New Hire Paperwork and Compliance for South Dakota Employers

With the average cost of onboarding an employee at $1,500, it pays (literally) to optimize the onboarding process. However, we know that, as an employer in South Dakota, staying on top of the ever-changing rules and regulations related to hiring and onboarding new employees can sometimes seem overwhelming.

What do you need to know about new hire paperwork in South Dakota? When do you have to submit these documents to federal entities? Regardless of the answers (which we'll get into in just a bit), when your company takes the time to learn how to collect the proper paperwork from new hires, you'll soon find yourself far more organized.

In this comprehensive guide, we'll walk through all of the necessary steps to ensure you are compliant in South Dakota when hiring new employees. By the end, you'll know how to collect the correct paperwork and have a complete checklist of things to do before they even finish their first day.

What is the Necessary New Hire Paperwork in South Dakota?

If you're looking to hire an employee in South Dakota, you've got a lot of paperwork ahead of you. While it may seem overwhelming, ensuring your business complies with all legal requirements and labor laws is essential. Let's break down the necessary documents into three categories: federal forms, state forms, and internal company documents.

Federal Forms

Federal forms are those required by the US government. These are typically the most standard forms you'll need as part of the onboarding process. While this might not be an exhaustive list for your business or industry, the following three documents are standard and often required when hiring employees.

Form W-4

This is an Internal Revenue Service (IRS) form used to calculate the amount of federal income tax to withhold from an employee's paycheck. Your internal payroll or accounting department will also need a W-4 form to accurately set up your new hire within your payroll system.

Form I-9

The US Citizenship and Immigration Services (USCIS) requires the I-9 form to verify an employee's eligibility to work in the United States. This applies to new hires in South Dakota and all other states (including cross-border hires).

State Forms

The US government requires you to submit new hire paperwork in South Dakota. However, there are separate state forms you must collect and file, too. Typically, you'll need at least one of the following from new employees to comply with South Dakota laws.

New Hire Reporting Form

The South Dakota Department of Labor requires this form, which you must submit within 20 days of hire. Most states require this, but getting the form from your state's DOL is vital to ensure it's correct and current. It'll ask employers for their Social Security number, address, and more.

Workers' Compensation Insurance

Employers in South Dakota don't need workers' compensation insurance. However, we recommend it, especially if your business is labor-intensive. This insurance protects employees in the event of a workplace injury or illness. You can obtain this insurance through a private carrier or the state's workers' compensation fund.

Withholding Tax

No, you don't need to collect this. However, we thought it worth mentioning that since South Dakota doesn't have a state income tax, employers aren't required to withhold it from employee paychecks.

Internal Company Documents

Finally, consider which internal documents you need your new hire to sign and return to you. While not required by law, an employee handbook can help protect your business by outlining policies and procedures that employees must follow.

Or, you might ask them to sign and return a copy of their job offer or contract. This document outlines the terms of employment, such as salary, job duties, and start date. Additionally, a non-disclosure agreement (NDA) can help protect your business's trade secrets if your business deals with confidential information.

HR Checklist for New Employees

Planning and having a checklist of tasks to complete before their first day is crucial when hiring new employees. This ensures that everything runs smoothly and helps create a positive onboarding experience for the new employee. It's also a helpful way to organize the process and ensure you collect the correct documents.

Here are some essential tasks for new hires to include on your HR checklist.

Welcome Packet

A welcome packet is an essential element of any new hire onboarding process. It should include information about the company, the employee's role and responsibilities, employee benefits, and other important policies and procedures.

You should provide this packet to the new employee well before their first day to ensure they have ample time to review the materials and ask any questions.

Access Codes & Logins

It's essential to set up all necessary access codes and logins for the new employee before their start date. This includes email, company intranet, software, and any other systems they need to access for their job. This information beforehand ensures that the new hire can hit the ground running on their first day and minimizes downtime.

Team Introduction

Introducing the new employee to their team is an essential step in the onboarding process. A team introduction can help new employees feel more comfortable and confident in their new role and facilitate communication and collaboration between team members.

If possible, you can introduce this via email, video conference, or in person (if possible). On their first day, it's nice to re-introduce the new hire to their team members in person. It's an excellent way to ensure they know who everybody is. It's also a great way to break the ice.

Assign a Mentor

Assigning a mentor to new employees can help them acclimate to the company culture and better understand their roles and responsibilities.

Mentors can provide guidance, answer questions, and provide feedback to new hires. This relationship can also help build connections between new employees and the rest of the team, leading to increased job satisfaction and employee retention.

Onboarding Employees: Their First Day

Regardless of how well you prepared your employee beforehand, starting a new job can overwhelm employees. That's why it's so vital for you to plan out their first day to make it a positive experience.

Here are some critical steps when onboarding new employees and welcoming them to your South Dakota office on their first dace.

Personal Team Introduction

Introducing new hires to their team is crucial for fostering a sense of belonging and collaboration. Ensure each team member greets the new employee personally and explains their job responsibilities. This will help the new employee understand how they fit into the bigger picture and who to go to for specific tasks.

Office Tour

Take new employees on a tour of the office, including where they'll be working and their break room. Explain the office culture and show them where to find essential resources, like HR and IT support. This will help them feel more comfortable in their new environment (and that's important). However, it also ensures they know where to get help when needed.

VIP Lunch

Treat new hires to lunch with management or their team members. It's essential to show that the company values them and wants to help them feel welcome. This is also an excellent opportunity for new employees to ask questions and learn more about the company culture from their colleagues in a low-stress environment.

Check-In & Follow Up

At the end of their first day, check in with the new employee to see how it went. Ask if there's anything they need help with. This shows that the company cares about their success and wants to ensure they have all the necessary resources. Follow up after their first week to address any questions or concerns they may have.

How to Comply with South Dakota State Employment Standards

If you're an employer in South Dakota, it's essential to learn about more than just new hire paperwork in South Dakota. You also need to be familiar with the state's labor laws.

One key regulation employers must adhere to is the state's minimum wage, currently $10.80 per hour. Employers must also provide employees with a safe and healthy work environment, as the Occupational Safety and Health Act outlines.

How can you ensure you comply with state requirements? Stay up to date. Keep proper records of your employee's hours and wages and provide your staff with the required safety training. Having an employee handbook clearly outlining your company's policies and procedures is also a good idea.

Finally, if you need clarification on state employment laws, consulting with an attorney or human resources consultant is always a good idea to ensure you meet all requirements and stay on the right side of the law.

Get Help With GoCo

Need help managing new hire paperwork in South Dakota? Choosing GoCo as your HR, benefits, and payroll software can make employee onboarding a breeze by automating the hiring and onboarding process, leaving you with more time to focus on ensuring a positive experience for your new hires on their first day.

Our unique MagicDocs technology also enables you to easily manage and track critical documents for each employee, making compliance and reporting a breeze. Don't let paperwork hold you back. Choose GoCo and make onboarding seamless for you and your new hires.

Click here to take a tour of our software today.