Short answer: for most US hires the federal paperwork is Form I-9, which confirms the person may work in the United States, and Form W-4, which tells you how much federal income tax to withhold. On top of those, keep dated pay and time records. This new hire paperwork checklist gives each step, the deadline where an official source sets one, and how long to keep the record. Your state may add its own forms and reporting, which this checklist does not cover, so check your state labor office too. Full disclosure: we build Wrkbase, and its section says what it does and does not handle.
The checklist at a glance
Each deadline below comes from the official source named, which we read on 31 October 2026.
| Step | Who | When | Source |
|---|---|---|---|
| Form I-9, Section 1: employee information and attestation | Employee | Any time after accepting the offer, and no later than the first day of employment | USCIS |
| Form I-9, Section 2: employer review of documents | Employer | Within 3 business days of the date of hire; no later than the first day if the job lasts under 3 days | USCIS |
| Form W-4: Employee's Withholding Certificate | Employee | Before the first payroll run (the IRS page sets no deadline for new hires) | IRS |
| Pay and time records | Employer | Start in the first week; keep payroll records 3 years and time cards 2 years | Department of Labor |
Form I-9
USCIS says employees must complete and sign Section 1 no later than their first day of employment, and may complete it any time after they accept the job offer. On its Section 2 page, the employer must complete Section 2 within 3 business days of the date of hire: if someone starts on a Monday, by Thursday of that week. If the job lasts less than 3 days, Section 2 is due no later than the first day of work for pay. USCIS tells employers to keep each form for three years after the date of hire, or one year after employment ends, whichever is later.
Form W-4
Form W-4 is the Employee's Withholding Certificate. The IRS says to complete it so that your employer can withhold the correct federal income tax from your pay, and suggests completing a new one each year and whenever your personal or financial situation changes. The IRS page does not set a deadline for new hires, so collect it before the first payroll run.
Pay and time records
The Department of Labor says employers must keep payroll records for at least three years and the time cards used to compute wages for two years (Fact Sheet #21). Start the record in the first week: a free timesheet template has the columns, and a payroll tracker totals a pay period. Breaks matter too, so see lunch break laws by state.
Where Wrkbase fits, and where it does not
Wrkbase is not a Form I-9 or tax-form tool. It does not complete, store or file those forms for you. What it handles is the checklist around them: in Wrkbase HR, an onboarding checklist starts on its own when an invited employee accepts, using the newest template for their department, so a task such as completing Section 2 can sit on that list and be ticked off. Offer letters and similar documents are generated as PDFs from templates, and a document such as a work permit can be stored with its expiry date, with HR reminded 30 days before it expires. Free for up to 5 people.
Questions this post answers
When must a new hire complete Form I-9?
The employee must complete and sign Section 1 no later than their first day of employment, and may do it any time after accepting the job offer. The employer must complete Section 2 within 3 business days of the date of hire, or no later than the first day of work if the job lasts less than 3 days.
How long do I keep Form I-9?
USCIS says to keep it for three years after the date of hire, or one year after employment ends, whichever is later.
What is Form W-4 for?
It is the Employee's Withholding Certificate. The employee completes it so the employer can withhold the correct federal income tax from their pay. The IRS suggests completing a new one each year and whenever personal or financial circumstances change.
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