# Employee onboarding

> Employee onboarding is everything between a signed offer and a productive new hire: paperwork, equipment, accounts, training and a first-week plan.

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.

Sources:

- [USCIS, I-9, Employment Eligibility Verification](https://www.uscis.gov/i-9)
- [IRS, About Form W-4, Employee's Withholding Certificate](https://www.irs.gov/forms-pubs/about-form-w-4)
- [Administration for Children and Families, Employer Responsibilities (New Hire Reporting)](https://acf.gov/css/employers/employer-responsibilities)

Page: https://easy.wf/glossary/employee-onboarding