What Documents Do You Need To Start Working?
Starting a new job can be exciting, but the process also comes with certain demands. You may need to fill out some paperwork and go through the business onboarding process. New hires are also required to provide personal documents for various purposes. In this article, we list some common documents that you might need when you start your job.
Why are documents needed to start working?
Companies must follow certain rules and regulations when hiring new employees. The company is responsible for withholding and paying taxes on wages paid, keeping documentation of your income, and handling any legal issues that may arise. Employers are also responsible for ensuring that all the employees they hire have legal permission to work.
When you provide the required documents, the company’s human resources representative verifies that you are the person you claim to be and that you are able to legally work in the country. They keep copies of documents in case the company becomes the subject of legal action and needs to prove proper hiring practices. The required documents can also indicate the amount of tax to be withheld from an employee’s payroll and include bank details for direct deposit.
9 documents you need to start working
The required documents may vary by state, industry, and employer, but these nine documents are some of the most common required documents:
Employees must assert their identity by providing certain documents to employers. Some identification documents verify both identity and eligibility, while others verify one or the other. Some of the more commonly used documents that verify both employment eligibility and identification include a US passport and an employment authorization card. Employees outside of the United States can also provide a foreign passport that includes an I-551 stamp or I-94 form, permanent resident card, or alien registration receipt card. All documents must be the originals and be up to date.
Common documents used to verify identity include driver’s license or government issued ID card, military card, Native American tribal document, and voter registration card. Students or employees who are under the age of 18 can use school ID cards, health care records, and school records to verify their identity. A Social Security card, birth certificate, resident citizen or US citizen ID card, and Native American tribal document can all verify an individual’s employment eligibility.
Related: 2 pieces of ID for a job interview and documents to start a job
2. Form W-4
Form W-4 is an Internal Revenue Service tax form that an employee completes to indicate their individual tax status, including any applicable exemptions. The form asks the employee to list any allowances or exemptions. Each allowance claimed on the form adjusts the tax status of the employee and allows the employer to determine the amount of salary to be withheld for tax purposes. Examples of benefits include employee, spouse, dependents, and all other miscellaneous options.
Although an employer does not provide the W-4 form to the IRS, the employee does fill it out to help with the correct calculation of withholding tax and requirements. Payroll professionals use the information provided on the form to determine the amount of tax to withhold and pay on behalf of the employee for each tax year. Employees can file a new W-4 if their living circumstances change, for example if they get married or divorced, have a child, or get another source of income.
Related **: [Guide to Additional Amount Withheld and Form W-4**](https://www.indeed.com/career-advice/career-development/additional-amount-withheld)
3. Form I-9
The US Department of Homeland Security requires employers to obtain an I-9 form from each eligible employee they hire. The form and documents must be presented to the employer within three working days of the start of employment. If an employee cannot present the required information within three days, he can present a receipt for the application of the document and must provide the original documents within 90 days.
4. Bank details
Many employers offer direct deposit of paychecks, which means the employer deposits the funds directly into the employee’s bank account. Direct deposit can save employers money, reduce the risk of lost or stolen checks, maintain better control over payroll processes, and ensure employees receive their pay on time, even when they are not on time. work on payday.
If an employer offers this compensation option, one of the documents required when starting a position with that company is the new hire’s bank account information. They can provide a void check that includes account and routing numbers. Some employers provide a direct deposit form that the new employee can fill out with their bank details.
5. Work permit
Non-citizens can legally work in the United States as long as they hold a permit. If a company hires someone who is not a U.S. citizen, they must confirm that the individual has a permit to work in the country. The two main types of work permits are Employment Authorization Documents (EADs) and Green Cards. The EAD shows a person’s qualification to work in the United States who does not have a green card or conditional residency status. The green card provides permanent residence in the country.
Related: 10 types of work visas and eligibility conditions
6. Criminal record
When filling out a job application, you may have answered questions about your criminal history. Some companies are unwilling or unable to hire people who have committed certain crimes. When legal history is a concern, such as in positions that involve working with children or other vulnerable population groups, an employer may ask for a candidate’s criminal history. You can get a copy of your history by working with your local parole or probation office. Reviewing history before a potential employer requests it can ensure that all information is correct or gives you time to correct it.
Related **: [Job Search Guide for People with Convictions**](https://www.indeed.com/career-advice/finding-a-job/people-with-convictions-job-search-guide)
7. Vaccination records
Although medical records are protected by privacy laws, some employers may require new hires to provide immunization records. Working in certain industries may require employees to be vaccinated to protect themselves and those with whom they interact and serve. For example, many healthcare companies have vaccination requirements in place to protect vulnerable patients from illnesses caused by unvaccinated personnel.
8. Credit report
In some states, employers can extract and review credit reports for potential hires. Many companies in the financial industry prepare credit reports. You usually need to give your consent to an organization to have your credit history removed. Before you get to this step in the hiring process, you may want to review your credit report to make sure it’s accurate. If you find anything incorrect in the report, you can follow the process required to have the items removed or fixed.
9. Other documents specific to the company
A company may also require new hires to complete organization-specific documents, such as:
- A non-disclosure agreement: This prevents employees from revealing private information about the company during and after employment.
- Employee Manual: This document includes company policies, such as time off, dress and grooming standards, attendance rules, and other related matters.
- Emergency contact details **: ** This includes information on who the company can contact if something happens to the new employee while on the job.