Required Steps When You Hire a New Employee

Follow these steps to meet your responsibility as an employer
22 January 2020

Required Steps When You Hire a New Employee

You have just shook hands, and said, “You’re Hired!”. Now what?

There are several requirements you need to meet in order to get off on the right foot.

Follow these steps to meet your responsibility as an employer:

  1. Eligibility for employment
    • Your new employees legal eligibility to work in the U.S. must be documented. Complete a Form I-9. Get the form here: https://www.uscis.gov/i-9
    • You could use the Social Security Number Verification Service in order to verifty that your new hire’s SSN matches the name they provided. Do that here: SSA.gov/employer/ssnv.htm. Be warned, a person may have a SSN and yet not be eligible to work in the US.
    • Lastly, you could use the E-Verify service. This can be found here: e-verify.gov.
  2. State reporting
    • Your state government wants to know when you have hired someone. (For this purpose a new hire is usually anyone you have not employed in the last 60 days.) Find your state’s reporting form with an internet search, “[State] New Hire Reporting Form”You’re required to report any new employee to a designated state new hire registry. Most states only give you 20 days from the date of hire to report so don’t delay!
  3. Completed W-4
    • Have each new employee complete the current Form W-4. Most states will the use of the Federal W-4 Form for State withholding, but check with your state for specific requirements.
  4. Name and social security number
    • Be sure to have each new employee’s name and SSN from their social security card. If they don’t have one, they need to apply for one.