Source: ezinearticles.com
Congratulations-you have hired a new employee. Now what should you do? Obviously the new employee needs to be trained in the responsibilities he/she will take on and will need to meet co-workers and bosses. A desk or a section needs to be assigned. The list goes on!
But before anything can happen, a crucial form must be filled out: the Form I-9, Employment Eligibility Verification, published by the Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS). The form provides detailed instructions on how to determine eligibility of a new employee. Essentially, proper documentation must be shown by the new employee that our government has authorized him/her to work in this country. Once the proper documentation has been established and recorded both by you and the employee, it is necessary for you, as the employer, to keep a copy of the completed I-9 for the first 3 years of employment or 1 year after the end of employment, whichever is later. The DHS may audit any employer at any time for these documents so it is imperative that these documents be saved by each employer. The USCIS also has a program listed on their website called "E-Verify" which can aid you in determining the eligibility of each employee. However, if you choose to sign up with E-Verify, be sure to read all of the conditions very carefully, because E-Verify should be used for all new employees (not just one or two or potential employees) and is not to be used as a discrimination tool.
This is not the only form that needs to be completed for new hiring. The new employee must fill out the Form W-4, published by the Internal Revenue Service (IRS). The form is for employees to determine the number of allowances or exemptions from federal withholding so be sure to submit this to your payroll provider, if you have one. Be sure to retain a copy of this document to make sure your records are complete and just in case the employee later in the year believes you have not withheld enough taxes. The employee will also need to fill out a state withholding form. Some states have their own form while some simply use a duplicate copy of the Form W-4. Check with your state regarding which form to use.
You will also need to submit your employee's data to your state's New Hire Registry. This enables the state to compare their records against yours and notify you with any pertinent information, such as state tax levies and child support orders. For most states you have 20 days to submit the new employee information but check with your state for all the rules and copies of the New Hire form.
Lastly, use your internet researching skills and visit the U.S. Department of Labor (DOL)'s website. They have many tools to help you determine, for example, if you need certain mandatory posters displayed, if you need to provide insurance or COBRA benefits, if you have any questions about overtime laws, or if you are meeting minimum wage.
Hiring new employees is a sign of growth and prosperity in your business. It should never hurt your business so take the time to make sure you have all the paperwork in order and that you meet all state and federal guidelines. The USCIS, IRS, US DOL, and your state's DOL websites all contain helpful information and forms. They all also list contact numbers so if you have any questions, just call them. A few minutes on the phone or the internet could save you thousands of dollars in fines and penalties.
Kathryn Cuff works for Radcliffe Payroll Services, a national payroll company that combines years of professional payroll expertise with personal client care. Visit us at http://www.radcliffepayroll.net/.
