Forms for New Hires to be put on Payroll

As a business owner, it is of utmost importance that when you hire someone and are ready to put them on payroll that you have the new hire fill out specific paperwork. This paperwork will provide your company with critical information that is needed in order for your in-house payroll department or outsourced payroll service provider to pay your new employee accurately and on time every pay period. The Payroll Factory® always recommends that you include the following forms in your new employee welcome packet:

• Federal Form W-4 – Used by employers to withhold the proper amount of federal income tax from an employee’s pay. Additionally, many states also have a state form that needs to be filed for withholding purposes. Since Pennsylvania currently has a flat tax rate of 3.07 % on all wages, no form is required to be filed. If you need information regarding a state other than PA, please consult the map located on this page.

• The Employment Eligibility Verification Form I-9 – A U.S. Citizenship and Immigration Services form. It is used by an employer to verify an employee’s identity and to establish that the worker is eligible to accept employment in the United States.

• PA Residency Certification Form – For employees that live in Pennsylvania, used by employers to report essential information for the collection and distribution of Local Earned Income Taxes.

• Direct Deposit Authorization – Provides the necessary banking information and authorization to an employer in order to pay them via direct deposit.

Finally, designate a safe place to store your employee files. In particular, I-9’s and W-4’s need to be kept on hand. Consider keeping them in personnel files and also scanning them to store online. We recommend Google Drive. This way, if you ever change locations or replace your work computer you don’t have to worry about files getting lost.

All of these forms can be easily accessed via our company website. Just go to the “Resources” tab and then click “Downloadable Forms”. Here is the direct link as well.

Please don’t hesitate to contact us if you have any questions or need additional guidance!

• Jason Saul, Director of Sales
• (610) 644-4569
• jason@prfusa.com