STPS

How Do I Fill Out Paperwork for a New Hire?

Congratulations on your new hire! Filling out new hire paperwork is an essential step in the onboarding process that ensures you’re properly integrated into your new role. This article will guide you through the necessary steps to complete your paperwork efficiently and accurately.

1. The first line on our new hire paperwork is ‘Client Name,’ this is referring to the company you are working for.

2. Next, we just need some basic information from you such as your first and last name.

3. The next step is very important. You need to fill in your social security number (SSN), and it is crucial that you write the number as legibly as possible. If you are a 1099 you can skip over this step and write in your employee identification number (EIN) in the 1099 box along with your company name.

This image is a "New Hire Information" form from Superior Trucking Payroll Service. It includes fields for essential employee details such as legal name, social security number, hire date, and pay rate, with options to specify whether the individual is a W-2 employee or a 1099 contractor. The form also has sections for office use, indicating that additional documentation (W-4 for employees or W-9 for contractors) must be sent to Superior Trucking Payroll Service.

4. The next line is for your pay rate. If you don’t know it, your employer can fill this in for you. If you are going to be a salaried employee, you can indicate that to the right of the pay rate.

5. After that, you will fill in your address.

6. The next line is your email address. This is also a very important piece of information, and it’s crucial that you fill it in legibly so that we can send you your pay stubs.  This same address will be used on your year end tax documents.

7. After that, there is a line for your department, such as ‘driver’ or ‘office.’ If you don’t know your department, that’s ok, your employer can fill this out for you.

8. Next, check the correct box that applies to the new hire. W2 employee or a 1099 contractor.

9. Underneath the boxes it reminds you to send a copy of the W4 or the W9 with the New Hire Form.

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Authorization for Direct Deposit:

1. The next form that we need you to fill out is the ‘Authorization for Direct Deposit.’ The first few lines on this form are pretty straightforward: we need your name signature, and the date.

2. Underneath that, please indicate whether the account is a checking or savings account and choose whether you would like the full amount, a certain dollar amount or a percentage of your paycheck to go into this account.

3. Then we need the name of your bank.

4. The next step is very important because it is your bank routing number and account number. These numbers also have to be written as legibly as possible so that there are no issues with readability on our end that could result in an error and you not getting paid.

5. If you have more than one bank account, you can input the information for that bank account below the first bank account to have a certain amount of money go into that bank account.

6. Also, for an added level of security, staple or attach a voided check with the authorization for direct deposit form. If a voided check is not available please provide some other type of documentation such as a letter from the bank or a screenshot from the banking app with account and routing numbers visible. 

This is an "Authorization for Direct Deposit" form used to set up electronic transfers of an employee's paycheck directly into their bank account. It includes fields for the employee's name, signature, and date, along with details such as the financial institution's name, bank routing number, and account number. The form allows for one or two deposit options and offers the choice between a checking or savings account. Additionally, there is space to tape a voided check as verification of bank details. The employee's direct deposit arrangement remains in effect until they provide written cancellation.
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Written by Harley Houlden

Harley joined Superior Trucking Payroll Service in early 2019. Her main roles are Inbound sales, Implementation, and marketing. She loves the work atmosphere. 

“It feels like everyone here is a family. Even when we add someone new to the team, they just meld right in.”

Before joining STPS she worked at a local chain grocery store starting in 2013 as a cashier and by the time she left in 2019 was an assistant store director. 

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