New Employee Procedures

Human Resources

New Employee Processing


After an applicant has been offered a position and accepted, a number of formalities must be completed before the employee begins work.


Proof of employment eligibility

Federal law requires the employer to verify eligibility for employment with the I-9 form which is completed and maintained at the employer site. The forms are subject to audit at any time and should be kept readily available. Mistakes on the form can result in fines from $500 to $1,000 per error.  A citizen may prove eligibility with a U.S. passport, or a driver’s license and a Social Security card. Noncitizens must have identification and proof of permission to work in the United States. Not all visas permit the holder to work. The employer is responsible for tracking the expiration of the employee’s visa that grants the right to work. Employer information (M-274 Handbook for Employers) and the current version of the I-9 form (effective July 1, 2008) can be downloaded from the U.S. Citizenship and Immigration Services site at [Note: Please note that by selecting this link you will be directed to an external site and the Pass It On Center does not control the content of this site.]


Employee Identification badge or tag

The employee should complete the process for an identification and/or access card.


Tax withholding

The employee must complete income tax withholding information for payroll processing. The federal W-4 form is required of all employees. Most states with income tax have a separate state W-4 form. Some cities with payroll taxes may require an additional form.


Benefits enrollment

The employee may be given a day or two to read information regarding insurance and other benefits, but the enrollment forms should be returned within the specified time.



Some organizations require the employee to attend a session during which the standard policies and procedures are reviewed. This may include issuing an Employee Handbook containing those policies. Orientation may include briefings about benefits. Safety training may be part of the orientation.




Please note that by selecting an Internet link you will be directed to an external site, and the Pass It on Center does not control the content of the site.



This work is supported under a five-year cooperative agreement # H235V060016 awarded by the U.S. Department of Education, Office of Special Education and Rehabilitative Services, and is administered by the Pass It On Center of the Georgia Department of Labor – Tools for Life.  However, the contents of this publication do not necessarily represent the policy or opinions of the Department of Education, or the Georgia Department of Labor, and you should not assume endorsements of this document by the Federal government or the Georgia Department of Labor.



File Name File Size
The file federal income tax withholding.pdf has been archived. Please contact the Pass It On Center if you would like access to it. 0.22 MB

Other Information

Title: New Employee Procedures
Module: Human Resources
Author: Trish Redmon
Audience: Implementer
Sub Title:
Procedure: First day forms and orientation
Organization Source: Pass It On Center
Last Reviewed: 10-25-2009 3:56 PM