coverage Options to all new hires within 14 days of their start date. This requirement applies even if the employer doesn't offer health insurance and/or the employee is not eligible for health insurance.
Wage and hour
Under federal law, employers that use the tip credit must first notify tipped employees of:
- The minimum cash wage that will be paid;
- The tip credit amount, which cannot exceed the value of the tips actually received by the employee;
- That all tips received by the tipped employee must be retained by the employee except for a valid tip pooling arrangement limited to employees who customarily and regularly receive tips.
State and local notices
Many states and local jurisdictions also require that employers provide specific notices to employees at the time of hire. These required notices may cover state disability insurance, state-run retirement programs, leave entitlements, harassment and discrimination, workers' compensation, unemployment, and other employment-related benefits and protections.
Many states require employers to provide, in writing, the employer’s business name, address, and telephone number; the employee’s rate of pay and regular payday; and certain other information. These forms have been adopted by several states to help prevent and respond to wage theft.
States and local jurisdictions continue to add more new hire requirements. For example, beginning January 1, 2026, Oregon will require employers to provide a notice at the time of hire that includes the following information about earnings and deductions on itemized pay statements.
- The employer’s established regular pay period.
- All types of pay rates that the employee may be eligible for such as hourly pay, salary pay, shift differentials, piece rate pay and commission-based pay.
- All benefit deductions and contributions.
- Every type of deduction that may apply.
- The purpose of deductions that may be made during a regular pay period.
- Allowances, if any, claimed as part of the minimum wage.
- Employer-provided benefits that may appear on the itemized pay statements as contributions and deductions.
- All payroll codes used for pay rates and deductions, along with a detailed description or definition of each code.
Provide new hire notices in accordance with your state and local requirements.
New hire reporting
Federal law requires that employers submit certain information to their state regarding each new hire within 20 days of the employee's start date, but several states have shorter timeframes. New hire reporting is included in many RUN Powered by ADP® packages. If you have to fulfill these responsibilities on your own, you may have several options, such as submitting the new hire's Form W-4 or an equivalent form. Check your state's new hire reporting program for details.
Recommended new hire paperwork
Handbook acknowledgment
After new hires are provided with a copy of your employee handbook, they should be asked to sign a form acknowledging that they have received the handbook and are responsible for complying with all company policies. Make sure you give employees enough time to read and ask questions about the handbook before they are required to sign the acknowledgment form.
Payroll authorizations
If you offer direct deposit, provide new hires with a direct deposit authorization, if they would like their pay deposited directly into their bank account each pay period. A payroll deduction authorization should also be provided for voluntary deductions, such as health insurance premiums and retirement savings plans.
Benefits information
All new hires should receive information about the benefits programs your company offers as well as any forms required to enroll.
| Note: Employers with health benefits and/or retirement plans must provide a Summary Plan Description (SPD) to individuals when they become a participant in the plan or a beneficiary under such a plan. New employees must receive a copy of the SPD within 90 days after becoming covered by the plan. |
Emergency contact
An emergency contact form lets you know who to contact in the case of an emergency. This form should be completed within the employee's first few days of work.
Receipt of company property
If you provide your new hire with company property, such as a laptop, cell phone, or key, have the employee complete a receipt of company property form. This acknowledges that the employee has received the company property listed, that they will maintain it in good condition, and that they will return it upon separation from the company, or earlier if requested.
Conclusion
The federal and state forms and notices listed above can typically be found in the New Hire Paperwork area of the HR section of the RUN Powered by ADP® platform. Consider using a checklist to ensure that you complete and provide all required documents to each new hire.