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Overview of Documents to Prepare in Hiring Process

1. Form I-9: Employment Eligibility Verification

The purpose of this form is to document that each new employee (both citizens and non-citizens) hired after November 6, 1986 is authorized to work in the United States.

There are 3 sections on Form I-9.

  • Section 1, Employee: This part of the form must be completed at the time of hire, which is the actual beginning of employment. Information on employees as well as the eligibility lists would be recorded in this section. If the employee was not able to complete Section 1 on his/her own, Preparer/Translator Certification must be completed.
  • Section 2, Employer: This part of the form must be completed by employers. Newly hired must bring evidence of identity and employment eligibility within three (3) business days of the date employment begins. Section 2 must be completed at the time of employment begins. Employers must record:
    1. Document title
    2. Issuing authority
    3. Document number
    4. Expiration date, if any
    5. The date employment begins
      * Employees must present original documents.
      * Employers, may, but are not required to,
      * Photocopy the document(s) presented.
  • Section 3, Updating and Re-verification: Employers must complete Section 3 when updating and/or re-verifying the Form I-9

2. Form W-4: Employee’s Withholding Allowance Certificate

Provide this form to newly hired employee(s) so that you may be able to withhold the correct federal income tax from employee’s pay. This form may be completed each year and/or when employee’s personal or financial situation changes.

3. DE 34: Report of New Employee(s)

Federal law requires all employers to report all newly hired or rehired workers to EDD within 20 days of their start-of-work date. State and county agencies use this information to assist them in locating parents who are delinquent in their child support obligations.