New Hire/Termination Paperwork New Hire/Termination Paperwork

New Hire/Termination Paperwork - PowerPoint Presentation

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Uploaded On 2020-06-24

New Hire/Termination Paperwork - PPT Presentation

How can you protect your company and make the most out of your time with effective onboarding or offboarding Cindy Forman For Man Kind LLC 5168529848 Human Capital Management Hiring Well reasonable expectations from company for a candidate ID: 785995

hire employee form pdf employee hire pdf form records state information forms www york employer 2104 gov employees job




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New Hire/Termination Paperwork

How can you protect your company and make the most out of your time with effective on-boarding or off-boarding?

Cindy Forman

For Man Kind LLC



Human Capital Management

Hiring Well - reasonable expectations from company for a candidateCan Your Hiring Managers Interview

Job DescriptionsImportance of Diversity, try to hire those not like ourselves


Social MediaIn the Recruiting and New Hire ProcessMonitor your Company Brand

- Effective use of employees time


How to effectively/legally onboard employees

Requirements:New hire paperwork

1. i9, Here is a link to Form I-9 and the Employer Instructions: 




2. W4 Form and IT-2104

, w4




pdf/fw4.pdf. Here is a link to Form IT 2104: http://www.tax.ny.gov/pdf/current_forms/it/it2104_fill_in.pdf.  If the employee is a nonresident of New York, he needs to complete Form IT-2104 1:  http://www.tax.ny.gov/pdf/current_forms/it/it2104_1_fill_in.pdf.  And if the employee is claiming exemption from withholding for New York State personal income tax, he must complete Form IT-2104-E: http://www.tax.ny.gov/pdf/current_forms/it/it2104e_fill_in.pdf


3. Wage Protection Information

- either in an offer letter or DOL provided templates4. Marketplace Insurance notification

5. & 6. I like a job application and an employee handbook (acknowledgement receipt)

7. New Hire Reporting

Information - within 20 calendar days send info to....


New hire paperwork – Continued:


Reporting methods

Employers who are required to report to New York State (and multistate employers who designate New York as their reporting state) should use one of the methods below to submit the new hire information:

Online via the Web site at www.nynewhire.com;Submit a copy of the employee's Form IT-2104, Employee's Withholding Allowance Certificate

, in place of, or in addition to, the federal Form W-4, 

Employees Withholding Allowance Certificate


Mail new hire reporting information to



York State Dept of Taxation and Finance

New Hire Notification

PO Box 15119Albany NY 12212-5119 Fax: (518) 320-1080Electronic filers may obtain current specifications by contacting Employer Outreach at (518) 320-1079 What you need to report:employee name (first, middle initial, last),employee address (street, city, state, and ZIP code),

employee social security number,

employee hire date,

employer name,

employer address (street, city, state, and ZIP code),

employer identification number (assigned by the Internal Revenue Service),

if dependent health insurance benefits are available to the employee and if so, the date the employee qualifies for the benefits


What should be in an employee file?

Personnel Files:Recruiting and screening documents such as applications, resumes and educational transcripts.

Job descriptions.Records relating to job offers, promotion, demotion, transfer, layoff, rates of pay and other forms of compensation, and education and training records.Records relating to other employment practices (including policy acknowledgments and agreements).

Letters of recognition; Warnings, counseling and disciplinary notices.

Performance evaluations and goal setting records.

Termination records.



Information:Any form with a social security #.

Immigration (I-9) forms. (In a Separate Binder or folder)Medical/insurance records (medical questionnaires, benefit enrollment forms and benefit claims, doctors notes, accommodation requests, and leave of absence records).

Workers’ compensation claims.

Investigation records (although relevant disciplinary action, counseling or other direct communications are placed in the employee’s personnel file).

Requests for employment/payroll verification.


The importance of effective two way communication

Hiring process expensive - retain talent

How to maximize retention, reduce unemployment claimsTrain Managers how to leadDignity and Respect for AllFlexible work

schedules – Does it work for your Company?


a content workforce - your employees can only be as successful as the information you provide them



Employing millennials

- one third of today's workforce Ultimately, they want the same thing that every employee wants: schedule control

meaningful work relationships

choice of projects

learning opportunities



to effectively/legally release employees

Requirements:Termination paperworkVoluntary – letter of resignationInvoluntary

Write up

Ensure consistency by following your employee handbook guidelines






Cindy Forman

For Man Kind LLC