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New Hire Paperwork and Compliance for Delaware

This guide explains onboarding paperwork in Delaware, along with new hire reporting and best practices for getting your new hires up to speed.

Anna Coucke

by Anna Coucke - May 3rd, 2024

New Hire Paperwork and Compliance for Delaware

Congratulations on finding your next great employee! Now comes the not-so-glamorous but crucial part: processing new hire paperwork. Delaware, like all states, requires specific forms to be completed for new hires. This guide will walk you through the essential federal and state documents, new hire reporting, and best practices for keeping everything organized.

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Federal New Hire Forms

1. Form I-9, Employment Eligibility Verification

This mandatory form from the IRS verifies your new hire's eligibility to work in the United States. It's crucial to complete this form correctly within three business days of your employee's first day of work. The form has two sections:

  • Section 1: Employee completes this section, listing their identity and employment authorization documents.

  • Section 2: Employer verifies the presented documents.

Acceptable documents for Section 2 include:

  • U.S. Passport (alone or with a Social Security card)

  • Permanent Resident Card (Green Card)

  • Driver's license or state-issued ID with a Social Security card

For a full list of acceptable documents, refer to the U.S. Citizenship and Immigration Services (USCIS) website. Be sure to retain copies of the verified documents with the completed I-9 form for at least three years (or one year after employment ends, whichever is longer).

2. Form W-4, Employee's Withholding Allowance Certificate

This form helps determine how much federal income tax is withheld from an employee's paycheck. Employees indicate their filing status (single, married, etc.) and the number of withholding allowances they claim. The more allowances claimed, the less tax is withheld per paycheck.

The IRS provides instructions for completing the W-4, but it's generally an employee's responsibility to ensure accuracy. Remember, you cannot advise employees on how to complete the W-4.

Delaware State New Hire Forms

Delaware W-4, Employee's Withholding Allowance Certificate

Similar to the federal W-4, the state of Delaware has its own withholding allowance certificate, Form DE W-4. This form helps determine how much state income tax should be withheld from your employee's paycheck. Employees will complete this form separately from the federal W-4, indicating their filing status and desired withholding allowances.

Where to Find Delaware State Tax Withholding Forms

You can download Form DE W-4 directly from the Delaware Division of Revenue website.

Additional State and Local Withholding Considerations

Depending on your location within Delaware, additional city or county withholding forms may be necessary. Check with your local tax authority for any specific requirements.

New Hire Reporting

Delaware law mandates employers to report new hires to the state's Division of Child Support Services within 20 days of their start date. This helps locate parents obligated to provide child support and facilitates the collection process. The easiest and most secure way to submit a new hire report is electronically through the Delaware State Directory of New Hires website.

The reporting process requires specific employee information, including:

  • Full name

  • Social Security number

  • Date of hire

  • Home address

  • Wages and earnings

Who Needs to Report New Hires?

Any business that hires an employee who is eligible for federal income tax withholding is required to report the new hire, regardless of employment status (full-time, part-time, temporary).

Additional Considerations

Some employers may require additional forms specific to their industry or company policies. It's always best to consult with your legal counsel or HR department for any additional requirements that might apply.

General Best Practices for New Hire Paperwork

Here are some valuable tips for organizing and managing your new hire paperwork efficiently:

  • Create a New Hire Packet: Compile all necessary forms (federal, state, and company-specific) into a single, organized packet for new hires. This simplifies the process for both you and your employee.

  • Gather Information in Advance: Request necessary documents, like proof of address or identification, from new hires before their first day. This saves time and allows for verification if needed.

  • Utilize Electronic Forms: Whenever possible, opt for electronic versions of forms. This simplifies storage and retrieval while reducing the risk of losing physical documents.

  • Develop a System: Establish a clear system for collecting, storing, and managing completed new hire paperwork. This could be a physical filing system or a secure electronic system.

  • Maintain Retention Policies: Federal and state laws dictate how long you must retain new hire paperwork. Familiarize yourself with these retention periods and dispose of documents securely when no longer required.

How GoCo Supports Delaware Employee Onboarding

Now that you're familiar with the fundamentals of onboarding new hires in Delaware, you might be considering ways you can streamline your onboarding process.

A modern, all-in-one HR software solution empowers employers with increased confidence in their hiring and onboarding compliance by keeping everything organized and automating mundane tasks.

GoCo simplifies state-specific hiring in Delaware by staying on top of current and evolving regulations for paperwork, reporting, and other legal requirements. Additionally, our user-friendly onboarding software makes the entire experience a breeze for both employers and new hires.

Want to see it for yourself? Take a free tour of GoCo today and see how we can transform your onboarding and other HR processes — including performance management, time tracking, and much more!

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