Information Required of New Hires

To prepare a new hire for payroll processing, employers need to collect various pieces of information and complete several administrative tasks. We've created a checklist of the essential information and documents required for onboarding a new employee for payroll. All of this required information is collected during the onboarding process.

  1. Personal Information:

    • Full legal name

    • Home address

    • Social Security number (or taxpayer identification number)

    • Date of birth

    • Contact information (phone number, email address)

  2. Employment Information:

    • Job title or position

    • Start date

    • Employment status (full-time, part-time, temporary, etc.)

    • Work location or department

  3. Tax Forms:

    • Form W-4 (Employee's Withholding Certificate): This form helps determine federal income tax withholding. New employees should complete and sign this form, specifying their withholding allowances and marital status.

  4. Employment Eligibility Verification:

    • Form I-9 (Employment Eligibility Verification): Federal law requires employers to verify the identity and employment authorization of new hires. New employees must complete Section 1 of the Form I-9 on or before their first day of work and provide supporting documentation within three business days.

  5. Direct Deposit Information:

    • If your company offers direct deposit, new employees should provide their bank account information, including the bank's name, account number, and routing number.

  6. Payroll Information:

    • Pay frequency (e.g., weekly, bi-weekly, monthly)

    • Wage or salary rate

    • Any additional compensation details (overtime rate, bonuses, commissions, etc.)