Legal and tax incorporation documents

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Legal forms should be at the top of your onboarding paperwork list for new employees. Complete them within a few days of the employee's start date to avoid legal issues and fines.

W-4 tax form
The employee must complete a federal income tax form called a W-4. By doing so, he or she specifies his or her tax withholding status, influencing contributions such as Social Security and Medicare.

Form W-4 tells the IRS how much to deduct from an employee's payroll . It also lets you know how to allocate the taxed amount.

Review the most recent W-4 form before each payroll to make sure it matches the employee's choices. You hospital mailing email list should also keep all employee tax documents on file for at least four years after the last tax amount is due or paid (whichever is later).

State W-4 Tax Form
Most states charge an income tax. The following nine also require new employees to complete a State Withholding Certificate:

Alaska
Florida
Snowfall
New Hampshire
South Dakota
Tennessee
Texas
Washington
Wyoming
Form I-9 and documentation of eligibility for work
Form I-9 confirms the new employee's eligibility to work in the U.S., which depends on his or her citizenship, residency, visa, and immigration status.

The employee must complete the form and return it within three days of his or her start date.

Additionally, you must provide him/her with documents proving his/her eligibility for work, such as:

Birth certificate
Passport
Resident card
Review the form and documents to see if they meet all the requirements. You do not need to submit them, but you should keep them on file in case an immigration officer asks for them.