This is a template, not legal advice. Laws differ by country, state and city and change often. Adapt it to your situation and have it reviewed by a qualified lawyer before you use it.
Before day one
☐ Signed offer letter on file.
☐ Send any agreements to sign: confidentiality and invention assignment, handbook acknowledgement.
☐ Invite the employee to Birch (Admin, then Employees, then Invite) so they can sign in on day one.
☐ Set up payroll, equipment and accounts.
First day
☐ Form I-9, Section 1: the employee completes it no later than their first day of work.
☐ Form W-4: federal tax withholding.
☐ State withholding certificate, where your state has one.
☐ Direct deposit authorization.
☐ Emergency contact details.
Within 3 business days
☐ Form I-9, Section 2: examine the employee's original documents and complete the employer section. If you use E-Verify (required for some employers and in some states), create the case by this date too.
Within 20 days
☐ New hire report to your state's new hire registry. Some states set a shorter deadline.
First weeks
☐ Benefits enrollment within the plan's window, and any required notices.
☐ State-specific notices, for example wage notices and paid sick leave notices where required.
☐ Workplace posters, including electronic copies for remote staff where allowed.
☐ Introduce the team, the leave policy and how to request time off.
Keep on file
☐ Form I-9 for 3 years after hire or 1 year after employment ends, whichever is later. Store it separately from the personnel file.