What documents are needed when hiring new employees?

Required Documents When Hiring Employees in Virginia

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

Key Documents to Collect

• Form I-9, Employment Eligibility Verification: Verify the employee’s identity and authorization to work in the U.S. This form must be completed within three business days of the employee’s start date.
• Form W-4, Employee’s Withholding Certificate: Collect this form to determine federal income tax withholding based on the employee’s allowances and filing status.
• Virginia State Tax Withholding Form (VA-4): This form is used to calculate state income tax withholding for Virginia employees.
• Employment Agreement or Offer Letter: While not always legally required, having a signed offer letter or employment contract helps clarify job duties, compensation, and terms of employment.
• Direct Deposit Authorization: If offering direct deposit, obtain written permission from the employee with their bank details for payroll processing.
• Emergency Contact Information: Collect emergency contact details for workplace safety and compliance purposes.

Additional Operational Considerations

• Employee Handbook Acknowledgment: Provide the employee handbook and obtain a signed acknowledgment to confirm understanding of workplace policies.
• Recordkeeping: Maintain all employment documents securely for at least three years, as required for audits and compliance.
• New Hire Reporting: Report new hires to the Virginia New Hire Reporting Center within 20 days of employment to comply with child support enforcement requirements.
• Employee Classification: Confirm correct classification as exempt or non-exempt under the Fair Labor Standards Act (FLSA) to ensure proper payroll and overtime management.

As of 2026, staying current with any updates to federal and Virginia state hiring regulations is critical for smooth onboarding and compliance.