As soon as you hire a new employee to be a part of your team, the next step on your new hire checklist is to collect all of the new hire forms required by the United States government. According to federal labor laws, it’s your responsibility to ensure your employee completes the paperwork. It’s also your responsibility to store these documents. 

Seeing as it’s our motto here at Homebase to make work easier for you and other local businesses, we’re here to help. In this article we’ll cover the steps you need to take to collect new hire information. We’ll also show you how Homebase can make this step in the hiring process quick and easy. 

Need help hiring and onboarding new employees? Get started with Homebase for free today

Step 1: Prepare an employee handbook and contract 

When sending your job offer letter, you should also send over an employee handbook that is equipped with information about your business. This information should include details on any type of benefits package you offer, as well as company culture policies. The new employee should also be able to view their responsibilities, schedule expectations, and compensation. 

You can send this handbook and contract through Homebase’s employee onboarding feature

Step 2: Have employee complete new hire forms required to work in the United States

In order for employees to work in the United States, they need to complete several documents required by the government as part of the onboarding process. These documents include: 

  • W-4 Form (which will require their social security number): This form determines the employee’s federal income tax withholding. 
  • State W-4 Form: Also known as a state tax withholding certificate, this form is used to determine state income tax withholding in applicable areas. 
  • I-9 Employment Eligibility Verification Form: The I-9 verifies an employee’s eligibility to work in the United States. 
  • Job application form: A signed job application form allows you to conduct background checks.

Sounds a little tedious, right? Luckily you don’t need to hire an entire human resources department to help you get each and every new hire’s paperwork in order. At least, not if you let Homebase do the heavy lifting for you when it comes to your new hire checklist. With Homebase’s employee onboarding, new hires can self-onboard before their first day of employment. 

Our software will email a new hire packet to your new team member that includes all of the necessary federal and state forms. Then, the employee can e-sign the documents before starting the job. 

Ready to make the most of your new hire checklist? Sign up with Homebase for free today

How to collect new hire packets with Homebase

Step 3: Properly store new hire packet documents 

After the employee provides other information such as email addresses, emergency contact information, and more, it’s important to store everything. 

In most cases, the government won’t require you to submit any of the new hire forms. But you must keep them—failing to do so can lead to heavy penalties. It’s also important to keep the new hire documents in an accessible location should anyone need to take a look at them. 

Homebase can help with this step as well! Every document your new hire signs as part of the onboarding process can be stored in Homebase. The documents will also be easily accessible for whoever needs to edit or view them. 

Hopefully you learned a little more about how to collect new hire information. If you want to hire and onboard employees the easy way, click here to get started using Homebase