QuickBooks® for Contractors Bookkeeping Tips & Training

Employee New Hire Information & Checklist

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An employee new hire information and checklist will help you to gather all the information your need about an employee once you have made a hiring decision.

Congratulations, you’ve decided to hire your first employee or perhaps your business is growing and you are hiring additional employees.

employee new hire information and checklistIn either case, there is so much more to hiring an employee than putting an ad in the newspaper and arranging for interviews – even though these are both very important.

Once you have gone through the interview process with everyone who has applied and you make a hiring decision; you find yourself with a lot of additional information that you need to have keep on file about the employee that you just hired.

All of a sudden you are subject to Federal and State employment laws and you need to start collecting information in order to process payroll for the employee.  The IRS has a page about hiring employees that will give you the basics at the federal level – and even provide links to common forms that you’ll need to have your new employee fill out – including an I-9, W-4, and Publication 15 Circular E Employer’s Tax Guide.  All very important stuff.

In addition to obtaining payroll related information about your new employee, there is a lot of other information that you want to keep on file, below are just a few examples:

  • emergency contact information in case the employee is injured on the job site
  • what you are paying the employee
  • what company paid benefits he or she is eligible for and when they go into effect
  • how many vacation, sick, or personal days your company offers
  • make, model, and serial number of company issued equipment – such as cell phones, smart phones, laptops, tablets, etc.
  • direct deposit authorizations
  • drug and/or alcohol testing authorizations

You need to have an organized approach to collecting this information and making sure that you have everything you need in one place – that’s where this 13 page employee new hire information & checklist will come in handy – and it’s in Word format, so you can customize it to meet the needs of your company.

Download our free Employee New Hire Checklist and get on your way to being organized today!

Once you have all of this information in place, make sure that you know how long you are required to keep this information on hand according to the Fair Labor Standards Act – Employee Record Keeping Requirements.

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About Your Host:
Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert


I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.


QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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