Effective New Hire & Termination Paperwork Procedures
Implementing proper new hire and termination paperwork processes is crucial for protecting your company's interests. Learn how to onboard/offboard employees effectively, including completing essential forms like I-9 and W-4, providing wage protection info, and reporting new hires to comply with regulations. Utilize this comprehensive guide to streamline your HR practices and ensure a smooth transition for both incoming and outgoing employees.
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Presentation Transcript
New Hire/Termination Paperwork How can you protect your company and make the most out of your time with effective on-boarding or off-boarding? Cindy Forman For Man Kind LLC 516-852-9848
Human Capital Management Hiring Well - reasonable expectations from company for a candidate Can Your Hiring Managers Interview Job Descriptions Importance of Diversity, try to hire those not like ourselves
Social Media -In the Recruiting and New Hire Process -Monitor your Company Brand - Effective use of employees time
How to effectively/legally onboard employees Requirements: New hire paperwork 1. i9, Here is a link to Form I-9 and the Employer Instructions: http://www.uscis.gov/sites/default/files/files/form/i-9.pdf 2. W4 Form and IT-2104, w4 lnk: https://www.irs.gov/pub/irs- pdf/fw4.pdf. Here is a link to Form IT 2104: http://www.tax.ny.gov/pdf/current_forms/it/it2104_fill_in.pdf. If the employee is a nonresident of New York, he needs to complete Form IT-2104 1: http://www.tax.ny.gov/pdf/current_forms/it/it2104_1_fill_in.pdf. And if the employee is claiming exemption from withholding for New York State personal income tax, he must complete Form IT-2104- E: http://www.tax.ny.gov/pdf/current_forms/it/it2104e_fill_in.pdf
Requirements: New hire paperwork Continued: 3. Wage Protection Information - either in an offer letter or DOL provided templates 4. Marketplace Insurance notification 5. & 6. I like a job application and an employee handbook (acknowledgement receipt) 7. New Hire Reporting Information - within 20 calendar days send info to....
Reporting methods Employers who are required to report to New York State (and multistate employers who designate New York as their reporting state) should use one of the methods below to submit the new hire information: Online via the Web site at www.nynewhire.com; Submit a copy of the employee's Form IT-2104, Employee's Withholding Allowance Certificate, in place of, or in addition to, the federal Form W-4, Employees Withholding Allowance Certificate1 Mail new hire reporting information to: New York State Dept of Taxation and Finance New Hire Notification PO Box 15119 Albany NY 12212-5119 Fax: (518) 320-1080 Electronic filers may obtain current specifications by contacting Employer Outreach at (518) 320- 1079 What you need to report: employee name (first, middle initial, last), employee address (street, city, state, and ZIP code), employee social security number, employee hire date, employer name, employer address (street, city, state, and ZIP code), employer identification number (assigned by the Internal Revenue Service), if dependent health insurance benefits are available to the employee and if so, the date the employee qualifies for the benefits
What should be in an employee file? Personnel Files: Recruiting and screening documents such as applications, resumes and educational transcripts. Job descriptions. Records relating to job offers, promotion, demotion, transfer, layoff, rates of pay and other forms of compensation, and education and training records. Records relating to other employment practices (including policy acknowledgments and agreements). Letters of recognition; Warnings, counseling and disciplinary notices. Performance evaluations and goal setting records. Termination records.
Sensitive Information: Any form with a social security #. Immigration (I-9) forms. (In a Separate Binder or folder) Medical/insurance records (medical questionnaires, benefit enrollment forms and benefit claims, doctors notes, accommodation requests, and leave of absence records). Workers compensation claims. Investigation records (although relevant disciplinary action, counseling or other direct communications are placed in the employee s personnel file). Requests for employment/payroll verification.
The importance of effective two way communication Hiring process expensive - retain talent How to maximize retention, reduce unemployment claims Train Managers how to lead Dignity and Respect for All Flexible work schedules Does it work for your Company? Maintain a content workforce - your employees can only be as successful as the information you provide them
. Employing millennials - one third of today's workforce Ultimately, they want the same thing that every employee wants: schedule control meaningful work relationships choice of projects learning opportunities
How to effectively/legally release employees Requirements: Termination paperwork Voluntary letter of resignation Involuntary Write up Ensure consistency by following your employee handbook guidelines IT/Payroll COBRA
Cindy Forman For Man Kind LLC 516-852-9848 ForManKindLLC@gmail.com
