New-hire checklist for employers

What an Employer does when a new employee starts: add them, invite them, and make sure the forms are done on time.

What should an Employer do when a new employee starts?

Add the employee, invite them the same day, and make sure their W-4 and Form I-9 are done on time. Their I-9 Section 1 is due by their first day of work, and Section 2 within 3 business days after.

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Before the first day

• Add the person under EmployeesEnter name, hire date, job title, work state, pay type and rate. These are the details a payroll needs. See the Employer guide.
• Invite them the same dayUse Invite employees. They get an email and set their own password.
• Send an offer letter (optional)The letter is written from the same employee record, and the employee accepts it in their own sign-in. See Send an offer letter.

By the first day of work

• The employee completes My profilePersonal details, home address, Form W-4 and Form I-9 Section 1. Section 1 must be signed no later than the first day of work.
• Check that the W-4 is approvedYour payroll team approves the signed file. A payroll cannot be approved until it is, unless none was received.

Within 3 business days after the first day

• The employee shows original documents in personOne from List A, or one from List B plus one from List C. The employer completes Section 2 and cannot tell the employee which documents to show. See Form I-9.
• Report the new hire to the stateEach employee record has a box Reported to the state new-hire registry with a due date counted from the hire date. Your payroll team reports it and ticks the box. Check the number of days with the state.

Related guides

What is Form W-4?, What is Form I-9? and Year-end payroll checklist