New Hire Paperwork and Compliance for New Jersey Employers

In this article, we’ll review what new hire paperwork you need to complete and the compliance you need to follow as a New Jersey employer.

August 8, 2022

Did you know that the number of people employed in New Jersey as of May 2021 was 145 million? Additionally, this means that the employment increase, in terms of percentage, between May 2020 and May 2021 was 8.45%.

If you’re currently onboarding New Jersey employees, you might be wondering what new hire paperwork and compliance you need to do. However, if you don’t know how to get started, you might feel stressed.

Fortunately, in this article, we’ll review what paperwork you need to complete and the compliance you need to follow as a New Jersey employer.

Finally, you can ensure you’re following the rules when hiring new employees. Read on to learn more.

Download The Ultimate New Hire Paperwork Checklist

New Jersey New Hire Paperwork

When you’re hiring employees as a New Jersey employer, there are several papers and forms you have to provide them with on their first day of work. This is part of company-specific orientation and New Jersey’s onboarding compliance. Your new hire paperwork should include:

  • IRS Form W-4 (for federal tax reporting)
  • Form NJ-W4 (tax withholding certificate of the employee)
  • Notice of employee rights (under New Jersey laws)
  • Notice of COBRA rights
  • Notes of paid sick leave rights

Additionally, when onboarding your employees in New Jersey, you must provide your new employees with notice that details recordkeeping obligations. You should also notify employees of their obligations and rights under the Conscientious Employee Protection Act.

Other types of notice and notification to be aware of when preparing your new hire paperwork include the Family Leave Notice, Gender Equality Notice, and Tip Credit Notice. They also include the Notification of Payment Notice.

Additionally, you must provide your new employees with an electronic or written copy that details their Family Leave Insurance Rights.

Optional Additional Paperwork

There are additional forms you might choose to include in the packet that aren’t legally required. These might be additional acknowledgments, policies, and forms. Examples of these include (but aren’t limited to):

  • Corporate travel policies
  • Employee handbook receipt
  • Video surveillance forms
  • Direct deposit information
  • Wage deduction (for uniforms, etc.)

Additionally, they could include authorization for credit checks, background checks, drug testing, etc. They could also include a copy of the offer letter, job description, and/or pay agreement. Also, they could include an employee information form (which includes emergency contacts, etc.).

They could also include company-specific policies. These policies could include PTO, dress code, attendance, etc.

Sound like a lot? That’s exactly why so many employers choose to provide their employees with these materials on the first day they come to work. One tip: use HR software for this process. With it, you can compile the forms we’ve covered here for easy tracking and digital tracking.

HR Priorities (Before Day One)

Once you’ve offered the job and the new hire has accepted it, you’ll have to start to prepare for their arrival. For HRs, this is a very busy time. Usually, there’s a lot of paperwork and printing involved. You’ll also be connecting with your current team members so you can all plan how to welcome the new hire.

The first day of your new employee’s time at your company will make a huge impact that can affect the rest of the time they work with you. For this reason, it’s important to plan for day One.

Putting Together a Welcome Packet

In addition to the New Jersey onboarding compliance forms you’re required to provide your new hire with, you might have additional information you want to share with them. This might include a company newsletter, an important contacts list, or perks and benefits details.

It’s smart to prepare all this in advance. This way, you won’t have to waste time printing new forms and chasing down copies.

Doing this will also tell your hire, subtly, that, in preparing for their first work day, you’ve invested time. This might make them feel like they’re even more welcome.

Preparing Codes, Cards, and Keys

Do you work in a facility where your employees need key cards, codes, or physical keys to get in? In this case, have these ready for your new hire. Ensuring they have access on the first day will send a message − just like your welcome packet − to your new hire.

This message will say that you’ve been expecting their arrival and that you’re excited that they’re here.

Meeting With the Team of the New Hire

On the first day your new hire is working, they’ll end up meeting the members of the team on which they’ll be working. So you should set up a meeting with this team so that they can prepare for the arrival of the new hire.

When you meet with them, inform them that a new person will be joining their team. Share the new hire’s name and tell them a bit about their background. Provide them with the start date of the new hire.

This way, they can plan out the new hire’s training and set up a workspace for them.

Choosing a Mentor

A mentor plays a role that’s important in the onboarding and hiring process. For the new hire, they’ll be the go-to person in terms of growth, concerns, and questions. A guide for the new hire can be invaluable when it comes to their experience.

When choosing a mentor, select someone fully involved with your company’s spirit and culture. Additionally, they should have been working there for a while.

Sending Out an Announcement to the Entire Company

When you bring on a new hire, this can be a sign that your company is doing well. Think about sending out an announcement to the entire company about the new hire so they can celebrate with you. Additionally, encourage employees to introduce themselves to the new hire.

Encouraging Team Introductions

If there’s complete silence between the day they receive the job offer and start their job, this isn’t a great experience for your new hire. For this reason, you should encourage team introductions to occur.

Encourage the future team members of the new hire to introduce themselves via email, video chat, or phone call.

HR To-Dos (on Day One)

The first day of your new hire’s first day is finally arriving! When it occurs, there are two things you have to do. The first of these is to ensure that your HR onboarding process includes providing your new hire with the paperwork required so that you follow New Jersey hiring compliance.

The second is to do everything in such a way that your new employee will be excited to return to work on their second day.

Treating Your New Hire to a VIP Lunch

One of the best HR strategies for day one is to treat your new hire to a VIP lunch. This will give you a chance to get to know your new hire a little more personally.

Invite different people to the VIP lunch including company leaders, the CEO, and other essential people. This way, it’ll be a special occasion.

Gamifying the Office Tour

While giving your new hire a tour of your office is quite common, making it fun is less so. Add some fun by explaining certain jobs or roles and how they help the company, or by telling interesting and entertaining stories.

Are you hiring many people at once? In this case, you could gamify the office tour. To do this, you could aware prizes or points to the new hires who are paying attention.

Conducting a Check-Out at the End of the Day

Finally, at the end of your new hire’s first day of work, meet with them to ask how it went. This is an opportunity for you to address any concerns or answer any questions. Additionally, you can get feedback that will help you improve your future new hires’ first days.

Complying With New Jersey State Employment Standards

In addition to what you need to provide your new hires with on their first days, New Jersey employment compliance covers your workplace on a larger scale and past that first day. There are federally required posters, as well as New Jersey required ones. The New Jersey required ones include:

  • Discrimination Notice in Public Accommodations
  • Discrimination Notice in Employment
  • Family Medical Leave Act
  • Earned Sick Leave
  • Gender Equity Notice

They also include the Family Medical Leave Insurance, No Smoking Notice, New Jersey Minimum Wage, Reporting and Recordkeeping Requirements Notice Safe Act, Payment of Wages, Whistleblower Protection Act, Unemployment Compensation, and Worker Misclassification Notice.

New Jersey Payroll and Tax Requirements

When you hire someone new to your company, you need to withhold state income tax from your new employee’s wages. Additionally, you’ll have to remit the amounts that you’ve withheld to the Division of Taxation.

How to Report New Hires in New Jersey

In 1996, as part of the welfare reform, Congress passed the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA). According to it, all employers are required to report new hires within a certain period of time.

You can do so through the New Jersey Department of Human Services’ New Jersey Child Support Employer Services Portal.

The law helps protect the rights of children by ensuring every child gets the child support they need. The new hire reports help keep track of people liable to pay child support.

In the state of New Jersey, you have to report any new hires within 20 days of their employment. You can either submit the report electronically, in which case, you may submit reports in two monthly transmissions, 12 to 16 days apart. Alternatively, you can also submit the report physically, it just depends on your preference.

Electronic Reporting

You need a device with an internet connection for electronic reporting, however, it’s best to use a computer. There are two ways to report new hires electronically.

The following is a summary of how you can report new hires online.

Manual Data-Entry

If you haven’t done this before, go to the New Jersey Department of Human Services website and open the Child Support Employer Services portal. You can register here. If you already have an account or have received your login credentials, simply log in from here.

Once you’re in, you can use the portal to report new hires one by one.

File Upload

If you use a payroll service, have a lot of new hires, or prefer to make your own new hire reports, you can do so by gathering those reports in a file – and sending it.

You have to make sure you use the right file format (Fixed-Width Text Format, Delimited Text File, or Excel File) and the right encryption and compression. You can find all the details here.

When your file is ready, you can send it in the following ways.

  • Secure File Upload – The easiest way to submit your new hire reports, just log in to the portal and click the ‘Upload’ button. When your file is processed, you’ll receive a confirmation email.
  • SSH File Transfer Protocol (SFTP) – This is for employers who have very large files, want to automate file transfer, or have to upload many files. You will need special client software for SFTP, you can choose among FileZilla, WinSCP, PuTTY, Cyberduck, or OpenSSH. Once you’ve installed one client, configure your connection with the portal’s server. You will receive details that will let you transfer files and upload your files. You can also contact the portal’s help center if you need any help.

If you’re still having problems, consider checking out the employer resources or check out this new hire brochure.

Reporting Form

To submit your new hire reports physically, you can submit a Printed List. You can do this if your software doesn’t support data export. You can have your software print all the new hire data. It should be in a 10-point font size and should have all the relevant information.

Alternatively, you can download, print, and fill out a New Jersey New Hire Reporting Form. You can find the form here.

You will have to fill out a new form for every new hire. Refer to this page for more information.

Other Forms

If your employees work in more than one state, you will have to do multistate reporting. For information on multistate reporting, go here. If you’re already familiar with it, you can start with it here.

You can also submit a W-4 form as a new hire report. Make sure you add the proper business name and address, your Federal Employee Identification Number (FEIN), employee’s data of birth, and their date of hire. You can find the W-4 form here.

Need Help With Your HR Hiring Processes?

Now that you’ve learned about the new hire paperwork you need to provide and the compliance you need to follow as a New Jersey employer, you might have found that you need help with your HR hiring processes.

In this case, look no further than GoCo. GoCo is a software solution you can use for employee management that’s flexible. We make it easy to complete your HR processes, including your hiring and onboarding processes.

To learn whether GoCo is right for your business, take a tour now.

See how GoCo can simplify your HR