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New Hire Reporting & Paperwork Guide for West Virginia

Ensure compliance with West Virginia's new hire paperwork & reporting form requirements.

June 12th, 2023

Over the past five years, the unemployment rate of West Virginia has grown by 0.4%. This makes the job market more competitive, which is great for HR professionals who do their organization's hiring. They'll have a more comprehensive selection of candidates when they need to fill a position.

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As soon as you do hire someone, though, take it seriously. Onboarding a new employee is their first impression of your organization. You should do everything possible to ensure the new hire process is efficient.

This starts with the new hire paperwork West Virginia requires by law. Don't walk into an onboarding session unorganized or uninformed.

The good thing is that this article is the best place for you to start. Keep reading to see how you can prepare for a new West Virginia employee.Read all of our state hiring guides

Learn More About Your State's Compliance Requirements

Required New Hire Paperwork in West Virginia

Organizing the required paperwork for a new hire in West Virginia is essential. It's a good idea to create an employee file to store all the paperwork and keep it confidential.

That way, you can ensure compliance with legal requirements. This can also make for a smooth onboarding process for the employee.

Legally Required Paperwork

No matter your industry, these forms are required for every new employee to fill out. Have a stack of each on hand to prepare you for any new hire you process.

  • Form W-4: each new employee must complete the W-4 form to determine the correct amount of federal income tax to withhold from their pay

  • Form WV IT-104: new hires fill this out to determine the right amount of state income tax to withhold from the employee's pay.

  • I-9 Form: The I-9 form verifies the employee's identity and eligibility to work in the United States

  • Workers' Compensation: employers must provide each new employee with written notice of their rights under West Virginia's workers' compensation laws

Additional Paperwork Suggestions

With some additional materials, you can help the new hire acclimate to their new role and feel supported within the company. An employer can provide several suggested additions to a new West Virginia employee.

  • The employee handbook: outlines company policies, procedures, and benefits for new employees to reference

  • Training manuals: provide employees with instructions and information on how to perform their job duties effectively

  • Safety protocols: guidelines and procedures that ensure a safe working environment

  • Job-specific materials: information specific to their role within the company

  • A list of contacts: can help new employees quickly identify the appropriate person to contact for any questions or concerns they may have

What Posters Do You Need?

Depending on their industry, West Virginia employers are required to display specific posters on the job site. These can include OSHA posters, federal posters, and other state posters, depending on the nature of the business. Here are some of the basic poster requirements you should know about.

  • Minimum Wage Requirements Poster (applicable to all employers)

  • Wage Payment & Collection Act Poster (applicable to all employers)

  • Nurses Overtime & Patient Safety Act Poster (applicable only to hospitals)

  • WV Parental Leave Act Poster (applicable only to specific units of state government and county boards of education)

You can find the specific posters you need to print readily available online. Federal and state government websites have the poster printing links your business will need.

Preparing for a New Hire

You should follow several critical practices before your new hire even arrives. This includes getting their welcome packet of paperwork ready, for one thing. Further, there are several steps you can take in advance to ensure the new employee gets settled in the most efficient, prepared manner.

The Initial Email

Sending a welcome email to a new hire can be a great way to start the employer-employee relationship on the right foot. In addition to introducing the new hire to the company, the welcome email can also help to ease any first-day jitters. Be sure to provide them with essential information about their first day.

It should include the start time, dress code, and parking instructions. The email could also have details about what to expect during the onboarding process and who they can expect to meet.

Schedule the Orientation

An orientation for the new hire on their first day is crucial. It aids in creating a smooth transition into the company culture.

During the orientation, cover the company's mission statement, history, values, and expectations. This can help the new hire feel more connected to the company.

It's also a good idea to provide an overview of the company's policies, procedures, and benefits. This might involve health insurance, vacation days, and sick leave.

This helps the new hire understand their rights and responsibilities as an employee. It can help to prevent any misunderstandings in the future.

Anticipate any questions the new hire may have, and prepare to answer them. Make sure you have a clear understanding of their role, responsibilities, and goals.

Arrange for Equipment

A correctly set up workspace is crucial for a new hire's first day on the job. Ensure that the new employee has a clean and organized workspace with any necessary equipment ready for them to use.

This includes ordering and setting up hardware, such as a computer or phone. It can also mean software and access to necessary accounts. All these elements will make the new hire feel valued and ready to start their work on day one.

Plan Training

Developing a comprehensive training plan for the new hire can help them feel supported and confident. The program should cover the full scope of the new employee's job responsibilities and provide clear expectations for success.

Ensure that the training plan is both informative and engaging. It should include interactive components such as job shadowing, role-playing, or on-the-job training.

Coordinate With Other Departments

Be sure to coordinate with other departments during the onboarding process. This is crucial to ensure the new hire can access all necessary systems and benefits.

For instance, IT can help set up the new hire's email and provide access to company systems. Instead, the payroll department sets up the new hire for direct deposit and taxes. For more specific guidance, check out this article covering everything you need about employee onboarding.

Best Practices for Onboarding

The first day can be overwhelming for a new hire. That's why it's essential to make them feel welcome and valued. Greet them warmly, introduce yourself, and show them around the office.

Everyone can be nervous on their first day. It's up to you to keep them calm and comfortable.

Assign a mentor or buddy to the new hire. This would be someone who can show them the ropes, answer questions, and provide guidance as needed. This will also help them establish relationships and feel more connected to the company.

Check in with the new hire regularly, especially during their first few weeks on the job. This is crucial to ensure that they're adjusting well. It also allows you to address any questions or concerns they may have.

Payroll and Tax Processing

The state of West Virginia has a Personal Income Tax. So, employees have an Income Tax obligation to the State Tax Department on their wages. (Independent contractors aren't considered employees.)

Companies with employees in West Virginia must meet income tax withholding requirements. That means filing reports and paying withholding amounts quarterly. The government withholds Income Tax from employees' wages without any employer contributions.

Those withholdings also include Federal Payroll and Income taxes. The federal government then distributes these funds accordingly.

Employees must provide their employer with a signed withholding exemption form (IRS Form W-4) on or before their employment date. The employer must then submit the form to the IRS.

The amount withheld for each employee will vary. The employee's approximate tax obligation to the state of West Virginia and the federal government will determine the final amount.

Employers must also report all new hires to the West Virginia State Directory of New Hires within 20 days of the hire date. The reporting can be done electronically or via mail using the West Virginia New Hire Reporting Form.

Further, employers must provide unemployment insurance coverage to their employees. This insurance benefits employees who lose their jobs through no fault of their own.

Finally, companies must comply with federal and state minimum wage and overtime requirements. The minimum wage in West Virginia is $8.75 per hour. In addition, employers must pay overtime at a rate of 1.5 times the employee's regular pay rate for all hours worked over 40 in a workweek.

Onboarding Your New Employee

You now understand all of the new hire paperwork West Virginia requires. You're organized and ready to ensure a smooth onboarding process for your new employee.

GoCo is here to help. Learn more about how our employee onboarding software can benefit your HR team.

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