Accepting a new job requires immediate administrative action to ensure a smooth start. Before the first day of work, every employee must provide documentation satisfying three distinct requirements mandated by federal and state regulations. Preparing these documents in advance accelerates the formal onboarding process. This preparation ensures the employer maintains compliance with labor laws and can accurately process the employee’s compensation from the start.
Understanding the Three Core Documentation Categories
These required materials fall into three categories necessary for legal employment and accurate payroll processing. The first category addresses proof of the employee’s identity and authorization to work within the United States. The second group of forms determines the appropriate amount of federal and state income tax to be withheld from each paycheck. The third category involves providing financial information to facilitate the electronic transfer of wages.
Documents for Identity and Work Eligibility
This category fulfills the requirements of the federal employment eligibility verification process, commonly known as Form I-9. The employer must examine documentation that establishes both the identity of the employee and their legal authorization to work in the United States. New employees have the option of providing one document from List A or a combination of one document from List B and one document from List C. All documents presented for this verification process must be original and currently unexpired.
List A: Documents That Establish Both Identity and Employment Authorization
Documents in List A are the most efficient option because a single item satisfies both identity and employment authorization requirements simultaneously. The most frequently used item is an unexpired U.S. Passport or U.S. Passport Card. Foreign nationals may present an unexpired Permanent Resident Card (Form I-551) or an Employment Authorization Document (Form I-766) issued by the Department of Homeland Security.
List B: Documents That Establish Identity Only
If an employee does not present a List A document, they must provide one item from List B to establish their identity. A valid, unexpired driver’s license or a state-issued identification card is the most common form of documentation used for this purpose. For individuals under the age of 18 who cannot obtain one of these forms, a school identification card with a photograph or a report card may be acceptable. This selection must always be paired with a separate document from List C.
List C: Documents That Establish Employment Authorization Only
The document chosen from List C confirms the employee’s legal right to work within the country. The most common item used is a Social Security Account Number card, provided it is not restricted with language such as “Not Valid for Employment.” Alternatively, an original or certified copy of a birth certificate issued by a state, county, or municipal authority, bearing an official seal, is also acceptable documentation.
Federal and State Tax Withholding Forms
This mandate involves providing information necessary for the employer to comply with federal and state tax laws. The federal government requires all new employees to complete Form W-4, the Employee’s Withholding Certificate. This form calculates the amount of federal income tax deducted from the employee’s gross pay and remitted to the Internal Revenue Service. The current W-4 requires employees to enter information regarding their filing status, dependents, and any anticipated additional income or deductions.
The employee’s selections on the W-4 directly determine the amount of tax withheld, impacting their paycheck size and potential tax liability. Accurately completing the W-4 helps employees avoid under-withholding, which can lead to penalties, or over-withholding. Beyond the federal requirement, many states and some local jurisdictions mandate the completion of separate withholding forms. These state forms function similarly to the W-4 but address income tax obligations for the location where the work is performed or where the employee resides.
Setting Up Direct Deposit
The final requirement ensures the employee receives their wages efficiently through electronic means. Setting up direct deposit requires the employee to provide specific banking details, including their bank account number and the corresponding routing number. To ensure accuracy and prevent payroll errors, employers frequently request a physical verification document from the bank. This verification often takes the form of a voided check or an official letter provided by the employee’s bank.
Necessary Onboarding Documents Beyond the Core Three
While identity, tax, and payment documents must be physically provided by the employee, the start of a new job involves several other standard onboarding forms. The employment offer letter or contract, detailing compensation, start date, and job duties, is often the first document requiring a formal signature. The employer will also require the employee to acknowledge receipt and understanding of the company’s operational policies and procedures, typically by signing a form confirming they have read the employee handbook.
New hires must review and complete benefits enrollment forms for health insurance, dental coverage, and retirement plans like a 401(k). Depending on the industry and role, the employer may also present a Non-Disclosure Agreement (NDA) or a proprietary information agreement for signature. These documents are generally presented by the Human Resources department for review, rather than being items the new employee must secure themselves.
Steps If You Are Missing Key Documentation
If an employee discovers they are missing a required document, such as a lost Social Security card or an expired ID, immediate communication with Human Resources is the best course of action. Employers may allow a temporary grace period for I-9 documents, as employees have three business days after their start date to present acceptable documentation. If a document was lost, stolen, or damaged, the employee can provide a receipt showing they have applied for a replacement, which is acceptable for up to 90 days.