How to Onboard New Employees

You’ve hired the perfect employee – now what? There are federal forms to complete, calculations to get right and compliance rules to adhere to. Don’t worry! We’re here to guide you through the whole process — just follow the two simple steps below.

  1. For Your Files: To comply with federal rules and regulations, gather and file employee records listed below in Step 1.
  2. Submit to ASAP: Send us the forms listed below in Step 2 and we’ll take care of your payroll needs.


IRS Withholding Calculator


W-4 Form – Employee Withholding Allowance Certificate

I-9 Form

Health Benefits Notification

Note: Employers subject to Fair Labor Standards Act (FLSA) must notify all newly hired employees of their health benefit options.


To access our Online New Hire forms, connect with your Account Manager to get a password.

ASAP New Employee Worksheet

For payroll purposes, submit one of the following to ASAP.

Note: The employee worksheet has been updated to reflect changes on the revised Form W-4, which is required for all new employees hired in 2020. Take a moment to learn more about the revised Form W-4 from our help article and video tutorial.

Employee Direct Deposit Form

To enroll or update the employee’s direct deposit, submit one of the following to ASAP.

Employee HSA Authorization Form

If applicable: For ASAP to deposit into an employee’s HSA with payroll processing, submit one of the following forms.


Not sure which forms to fill out for your employee? Or worried the forms may be filled out incorrectly?

Take a look at our Hiring Employees help center for the most up-to-date advice and guidance.

Hiring Employees Help Center

Hiring & Onboarding Tools

Employee or Independent Contractor?

Confused if your worker should be classified as an independent contractor or employee?

Help Center

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