Whether you're hiring your first employee or your 50th, it's important to know what forms you need to withhold taxes, and pay your team.
Is it required by law for my employees to fill out these forms?
In short, yes. All new employees must complete Forms I-9 and W-4 upon hiring. And it's equally important for you to retain copies of these documents in case of an audit. When hiring and onboarding using OnPay, these forms are automatically included in their onboarding packet.
Form I-9
Also known as the Employment Eligibility Verification form, Form I-9 verifies that an employee is eligible to work in the USA, and must be completed by each new hire, even if you're using E-verify*.
Overview of Form I-9 changes
On January 1, 2025, the United States Citizenship and Immigration Services (USCIS) announced the release of a revised Form I-9. These changes have also been applied to E-Verify and E-Verify+ selections.
Key updates include:
- Renaming the fourth checkbox in Section 1
- Revising the descriptions of two List B documents in the Lists of Acceptable Documents
- Changes to statutory language and a revised DHS Privacy Notice to the instructions
* Not sure if you're required to complete E-verify checks in your state? Not all employers are. Check USCIS or contact the state for further information on E-verify.
Form W-4
Form W-4 is also known as the Employee's Withholding Allowance Certificate. It tells an employer how much to withhold for federal income taxes from their employee's check. The information on this form is entered into OnPay to calculate the employee's taxes correctly.
Direct Deposit Enrollment Form
For their checks to be paid by direct deposit, employees must fill out the attached form and provide a voided check to verify the account information they have provided is correct.
Why is direct deposit important?
Studies show that direct deposit is the number-one method of payment that employees prefer. Not only is direct deposit easier, faster, and safer than other methods, it's the most cost-effective way for employers to pay employees.
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