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What New Hire Paperwork is Needed?


There are slight variations to the paperwork required by firms from new employees, depending on whether the work environment is private, public, Fortune 500, small business, and so on. But the essentials remain the same.

The two most important form are arguably the I-9 and W-9 as delineated by the Department of Homeland Security and the Internal Revenue Service.(1)(2) When processed with verification of the new hire’s social insurance number card and passport, green card, or work visa, these offer documented proof that the employer confirmed the hire’s right to work in the U.S.

The IRS also prefers another form, the W-4, through which a new hire officially notes the level of federal income tax withholdings (deductions) that will be applied to their paychecks.(3)

Customized Checklists

Human Resources departments of companies generally issue checklists to department managers and supervisors, to be used as a helpful reminder of what forms must be obtained, beyond the IRS tandem mentioned above.(4) These checklists can be wide-ranging.

For example, a medical center may need all sorts of other items from a new hire: a consent to a drug test; a conflict of interest survey; a standards of excellence form, to be signed; sideline agreement forms; licenses and certificates; and so on. There may also be basic details forms relating to things like Direct Deposit banking information, and who to call in the event of a medical emergency involving the new employee.

Unionized Positions

If the new hire is coming into a workforce that is governed by a labor union, there will be an additional and often bulky set of separate documents to be processed. All in the interests of ensuring that the latest employee is properly inducted into their union local.

For example, thanks to the Railway Labor Act of 1926, new hires at airline Jet Blue have an immediate right to sign a union authorization card.(5) In today’s contentions economic times, the union paperwork is a critical step for new hires where applicable. Those lucky enough to be part of a union can look forward to better protection on issues such as layoffs, pensions, 401(k) plans, and more.



(1) Department of Homeland Security – Form I-9, Retrieved June 30, 2011 from

(2) IRS – Form W-9, Retrieved June 30, 2011 from

(3) IRS – Form W-4, Retrieved June 30, 2011 from

(4) Montefiore Medical Center – New Hire Forms, Retrieved June 30, 2011 from

(5)Jet Blue – New Hires Can Sign a Union Card, Retrieved June 30, 2011 from

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