What documents are needed when hiring new employees?

Documents Needed When Hiring New Employees in Georgia

When hiring employees in Georgia, it is essential to collect specific documents to ensure compliance with federal and state regulations. Proper documentation supports smooth onboarding, payroll processing, and adherence to employment laws.

Required Employee Documents

• Form I-9 (Employment Eligibility Verification): Verify the employee's identity and legal authorization to work in the United States. Employers must retain this form and review acceptable documents such as a U.S. passport or driver's license combined with a Social Security card.
• Form W-4 (Employee's Withholding Certificate): Collect this form to determine federal income tax withholding for payroll purposes.
• Georgia State Tax Withholding Form (G-4): Required for state income tax withholding. Ensure the employee completes this form accurately to comply with Georgia Department of Revenue requirements.
• Direct Deposit Authorization: If offering direct deposit, obtain written permission and banking details to automate payroll deposits securely.
• Employment Agreement or Offer Letter: While not always mandatory, having a signed agreement clarifies job duties, salary, and employment terms, supporting compliance and recordkeeping.
• Emergency Contact Information: Collect this for safety and operational readiness.

Additional Operational Considerations

• Employee Handbook Acknowledgment: Provide and document receipt of workplace policies, including harassment prevention and safety protocols.
• New Hire Reporting: As of 2026, Georgia requires employers to report new hires to the Georgia New Hire Reporting Program within 20 days of the hire date to support child support enforcement and other compliance efforts.
• Employee Classification: Confirm proper classification as employee or independent contractor to ensure accurate tax withholding and benefits administration.
• Recordkeeping: Maintain all hiring documents securely for at least three years to comply with IRS and U.S. Department of Labor requirements.