Are you a hiring manager or HR professional in South Carolina? If so, you know that onboarding paperwork can quickly go from being a bit of a hassle to a whole headache (and that's not even considering all of the steps you have to take to get new hires set up with their access codes, computers, etc.).
From payroll forms to new hire reporting forms, there are several important steps to take before a new employee can start working. But don't worry; you don't have to handle new hire paperwork in South Carolina alone!
This comprehensive guide will walk you through everything you need to know about onboarding paperwork and compliance in South Carolina. From tax forms to employee handbooks, we'll cover it all, so all you have to do is focus on finding the best talent for your team.
New Hire Paperwork in South Carolina
When hiring a new employee in South Carolina, certain forms and documents must be filled out to ensure compliance with state and federal regulations. Here are five essential pieces of new hire paperwork to send to any new hire.
Federal I-9 Form
The U.S. Dept of Homeland Security uses the I-9 form to verify an employee's identity and eligibility to work in the United States. Employers are required by law to complete the form within three days of the employee's hire date. If you're eligible and registered, your company can e-verify this document.
To fill out the I-9 form, the employee must present acceptable documents that prove their identity and work eligibility. This typically means they'll need some form of government ID, such as a passport, driver's license, Social Security number, etc.
Federal Form W-4
The W-4 form is an Internal Revenue Service form. The employee must fill out the form and provide it to you before beginning work, as you'll need it to calculate the amount of federal income tax to withhold from their pay. Note that they can update this whenever they want as their tax situation changes (getting married, having a kid, etc.).
Notice of Exchanges and Subsidies
Under the Affordable Care Act (ACA), employers are required to provide their employees with a notice about the health insurance marketplace.
The Notice of Exchanges and Subsidies informs employees about their options to purchase health insurance through the marketplace and the availability of subsidies. You must provide this notice to each new employee upon hire and annually after that.
SC New Hire Reporting Form
The SC New Hire Reporting Form reports newly hired employees to the South Carolina Department of Social Services. Employers must complete this form within 20 days of the employee's hire date. The information on this form is used to locate parents who owe child support and prevent fraudulent unemployment claims.
SC Payment of Wages
The Payment of Wages form is required to comply with local wage laws. It informs employees of their pay rate, pay period, and paydays.
South Carolina law requires you to provide this form to employees upon hire and whenever there is a change to this information. The form must be signed by both the employer and the employee.
South Carolina Payroll & Tax Reporting Requirements
New hire paperwork in South Carolina doesn't stop at federal forms and employee handbooks. As part of optimizing your hiring practices, it's also important to be aware of the state's payroll and tax reporting requirements. Failure to comply with these requirements can result in costly fines and penalties.
Aside from the federal forms mentioned above, you'll also need to collect the following forms before your new hire's first day of work.
SC W-4 Form
South Carolina also requires a state-specific W-4 form to be completed by new hires. This form determines the amount of state income tax to withhold from an employee's paycheck. Like the federal W-4 form, it should be completed and submitted to you (the employer) on the first day of work.
Forms WH-1601 and WH-1606
In addition to the W-4 forms, employers must file Forms WH-1601 and WH-1606 with the South Carolina Department of Revenue.
Form WH-1601 is a report of all employee wages during the calendar year and is due January 31st. Form WH-1606 is a reconciliation of taxes withheld from employee paychecks and is due February 28th (although we suggest checking these dates with the Department of Revenue as they're subject to change).
Unemployment Insurance Tax
Finally, South Carolina requires employers to pay unemployment insurance tax. This tax provides unemployment benefits to eligible workers who are laid off.
To do this, you must register with the South Carolina Department of Employment and Workforce within 30 days of starting to employ workers in the state. Then, you must pay unemployment insurance tax every quarter.
Other South Carolina Onboarding Documents
Aside from the essential new hire paperwork, there are other important documents that you should provide to make sure your new employees are fully informed about your company policies and procedures. Here are some additional documents that you might want to consider.
Drug Testing Policies
South Carolina allows employers to require drug testing of employees as long as it's conducted in a non-discriminatory manner. You should provide employees with information about your drug testing policies, if applicable, including the process and consequences of failing a test.
In South Carolina, employers are not required to provide sick leave, but many choose to do so. If you do, provide employees with information about their sick leave policy, including the time an employee can accrue, how to request time off, and whether unused sick leave can be rolled over to the next year.
Employers in South Carolina must provide workers' compensation insurance to their employees. This insurance provides benefits to employees who are injured or become ill as a result of their job. While not required, providing employees with information about their rights and responsibilities under the workers' compensation system is helpful.
It is illegal for employers in South Carolina to discriminate against employees based on certain characteristics, such as race, gender, or age. If you have policies in place, provide employees with information about your company's anti-discrimination policies, including how to report discrimination and what steps you will take to investigate and address any complaints.
If you offer retirement plans, such as 401(k)s or pensions, to your employees, include information in their onboarding packet about their options, including any matching contributions you may offer and how employees can enroll in the plan.
South Carolina New Hire Onboarding Checklist
Starting a new job can be overwhelming. That's why having a thorough onboarding process for new hires is so important. Here's a checklist of things to do to ensure your new hires have a great start at their new job.
Set Them Up on Payroll
The first thing you need to do is set up your new hires on payroll. Make sure you have all the necessary paperwork to get this done. This includes your employee's personal information, tax forms, and direct deposit information.
Introduce Employees to Their Team
Next, arrange a meet and greet with your employee's team. This will help them feel welcomed and included from the start. Provide your new hire with an outline of the team's responsibilities, goals, and objectives.
Arrange a Proper Workspace
It's important that your new employee has a proper and safe workspace that's clean and well-maintained. Set them up with a comfortable desk space, a functioning computer, and all the necessary supplies to perform their job.
Prepare Logins and Codes
Before their first day, get the new employee all the necessary login information and codes to access any software and programs. This includes email, payroll systems, Slack, etc.
Create an Onboarding Kit
A good onboarding kit should include all the relevant company policies and procedures and instructions for daily work tasks. Also, consider adding information about the company's culture and history.
Follow Up with New Hires
After your employee's first week, follow up with them to ensure they're settling in well and getting along with their team. This is a great time to address any issues or concerns they might have.
How GoCo Supports South Carolina Employee Onboarding
Tired of complex new hire reporting requirements and confusing processes? GoCo can help make employee onboarding in South Carolina a breeze.
Our software streamlines the collection of necessary data and allows you to tailor the onboarding experience for each new hire. With GoCo, you can confidently navigate South Carolina's onboarding paperwork and compliance requirements. Our automated workflows align with state-specific regulations, ensuring you have all the right documents at the right time.
Schedule a free demo of our software today and start streamlining new hire paperwork in South Carolina.