In recent months we have all been submersed in COVID-19 related business needs, but of course we still need to keep our eyes on the everyday non-pandemic business essentials. HR paperwork is one of those constants that doesn't always receive the attention it needs. Below is information you need to know about I-9 and W-4 forms.
Do you have updated I-9 and W-4 Forms for 2020?
Hiring a new employee can be overwhelming, and HR paperwork and processes are sometimes swept aside. Don't let that happen to you. As an employer you are legally responsible to complete and retain the appropriate forms.
What You Need to Know About the 2020 I-9 Form
· Employers must retain an I-9 for EVERY person hired. Insufficient or incomplete documentation is a violation of the law.
· It is the employer’s responsibility to ensure that every I-9 Form is filled out completely and that proper identification has been provided.
· The required identification documents that the employee provides must be physically examined by the employer.
· A photocopy of the required documents must be maintained with the completed I-9 Form.
· Employee’s first date of employment must be the first day that they work in exchange for compensation. Page 1 employee signature date must be on or before the employee start date. Page 2 employer signature date must be signed within three business days of employee start date.
· All pages of the I-9 Form must be retained (paper or electronic format) for three years from date of hire or one year after employment has ended, whichever is later. The I-9 should be kept separate from the employee’s personnel file.
What You Need to Know About the 2020 W-4 Form
· Existing employees will not be required to complete a new W-4 Form for 2020. Employers will continue to observe the withholding allowances and filing status elected by employees who completed a pre-2020 W-4 Form.
· For newly hired employees after 2019, and for all existing employees who wish to adjust their withholding after 2019, the 2020 version will be the only valid Form W-4.
Please click on the links below to obtain your copy of current I-9 and W-4 forms.
For ongoing information and updates, please visit our blog at https://www.solidrockaccounting.com/blog