Essential Forms for New Hires
Whether you’re bringing on your very first employee or your 50th, it’s important to know which forms are required to stay compliant and ensure accurate tax withholdings.
Are new hire forms required by law?
Yes. Every new employee must complete Form I-9 and Form W-4 when they’re hired. Employers are also required to keep copies of these forms on file in case of an audit. When you onboard through Beyond, these documents are automatically included in each employee’s digital onboarding packet.
Form I-9
Also known as the Employment Eligibility Verification form, Form I-9 confirms that an employee is legally authorized to work in the U.S. Every new hire must complete it – even if your company uses E-Verify*.
Recent changes to Form I-9 (effective January 1, 2025):
- The fourth checkbox in Section 1 has been renamed
- Descriptions for two List B documents have been revised
- Statutory language and the DHS Privacy Notice in the instructions have been updated
* Not sure if your state requires E-Verify? Not all do. Check USCIS or your state agency for more details.
Form W-4
Form W-4, the Employee’s Withholding Certificate, tells employers how much federal income tax to withhold from each paycheck. Information from this form is entered into Beyond so payroll taxes are calculated accurately.
Direct Deposit Enrollment Form
If employees want to receive their pay via direct deposit, they’ll need to complete this form and provide a voided check to verify their account information.
Why direct deposit matters:
Employees overwhelmingly prefer direct deposit because it’s faster, more secure, and more reliable than paper checks. For employers, it’s also the most cost-effective way to run payroll.
Need Help?
If you still have any questions, please don’t hesitate to reach out. Our team will be happy to provide answers and assist you in any way we can.