What it is
A new hire starts several clocks at once: Form I-9, withholding forms and the state new hire report. A checklist by day keeps them on time.
This checklist covers steps before the start date, the first three days, reporting and setup, and a review within 30 days.
When to use it
- For each new employee in a payroll engagement.
- When training a client’s office manager.
- When auditing payroll onboarding.
What’s inside
- Employee block
- Pre-start, first-day and reporting steps
- Form I-9 sections and timing
- 30-day review and sign-off
Standard cited
This template follows Form I-9 / W-4. It is written in our own words, except for phrases the standard requires the document to contain, with [bracketed placeholders] for client details, amounts in USD and dates as MM/DD/YYYY. Check it against the current standard and your firm’s methodology before use.
Questions
When is Form I-9 due?
USCIS instructions say the employee completes Section 1 no later than the first day of employment, and the employer completes Section 2 within three business days of the date employment begins.
What is the new hire reporting time?
Federal law requires employers to report new hires to the state within 20 days of hire. States may set shorter times, so check yours.
Where does the data come from?
Federal Form W-4 collects the data elements needed for the new hire report, according to the Administration for Children and Families.
Related templates
- Payroll Services Engagement Letter
- Worker Classification Worksheet: Employee or Contractor
- Payroll Audit Checklist
- Year-End Payroll and 1099 Close Checklist
Last updated 11/06/2026. All free templates.