Congratulations! You got the job, but with a new job comes paperwork. Having certain documents on file helps your company maintain accurate records for their HR department as well as follow employment regulations for your state.

There are some standard forms you’ll be asked to complete. Therefore, it’s a good idea to familiarize yourself with them ahead of time so you can be well-prepared and fill them out quickly and easily.

Determining how federal taxes will be deducted – form W-4

Your employer withholds federal income taxes and this form lets them know how much to withhold. The W-4 form changed in 2020. According to Paycor.com’s Resource Center, “the redesign was intended to be easier for employees to fill out and to accurately tell their employers how much federal income tax they want to be withheld from their pay.”

With the new form, you can elect to withhold federal income taxes for 2021 based only on your marital status. If you do this, you complete only part 1 with your name, address, social security number, and filing status. Then, you sign and date part 5 of the form. The result should be less confusing for you, not to mention, you’ll spend less time trying to figure out the form. 

It is with optional steps 2 (multiple jobs or spouse works), 3 (claim dependents), and 4 (Optional, other adjustments such as other income not from jobs, deductions, or extra withholding) where the significant changes begin. Because the form looks somewhat intimidating, you’ll be glad you reviewed it before you get to work and are asked to complete it.

NOTE: The team at Hcareers is not certified to give financial/tax advice. It’s best to speak with your accountant to discuss what the best option might be for you. Keep in mind that you can always update this form should your status change (i.e., marriage, children, etc.).

Confirming that you’re entitled to work in the United States – form I-9

Form I-9 is known as the Employment Eligibility Form. It is required to prove that you are legally able to work in the United States. According to the U.S. Citizenship and Immigration Services’ website, your employer must examine the employment eligibility and identity document(s) that you present to determine whether the document(s) reasonably appears to be genuine and relates specifically to you, their new hire (Source: https://www.uscis.gov/i-9).

When completing this form, you’ll need original documentation to verify your eligibility. If you have a valid United States passport, you’re good to go. If not, you’ll need to bring two forms of identification with you to prove you are in the United States legally, such as a:

1. Driver’s license or state ID card
2. Birth certificate (original or notarized, not a photocopy)
3. Social security card
4. Voter’s registration card
5. Native American tribal document

You can find a copy of the I-9 form here. The last page of the form outlines the acceptable documents in more detail.

How do you want to be paid – compensation forms

There isn’t a standard form for this as each company may compensate their employees differently. 

If you’re working for a company that provides a direct deposit, you’ll be asked for your bank information (i.e., name of bank, a routing number, and bank account number – found on the bottom of your check). Direct deposit allows your employer to electronically wire your paycheck into your account each pay period. It’s an easy and convenient way to get paid.

Company procedures to adhere to – policy forms

If your new employer has specific company procedures, drug testing, or security requirements, you may be asked to review and sign documents confirming that you’ve read and agreed to those procedures. Such documents might include:

1. Procedural handbook
2. Drug test consent form
3. Confidentiality or non-compete agreements

Background checks – are they legal?

According to the Society for Human Resource Management (SHRM), federal law does not prohibit employers from conducting background checks before they offer you a position with their company. made.

State laws, however, may have restrictions. Although in most states a standard background check can be conducted prior to an offer, a small number of states do not allow it. Other states may limit what type of information your prospective employer may request before making you an offer. 

Benefits package – is your employer offering you one?

These days not every company pays for health insurance. Is your new employer offering that as a benefit to you? If so, you’ll probably have insurance forms to complete

The same goes for a 401(k) plan. In most cases, to receive the benefits of a 401(k), you’ll need to work at the company for 12 months and be at least 21 years of age. Prior to eligibility, you will be given a description of the Plan for review and all the necessary forms to complete for you to participate in the Plan.

Good luck on your first day!

When you talk to your friends or colleagues in the hospitality industry, you’ll discover that, with the exception of an I-9 and W-4, each one probably filled out a variety of different documents. Maybe they had insurance forms or 401(k) documents to complete or were asked to submit a job application (if they hadn’t done so already). 

For your new position, whatever is required will be explained to you by your new boss or the HR department. Take some time beforehand to familiarize yourself with at least the W-4 and I-9 and you’ll be on your way to getting started with a sense of confidence about what’s expected from you on your first day. Good luck!