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New Hire Paperwork and Compliance for Oregon

This comprehensive guide breaks down the most important elements of onboarding and compliance for new hires in Oregon.

October 6th, 2023

Oregon has been experiencing a favorable labor market recently. While that's great for employers and employees alike, as employees are the backbone of any organization, onboarding is often time-consuming and stressful. Between the mountains of paperwork and ever-changing compliance regulations, it can feel like a never-ending uphill battle.

However, with the right processes and software, managing new hire paperwork and compliance is a breeze in Oregon. This comprehensive guide breaks down the most important elements of onboarding and compliance for new hires in Oregon, including Form I-9 and W-4 requirements, state-specific regulations, and best practices for streamlining the onboarding process.

The Importance of an Optimized Onboarding Process

As an HR professional, you may already know how essential a well-organized onboarding process is. However, did you know that streamlining your onboarding process helps impress your new hires and helps boost your HR team's efficiency?

For starters, an organized onboarding process sets the tone for what your company stands for. It helps new hires get a feel for your company's:

  • Culture

  • Values

  • Expectations

This way, they can start working towards the common goal as they are fully aware of what the company aims for. Moreover, when your new hires feel more comfortable, valued, and welcomed, they'll settle in faster and are more likely to stay with the company longer than their counterparts who don't get the same onboarding experience.

As mentioned, though, it's not just the new hire who benefits from an organized onboarding process. Your HR team can also work more efficiently, saving time and resources while ensuring the new hires get the best experience possible.

The bottom line? Don't overlook the importance of having an optimized onboarding process. Streamlining it will improve your employees' impression of your company, boost team efficiency and productivity, and make for a better work environment overall.

New Hire Paperwork in Oregon

The onboarding process starts the minute you hire employees (or even before, sometimes!). So, it pays to look at what you need to know about new hire paperwork in Oregon. This is important for compliance, sure, but it's also critical for a smooth, professional onboarding experience.

For the sake of organization and efficiency, it's often helpful to categorize paperwork and compliance into two categories: state and federal. Two federal documents must be completed during the onboarding process in Oregon.

Form I-9

This document, required by the U.S. Citizenship and Immigration Services (USCIS), is something both the employer and employee must complete within three days of the hire date. Not only does this form verify identity, but it also confirms that individuals have the legal right to work in the U.S.

Form W-4

Form W-4 determines the amount of federal income tax to withhold from an employee's pay. This form must be completed by the employee and submitted to your HR or accounting department. Payroll will then use this to correctly withhold a portion of the new hire's taxes on each paycheck.

In addition to the federal paperwork, state-specific documents must be completed during the onboarding process in Oregon. These documents include the following.

Oregon New Hire Reporting

Employers are required to report all new hires to the Oregon Department of Justice within 20 days of the hire date. This form, sometimes called Form CF 01 0580, helps the state track down parents who owe child support.

Oregon Withholding Form

Oregon has a state income tax, so you'll need all employees to fill out Form OR-W-4 in addition to the federal W-4 form. The employee must complete this form and submit it to ensure that the correct amount of state income tax is withheld from their paycheck.

Worker's Compensation Insurance

Oregon requires most employers to provide worker's compensation insurance for all employees. This insurance provides coverage for employees who are injured on the job. While you don't necessarily have to have employees fill out forms for this, you likely do need to inform them of the insurance coverage.

Posters & Notices

Other state-specific documents include the Oregon Bureau of Labor and Industries posters, which must be displayed in a visible location for all employees to see. These workplace posters outline employee rights and protect against discrimination and harassment.

Oregon Payroll & Tax Reporting Requirements

As an HR professional in Oregon, it's important to understand the payroll and tax reporting requirements for your new hires. These requirements help ensure compliance with state and federal laws. They also ensure your employees are getting paid accurately and on time.

First, you need to ensure that you're registered with the Oregon Department of Revenue and have an Oregon Business Identification Number (BIN). This is necessary for reporting and paying state income taxes. You'll also need it to process withholding for your employees.

As an employer, you must also report payroll taxes using the Oregon Combined Payroll Tax Reporting System (APT). This system allows you to report and pay the following in one convenient location:

  • State payroll taxes

  • Unemployment insurance taxes

  • Workers' compensation premiums

In addition to state payroll taxes, you must also withhold federal taxes from your employees' paychecks. This includes Social Security and Medicare taxes and federal income tax withholding. You'll need to register with the Internal Revenue Service (IRS) and obtain an Employer Identification Number (EIN) to do this.

And don't forget about Oregon's sick leave law, which requires employers to provide paid sick leave to their employees. This law applies to all employers, regardless of size, and requires that employees accrue one hour of sick time for every 30 hours worked.

Onboarding Checklist for Jobs in Oregon

Do you have all of your employment forms ready for your new hire to sign? Great! Now it's time to prepare for their first day in the office.

This onboarding checklist covers all the essential steps you'll need to take to get your new hires up to speed and ready to make an impact.

Prepare an Onboarding Kit

The first step to onboarding a new hire is to prepare an onboarding kit with all the necessary paperwork and information to start.

This kit should include things like an employee handbook, tax forms, benefits information, and any other materials specific to your organization. If you're using GoCo as your onboarding software, you can easily generate these forms and send them to your new employees well before their first day.

Set the New Hire Up on Payroll

Once you have your onboarding kit ready, it's time to set your new hire up on payroll. This involves collecting their personal information and setting up their direct deposit information so they can start receiving their paychecks. Be sure to also provide them with information on any time tracking systems or other payroll-related software they'll need to use.

Arrange The Employee's Workspace

Next, ensure you have a workspace ready for your new hire. This includes a desk, chair, computer, and other tools or equipment needed to do their job. Make sure their workspace is clean, organized, and ready to go before they start.

Generate Access Codes & Key Cards

To ensure your new hire has access to all the tools and resources they need from day one, generate any necessary access codes and key cards for your workplace. This may include things like building access codes or logins for various software programs they'll need to use.

Introduce Them to the Team

It's important that your new hire feels welcomed into your workplace, so be sure to introduce them to everyone on the team. This includes their immediate co-workers and members of other teams they may interact with. Take the time to explain each person's role and how they fit into the bigger picture.

Give Them an Office Tour

Finally, give your new hire a tour of your office and show them where everything is located. This includes where the break room is, where they can find the restroom, and navigating the office layout. Ensuring your new hire feels comfortable and confident in their new surroundings is key to a successful onboarding process.

Follow Up With New Hires

Once your new hire is settled and up to speed, follow up with them to see how they're doing. Ask for feedback on their onboarding process and how you can improve. This will help you improve your onboarding process and show your new hires that you value their input and care about their success.

Improve Onboarding With GoCo

In a labor market where first impressions and efficiency are crucial, GoCo has the perfect solution for your onboarding needs. Our employee onboarding software allows you to customize each step for a personalized experience. We also make collecting all the necessary data easy to set your employees up for success.

With our help, you can confidently navigate Oregon's onboarding paperwork and compliance landscape. Your new hires will feel valued and empowered to make an impact on your organization from the get-go, and you'll be able to focus on what matters: building your team for success.

Don't settle for a mediocre onboarding process. Schedule a demo today and give your employees a professional onboarding experience.

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