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New Hire Paperwork and Compliance for Connecticut

This comprehensive guide covers onboarding paperwork and processes to set your new hires up for success in Connecticut.

October 20th, 2023

It's estimated that each year 5.8 million new employees are hired for a job. While bringing a new individual onto a team can be exciting, there's no denying that it requires a lot of work.

Specifically, you need to deal with onboarding paperwork, tax compliance requirements, and much more. If you live in Connecticut, you might be feeling overwhelmed by all of this.

That's why we made this guide for dealing with new hire paperwork for Connecticut. We'll also go over some essential onboarding practices to make sure that your new employee feels welcome.

Connecticut New Hire Paperwork

If you have other employees, odds are you're currently registered as an employer. However, if you're not, this is the first thing you will need to take care of.

First, you will need to complete Form SS-4 from the IRS. You will also need a Withholding Tax Number, Business Tax Registration, and Unemployment Account Number. If you're already registered as a business, you can move on to the new hire paperwork you will need the employee to fill out.

Form I-9

The I-9 Employment Eligibility Verification Form is used to confirm citizens and verify that the person can work in the United States.

The employee must complete their portion of this form on the first day, and the employer will need to finish their portion by the third day.

Form W-4

Next, the employee needs to fill out a Withholding Allowance Certificate (aka Form W-4) for the IRS.

This form is needed to determine how much money will be withheld from a paycheck for taxes. Lastly, you will need to report any new hires to the Connecticut Department of Labor within twenty days.

Keep in mind that this also applies to re-hired. To do this, you will need the employee's:

  • Name

  • Address

  • Social security number

  • Date of birth

  • Their first day of work

New Hire Reporting

Like most states, Connecticut requires employers to report new hires to the state Department of Labor. This must be done within 20 days of the new hire's start date. You can report new hires to the state of Connecticut online by following this link.

Connecticut New Hire Payroll & Tax Reporting Requirements

Once you complete all the initial hiring paperwork, you'll need to handle payroll taxes. That starts with Federal Income Tax Withholding. In Connecticut, employers don't pay the tax.

However, they're responsible for withholding a certain amount (laid out in the W-4 Form) and then submitting it. To do this, you will need to file a Form W-2, Wage, and Tax Statement.

Then, you can file it online using this resource. If you need to report unemployment taxes, you will need to file the IRS Form 941 each quarter and the IRS Form 940 each year.

Next, you can move on to State Income Tax Withholding. This is the same as the Federal version. You just need to file a different form, specifically the Form CT-W4 Employee Withholding Exemption Certificate.

Under FICA (aka the Federal Insurance Contributions Act), you will also need to pay Social Security and Medicare taxes. Your employee will pay for half, and you'll pay for the other half.

Lastly, you will need to pay both state and federal unemployment taxes. The total amount is based on a percentage of the employee's salary.

Other New Hire Compliance Requirements

There are a few other compliance requirements you'll need to take care of to make sure that you're aligned with Connecticut's labor laws. First, you're required by the state to carry workers' compensation insurance.

This is true even for part-time employees. You can get this type of insurance through the Connecticut Workers' Compensation Commission.

Lastly, labor laws in the state also require you to display posters and notices regarding certain subjects. These posters and notices need to be easily viewable by employees. They include things like:

  • Employee rights

  • Employer responsibilities

  • Anti-discrimination laws

  • Federal minimum wage

  • Workers' compensation rights

You can print out these posters and notices yourself from Connecticut's Department of Labor website.

Additional HR Duties Before the First Day of Work in Connecticut

Once you've got the necessary paperwork and employee compliance requirements, you're legally in the clear when it comes to hiring new employees.

That being said, your new hire onboarding process shouldn't end there. There are other things to do that will both make your new employees feel welcome and set them up for success in your company.

Prepare Everything They'll Need

Your new hires will likely need some equipment to start working. Sometimes, a company laptop or computer will be provided by the employer. If that's not the case, then you should make sure to tell them to bring their computer.

However, in this case, you will also need to invest in cybersecurity solutions like a VPN to protect your business from threats. If your company requires key cards and codes, you'll want to assemble these for them.

That way, they have access to everything they need. You'll also want to set up their workstation. If they've been hired for a senior position, you'll need to get an office space prepared.

Otherwise, get a desk and chair and figure out where there's room for them to work. If you wait until the day of onboarding to prepare for all this, it can leave you looking unprofessional.

What's more, until your employee gets the equipment and space they need, they won't be able to work.

Introduce Them to the Team and a Mentor

Introducing your new hire to the team is essential for making them feel like they're not working with a bunch of strangers. The best way to do this will depend on your specific business.

If you hold office-wide meetings, then an early morning meeting is a great way to introduce them to everyone. Or, you include them in an email announcement.

Regardless of what you do, it's important to remember that introductions only go so far. So what else can you do to make them feel welcome? One way is through a mentor.

These senior individuals can help them learn more about the company and feel more confident in their position. They're also a great point of contact for inevitable questions.

Just make sure you tell the mentor beforehand. You don't want them to be surprised the day of. Consider implementing a team-building exercise, too. That way, they feel more connected to the team they'll be working under.

Final Thoughts

We hope this guide helped you learn about new hire paperwork for Connecticut. Here at GoCo, we know what a headache these essential onboarding tasks can be. That's why our modern all-in-one HR platform is here to help.

With GoCo, there's no more juggling multiple forms and tasks. Instead, we consolidate all of the necessary things into one place, making onboarding your new hires a breeze.

This makes life not only easier for your business but also for the new employees. If you want to learn more about how GoCo can help you, then take a tour of everything we can offer you today.

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