The new job paperwork checklist: Forms I-9, W-4, and more

Open full sized image

Head into your new job with a plan.

© Svitlana, New Africa/stock.adobe.com; Photo illustration Encyclopædia Britannica, Inc.

Starting a new job? Bring a pen and perhaps a financial plan. You’ve got a few forms to fill out and decisions to make. Even if it’s not your first new job, the W-4 form isn’t what it used to be, and there’s a brand new I-9 as of August 2023. Do you have a strategy for your company 401(k) (or other) retirement plan, medical insurance, and other benefits?

After you accept a job offer, you’ll likely be given a welcome packet of information. You might be sent links to videos or articles to read on benefits you may be receiving, and you’ll get some forms to fill out within a certain time frame. How do you know what to fill in on these forms?

Review the following list along with your employee information to make your first day run more smoothly.

You’ll need some basic information when you complete your new employee paperwork. Make sure you have this information and bring it with you on the first day of work:

Filling out the required forms can be quite confusing. Thoroughly read the instructions that are provided by your employer, and take a good look at the helpful information below.

The I-9 form verifies your identity and employment eligibility; it was revised in August 2023. You might receive a paper copy to fill out and will need to produce your documents in person. (Some employers are allowed to complete the form online and will request required documentation online as well as through a video interview.)

Section 1: You must complete this form in between the time of receiving a job offer and the first day of work. Section 1 covers basic employee information and citizenship status.

Section 2: Within three days of your start date, you must show the required documents to your employer in person or via video. You may choose to show any one document from the List A provided with the I-9, or you may choose any one document from List B plus one document from List C.

List A includes various forms of a passport. List B includes documents that establish your identity (such as a driver’s license, ID card, or voter’s registration card). List C contains items that establish employment authorization (such as a Social Security card, birth certificate, or other documents). If you have lost your documents from these lists, you may show a receipt for a replacement document.

The W-4 form helps your employer’s payroll system calculate the taxes to take out of your paychecks. The goal of taxation is to withhold, over the course of the year, a close estimate of what you’ll owe when you complete your tax return.

Step 1: Enter your basic information. Then choose your filing status: single, married filing jointly, or head of household. Check the correct box, or your tax will be taken from the wrong table.

Step 2: There’s a box in this section that you should check if you hold two jobs at one time or if your spouse works. Check the box on the W-4 for both jobs or for both spouses. If your other job or your spouse has an old W-4 in their payroll systems, it would be worth filling out new forms. Your taxes will likely be underwithheld if you have multiple jobs in your household and do not have these boxes checked. If your income is much lower than your spouse’s, you may wish to complete the Multiple Jobs Worksheet instead.

Step 3: Follow the directions for entering dependent information. The number of dependents (children and other people you support according to IRS rules) you list here should be the same as on your taxes at the end of the year. Leave this section blank if your spouse or other job’s W-4 filled out this section. Neither you nor your spouse are dependents.

Step 4: You may wish to include additional income here if you earn a lot in interest, dividends, or retirement income that’s not taxed until your return is complete. You may also enter self-employment income here so that it’s taxed properly. The form instructions tell you how to do this. If you know you’ll have deductions over the standard deduction, you can put them in this section to lower your taxes withheld. Once again, leave this section blank if your spouse or other job’s W-4 filled out this section.

Some states and localities deduct tax from your paychecks. If this is the case for your region, your employer will provide you with a state W-4 form. Typically a state W-4 form asks for your filing status (single, married filing jointly, or head of household), and may ask you to predict any allowances. Each state defines an “allowance” differently, which might include paying real estate taxes in the state or having dependent children.

Allowances reduce the amount of tax you pay. The most conservative way to approach a state tax W-4 form is to enter zero in the allowance section. If you find when you do your taxes that you paid extra at the end of the year—or you received a large refund—you can always amend your W-4 to correct the following year’s withholding.

Health insurance. Most employers offer health insurance to full-time employees. This insurance may be free, discounted, or at least offered at a lower cost than in the marketplace. Your cost will depend on your coverage level. If you have a spouse or family, it will cost more than insuring just yourself. Your portion of health insurance premiums is deducted from your taxable income before taxes are calculated, so you’ll be getting a tax benefit by paying for health insurance. There are several different types of health insurance. You should research your choices, the deductibles and the costs, and the doctors offered in the plan before you select your coverage.

Eye and dental insurance. Some employers offer eye and dental insurance to their employees. These plans are not always paid for by the employer (or else a low level of coverage is included in the benefits package), but the rates will likely be cheaper than you can buy on your own. If you wear glasses or have several dental issues, you can compare the cost of the plan per year to the expenses you think you might incur. For example, if your dental plan costs $14 per paycheck and you receive 24 paychecks a year, that comes to $336. If your dentist charges $100 for semiannual visits and $50 for annual X-rays (totaling $250 for the year), you may wish to skip paying for the insurance, as your out-of-pocket costs for these preventative services will likely be lower than the cost of insurance.

Short-term and long-term disability (STD and LTD). Some companies offer the choice to participate in short and/or long-term disability insurance plans. Short-term disability insurance covers part of your paycheck for 90 days if you’re unable to work due to an illness or injury. Long-term disability insurance kicks in once you’ve been out for 90 days. Short-term disability plans are typically more expensive than long-term plans; think twice as to whether or not you need STD coverage, especially if you have an emergency fund. However, LTD insurance is a great idea in case you end up with a long-term illness or have an accident that prevents you from working.

Life insurance. Many companies offer basic life insurance coverage, typically at the rate of your annual salary. This life insurance is often free to you. You will be given the opportunity to purchase additional life insurance through payroll deductions. Give this some thought. If you are single and young, you might not need additional life insurance; if you have a family, especially one with young children and/or a nonworking spouse, you may need much more coverage. You will at minimum need to declare a beneficiary—the person who will receive your life insurance benefit if you die.

Flexible spending account. Some employers put money into a flexible spending account (FSA) on your behalf or let you put money into it before taxes via payroll deductions. Make sure you choose an amount (up to the annual maximum) that you can spend in one year, as unused FSA funds are lost at the end of the year.

401(k) or 403(b) retirement plans. Most employers offer some way to save for retirement, most likely through a 401(k) plan. If your employer is a church, school, municipality, or nonprofit, you might be offered a 403(b) plan or a 457(b) plan. You’ll need to know if you will be contributing your own money from your paycheck and if your employer offers matching contributions. You’ll fill out paperwork listing the percentages you want withheld and if you want your funds to be taken before tax or after tax (in other words, traditional versus Roth).

You will also need to fill out beneficiary information; your beneficiary is the person(s) who will receive your retirement funds in case you die before you use them. You may be able to select the funds where your retirement savings will be held. It’s a good idea to read your retirement options before your first day of work so that you can choose a strategy that works with your budget.

Policy manual. Most companies have a policy manual that discusses office hours, dress codes, and expectations for company behavior and ethics. It may include information about personal time off and holidays, as well as benefits and training you may receive. Read the policy manual completely. Make sure you understand it, and ask your supervisor or human resources any questions you may have. Even though all states (except Montana) are at-will states (meaning you may terminate your employment at any time and you may be fired at any time), if you break written policies, you’ll likely have professional repercussions.

Access to the payroll system. One of the great benefits of a job is your paycheck. You should be offered the option to set up direct deposit, which puts your pay directly into your bank account first thing on payday—without you picking up a physical check and depositing it. Typically you’ll need to know your bank routing number and account number in order to sign up for direct deposit. Find that information on a physical check, your banking app, or through online banking. You might be allowed to enter your direct deposit (and other information) directly into your employer’s payroll system. If you get a system login, make sure you save it; you’ll use that system to get a copy of your paycheck and possibly even your W-2 at the end of the year.

Personal time off (PTO). Your company will give you certain days off each year. Many states now require that a certain number of PTO hours or days be given to employees. Certain holidays are also offered as days off work. You may find that your company tracks PTO via some type of app, sheet, or even on its payroll system. Make sure you learn how to use the system and track your time correctly.

Email address. Most companies give their employees a specific company email address. If you’re allowed to choose your own address with the company’s domain, make sure to keep it professional. If the company has a typical format (such as [email protected]), use that. It would likely be embarrassing later to have a humorous business email address.

Some employers ask you to complete a portion of new-hire paperwork before your first day; some choices are made after your job begins. But understanding your choices beforehand will ensure you make a good impression and sign up for the benefits and tax setup that works best for you.