Employee onboarding is the process that takes a new hire from a signed offer to being able to do the job. It usually runs in three phases: before day one (paperwork, equipment, accounts), the first day and week (introductions, tools, training), and the first 30 to 90 days (goals, check-ins, feedback).
It crosses several teams. HR handles paperwork and benefits, IT handles equipment and access, payroll sets up pay, and the hiring manager owns the plan for the actual work.
The federal paperwork
- Form I-9: the employee completes Section 1 by the first day of employment, and the employer completes Section 2 within three business days of that day.
- Form W-4: the employee's withholding certificate, so payroll withholds the correct federal income tax.
- New hire reporting: federal law requires employers to report newly hired and rehired employees to a designated state agency within 20 days of hire, and state law may require it sooner.
States add their own forms and notices, so check the requirements where the employee works.
Example
An offer is signed on a Monday, with a start date two weeks later (illustrative). IT orders the laptop and creates the accounts the role needs, HR sends the I-9 instructions, W-4 and benefits information, and the manager plans the first week and picks a buddy.
Common pitfalls
- IT learns about the new hire on day one.
- The checklist lives in one person's head.
- Access granted to everything by default, instead of what the role needs.
This is a general summary, not legal advice.