What documents are needed when hiring new employees?

Required Documents When Hiring Employees in Missouri

When hiring new employees in Missouri, it is essential to collect and maintain specific documents to ensure compliance with federal and state regulations. Proper documentation supports payroll, tax reporting, and employment verification processes.

Key Documents to Collect

• Form I-9 (Employment Eligibility Verification): Verify the employee’s identity and authorization to work in the United States. Employers must retain this form and supporting documents.
• Form W-4 (Employee’s Withholding Certificate): Used to determine federal income tax withholding. The employee completes this form at the start of employment.
• Missouri State Withholding Form (MO W-4): Although Missouri generally follows the federal W-4, check for any updates or state-specific requirements as of 2026.
• Employment Application or Offer Letter: Keep a copy for recordkeeping and to confirm terms of employment.
• Direct Deposit Authorization: If payroll is automated, collect banking information to set up electronic payments.
• Emergency Contact Information: Useful for workplace safety and communication.

Additional Operational Considerations

• Employee Handbook Acknowledgment: Have employees sign to confirm receipt of workplace policies, which supports compliance and reduces disputes.
• New Hire Reporting: Missouri requires employers to report new hires to the state directory within 20 days. Accurate employee information aids this process.
• Workers’ Compensation Coverage: Ensure new employees are covered under Missouri’s workers’ compensation insurance as required.
• Recordkeeping: Maintain all hiring documents securely for at least three years to meet federal and state audit requirements.