Free checklist · PDF
New hire payroll checklist
Forms and steps small employers need for each new hire before the first paycheck.
1 page, US Letter size, 45 KB. Free, no sign-up.
You can tick the boxes and type into this PDF on a computer or phone, then save or print it.
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Printing tips
- Print at actual size (100%), not "fit to page", so the lines stay a usable size.
- It is laid out for US Letter paper and also fits A4.
- Turn on "background graphics" if the colors come out pale.
What is on this checklist
Before day one
- Offer letter with pay rate and pay schedule
- Classify the role: employee or contractor, exempt or non-exempt
- Confirm the work location (it decides state and local tax)
First day
- Form I-9, with documents checked within 3 business days
- Federal Form W-4
- State withholding form, if your state has one
- Direct deposit form
- Emergency contact
- Benefits enrollment forms
Before the first payday
- Report the new hire to your state (federal rule: within 20 days)
- Add them to payroll with the right pay rate and schedule
- Set up workers’ comp and state unemployment coverage
- Set up any retirement or health deductions
- Double-check the first pay stub with them
