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New Hire Paperwork and Compliance for North Carolina

You can't afford to mess up onboarding and compliance. Here's everything you need to know about new hire paperwork in North Carolina.

August 11th, 2023

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If you are part of a growing business looking to hire new employees, you'll want to make sure you're going about the hiring and onboarding process correctly. Getting the paperwork side of things right is important. Not only does it ensure you stay compliant, but it also lays the ground for a good employer/employee relationship.

So, what do you need to do when you're onboarding great new employees? We've got the 411.

Let's go through everything you need to know about new hire paperwork in North Carolina.

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New Hire Forms

There are several forms you'll need to have filled out when you're hiring someone new in North Carolina.

You should start by ensuring that your employee is, well, your employee. Provide the employee with an employment agreement or offer letter. This should outline the terms and conditions of their employment. These could include salary, benefits, job responsibilities, and any applicable agreements such as non-disclosure or non-compete clauses.

Employers in all states, including North Carolina, must complete Form I-9 for each new employee to verify their legal information and eligibility to work in the United States. The form should be completed within three business days of the employee's start date.

North Carolina also requires you to fill out a State New Hire Reporting Form. You use this to report newly hired or rehired employees to the North Carolina Directory of New Hires. It helps state agencies enforce child support obligations. Employers are generally required to submit this form within the first 20 days of the employee's start date.

Your company may have its own dedicated forms for your new employee. You may have a new employee information form. These forms collect essential information about the new employee, such as their full name, address, social security number, emergency contact details, and other relevant personal data.

Payroll

You'll also need to follow different financial procedures. Like in any state, the employee will have to fill out a W-4. This form is used to determine the amount of federal income tax to withhold from the employee's wages. The employee must complete this form to indicate their filing status, exemptions, and any additional withholding preferences.

In North Carolina, you'll also need an NC-4 Employee's Withholding Allowance Certificate. This determines the amount of state income tax to withhold from the employee's wages. The employee must complete this form to indicate their state withholding allowances.

If you offer direct deposit, you'll need to provide a form for that. These ensure secure and convenient payment to the employee's designated bank account.

Following the Law

There are different labor protection laws that every employer needs to follow. You don't need to have them memorized, but ensure that you're familiar with at least the key points so that you don't run into legal trouble.

Some of the relevant laws include:

  • The Equal Employment Practice Act

  • The Occupational Safety and Health Act of North Carolina

  • The Family and Medical Leave Act

  • The North Carolina Persons With Disabilities Protection Act

  • The Retaliatory Employment Discrimination Act

  • The Wage and Hour Act

If you're confused by any of these laws, sit down with a legal or human resources professional who can explain them to you in more detail.

Start Onboarding

Once you have the information you need and your paperwork is in order, it's time to start preparing for your new employee. Make sure that the employee's team is ready to bring them into the fold.

Make sure they'll actually be able to find where they're supposed to be. Set them up with any access codes they might need, and ensure they're aware of where their department can be found.

If you have an employee handbook, send a copy to the new employee before their first time. That will give them time to read up about workplace culture and allow them to prepare themselves to get started.

When you're hiring employees, you'll also want to ensure they're signed up for benefits. Provide them with information about health insurance, retirement plans, and other available benefits.

Help them navigate the enrollment process, ensuring they understand deadlines and eligibility requirements. Be prepared to answer any questions they may have and provide them with additional resources or contacts for benefit-related inquiries.

There are ways to streamline the onboarding process. Some companies offer apps or software so that your new employees can find everything they'll need to get started in one place.

Have a Great First Day

Once all of the paperwork has been filled out and the onboarding process has been completed, it's time for your new employee's first day. Make sure there's someone there to greet them when they come into the office. You'll want to set up an office tour to ensure they know how to get around.

Take the new employee on a tour of the office, familiarizing them with different departments, facilities, and key areas. Show them their workspace and assist with setting it up, ensuring they have all the necessary equipment and supplies they'll need.

Help the new employee with their IT and systems orientation. Introduce them to the IT department or relevant personnel who can assist with setting up their computer, email, and other necessary systems. Provide them with login credentials and give an overview of any internal platforms or software they will be using.

Schedule any training sessions or orientations specific to the employee's role or department. Provide them with resources, manuals, or online training materials that will help them acquire the necessary knowledge and skills.

Support their development by offering guidance and opportunities to learn and grow. You can even assign your new employee a mentor to help their integration go smoothly.

Ideally, you should host a meet and greet by holding a lunch or social event to allow your new employee to meet the rest of the team in a lower-pressure environment.

Following Up

Onboarding a new employee doesn't end on the first day. The best employees have the support they need from day one. Ensure ongoing check-ins and feedback throughout the onboarding process. Schedule regular meetings with the new employee to address any questions, concerns, or challenges they may face.

Provide constructive feedback to help them grow and succeed in their role. Encourage the employee to offer their feedback on the onboarding process and their overall experience, allowing for continuous improvement and adjustments as needed.

Emphasize your open-door policy and encourage the new employee to reach out to you or their supervisor with any questions or concerns. Create an environment of trust and support. This will help make sure they feel comfortable seeking guidance or sharing feedback.

If you've assigned a mentor or buddy to the new employee, follow up with both parties to ensure the relationship is working well. Address any issues or concerns and provide guidance on how they can best support the new employee's integration and growth.

Benefits of Improving Your Onboarding Process

If you're seeing hiccups in your onboarding process, but things end up getting done, you might be wondering why you should work to improve the process. But there are actually a lot of proven benefits.

The most obvious benefits are legal. North Carolina, like other states, has specific employment laws and regulations that employers must adhere to during the hiring and onboarding process. Having a structured process ensures compliance with these laws. That reduces the risk of legal issues and penalties.

A good hiring and onboarding process can enhance your business's brand and reputation. It sends a positive message to potential candidates. This helps attract top talent who are seeking organizations with structured and supportive onboarding programs.

It helps new employees feel welcomed, valued, and supported from the start. This can lead to higher levels of employee engagement and job satisfaction. That will increase the likelihood of employee retention and reduce turnover rates.

A well-designed program allows new employees to become productive and proficient in their roles more quickly. By providing them with the necessary training, resources, and support, they can reach their full potential faster. This will help them contribute to the organization's success.

An organized process facilitates the transfer of knowledge and expertise from existing employees to new hires. This promotes continuity, innovation, and the preservation of institutional knowledge within the organization.

It will also ensure that new employees receive the necessary training and resources to perform their roles effectively. This reduces the need for ad-hoc training sessions or reactive training interventions. That ultimately saves time and resources.

Final Thoughts

New hire paperwork in North Carolina can seem like a lot to handle, but with the right information, it's not as overwhelming as you think.

Are you looking for more help to simplify your onboarding process and so much more? Contact GoCo today for the solutions you need.

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