Congratulations on your new job! Along with the excitement of starting work, did you know you'll have to fill-out a variety of forms and give your employer all kinds of information before you actually begin work, or within a few days of being hired?

Most employers will give you the necessary forms, but if you haven't gotten them yet, it can ease your stress and make for a smooth transition into the workplace if you get idea of what information and documentation you'll need.

Verifying Who You Are

Perhaps the most important form you'll have to complete is the Form I-9. It's a federal form that all newly-hired employees must complete, even if you're a US citizen. Form I-9 is for verifying your identity and legal working status.

Form I-9 also gives your employer other vital information, such as verification of your current mailing address and the city and state in which you reside (which is important for income taxes, for example).

I-9 Information

On the Form, you're required to list and show your employer some documentation establishing your identity and eligibility to work in the US. Such documents include a:

  • Passport, which is good for establishing both your identity and eligibility
  • Driver's license, which is good for establishing your identity only, and
  • Social Security card that was issued by the US Social Security Administration. It establishes only your eligibility to work in the US

You can decide which documents to give to your employer, the employer can't tell you what documents you can or can't use. A list of documents and what they establish (identity, eligibility or both) is provided with Form I-9.

Tax Forms

Not only are you an employee, but you're also a taxpayer. Your employer is required to withhold taxes from your paycheck.

You have to fill out both a federal withholding tax form and a state withholding tax form. They're both officially named, and commonly called, form W4.

W4 Information

On each W4 you indicate how many exemptions or allowances that you want to claim, as well as your tax-filing status, such as married, single, head of household, etc. The information you provide will be used to determine how much tax will be withheld from each of your paychecks.

Generally, the more exemptions or allowances you take, the less taxes will be withheld. Be careful, here, because taking too many exemptions may mean you'll have a tax bill in April. The IRS has a calculator to help you determine how much federal tax you should have withheld, as do many of the state taxation agencies.

Are You a Minor?

Under federal child labor laws, anyone under the age of 18 can do only certain types of work. The types of jobs are even more restricted if you're 14 or 15 years old. Your new employer will likely require you to get an age certificate if you're in one of these age groups. This certificate is an official statement of your age based upon the best available documentary evidence of that age, such as a birth certificate.

There are State Child Labor Laws, Too

State law can have a big impact on your eligibility to do certain jobs, as well as how many hours per week you can work, if you're under 18, or 14 or 15 years old. Some states require you to get a work permit, and so your employer might require you to have one before you start work.

Starting a new job is exciting, but it can be a bit stressful, too. Knowing beforehand what kinds of information and documents your new employer needs can help you focus on your job - and not paperwork - and get you off to good start on your new job.

Questions for Your Attorney

  • What's the best documentation for me to use on Form I-9?
  • I was hired to a new job 3 months ago and I completed a Form I-9. I'm thinking of getting a new job. Do I have to fill out another Form I-9?
  • Do my state withholding tax allowances have to match my federal withholding tax allowances?
  • Does my minor child need a work permit?