New Hire Paperwork & Best Practices for Illinois

New Hire Paperwork & Best Practices for Illinois

Hiring and onboarding new employees is an exciting time both for the new hires and your business. After all, employees are what make your business successful and allow you to innovate and expand your operations. Of course, part of the onboarding process involves making sure your employees fill out the appropriate new hire forms so that they get the correct amount of federal and state taxes withheld and get paid on time. Let’s take a look at the Illinois new hire forms that you’ll need to have your new staff members fill out.

Starting the Onboarding Process

The onboarding process starts when you get the application from the potential new hire along with their resume. Assuming a successful application and interview process, you’ll give the employee an offer letter that contains the rate of pay, start date and the benefits for which they may be eligible. Once the employee has signed the offer letter and arrived for their first day, you’ll need to have them complete their federal and Illinois withholding and tax forms to ensure they get paid correctly.

Federal and Illinois New Hire Forms

There are four forms that all of your new hires should fill out on their first day. They include:

  • W-4 – Employees Withholding Allowance – The W-4 ensures that the employee has the correct amount of Federal taxes withheld from their paycheck. It allows the employee to indicate if their spouse works or if they work more than one job. It also allows the employee to claim their dependents and make other adjustments.
  • IL-W-4 – Illinois Employee Withholding Allowance – The IL-W-4 is a specific withholding form for the state of Illinois. Like the Federal W-4, it allows individuals to claim dependents. However, it also allows the new employee to list certain other statuses, like if they’re over 65, legally blind and whether or not they claim their spouse as a dependent.
  • I-9 – Employment Eligibility Verification – The I-9 ensures that the new hire is legally employable by either being a US citizen, a non-citizen national or a lawful permanent resident.
  • WOTC – Work Opportunity Tax Credit – If you’re hiring an employee that is designated as disadvantaged when it comes to hiring, you’ll want to have your employee fill out the WOTC form. This can provide your company with a federal tax credit. Disadvantaged employees are typically considered to be veterans, those in the US Armed Forces, those on TANF and SNAP, ex-felons and those who have been referred by Vocational Rehabilitation.


Additional Documents for Your New Hire

In addition to the required tax forms and eligibility forms, you’ll want to have your employee review and sign a few more new hire forms, including:

  • ASAP Direct Deposit Form – This form lists the employee’s bank account information so that they can get paid via direct deposit. This is often the fastest and most convenient way for employees to get paid.
  • Employment Contract – If your company requires the employee to read and fill out a contract outlining the terms of employment, you’ll need to provide that document. Not all businesses require an employment contract.
  • Benefits Handbook and Forms – Always give your employee a copy of the benefits handbook and explain the benefits they may be eligible for. This often includes information on medical insurance, PTO and various retirement plans and discounts that your employees can use if they wish.
  • Company/Employee Handbook – This booklet outlines the expectations and policies of the company. New hires should be encouraged to read it and sign the back page for HR.
  • Emergency Contact Sheet – A list of names, addresses and phone numbers that the employer can call if the employee becomes injured or sick on the job.

Documents Your Business Needs for all Current Employees and New Hires

Once you’ve had your employee fill out all the necessary onboarding documents, your HR or payroll department will want to fill out and enter a Master File Employee setup form, like the one we have at ASAP Payroll Service. The information on that form will need to be entered into your payroll and benefits software program.

Any time your business is hiring new employees, it’s a good time to make sure you’re required labor posters and insurance policies are up-to-date. You’ll want to make sure your workers compensation insurance will cover your new hires and that you have the appropriate amount of unemployment insurance. It’s also a good time to make sure your business is displaying the most recent Labor Law Posters and employment notices.

Professional Illinois Payroll Services from ASAP Payroll Service

If you’re looking for a seamless way to manage your onboarding and payroll processes, consider ASAP Payroll Service in Indianapolis. We offer up-to-date new hire forms for Illinois as well as payroll processing services.

To learn more about our services, call us at 317-887-2727 or request a quote.

Looking for Personal Service, Customized Solutions at a Competitive Price?