How to Onboard New Hires & Update Employee Payroll Information

You’ve hired the perfect employee – now what? There are federal forms to complete, calculations to get right, and compliance rules to follow. 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.

WE  Heart small graphicPRIVACY

We’re on a mission to bring awareness on how to protect sensitive company information and employee data. Ditch unprotected methods like email and embrace secure ways to transmit sensitive information and protect “personally identifiable information” (PII):

STEP 1: FOR YOUR FILES

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.

STEP 2: SUBMIT TO ASAP

To access our new hire / employee update forms, connect with your Account Manager for the password.

ASAP New Employee Worksheet

To add a new hire or update an employee for payroll purposes, please complete and submit a New Hire / Update Employee Worksheet:

Employee Direct Deposit Form

To enroll an employee into direct deposit or update their account information, please complete and submit an Employee Direct Deposit Setup / Update Form.

NOTE: NACHA Banking Guidelines require employers maintain an employee direct deposit authorization agreement in their HR files. This online form is NOT a substitute to this requirement. Here is an example of a direct deposit authorization form your employees need to sign. Retain this form in your company HR files; ASAP does not need this form.

Employee HSA Authorization Form

If applicable: To set up a deposit into an employee’s health savings account (HSA) with payroll processing, please complete and submit an HSA Authorization Form:

Confused?

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

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Applicant Tracking

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E-Verify

The U.S. Department of Homeland Security offers an internet-based system, E-Verify, that allows businesses to determine the eligibility of their new employees to work in the United States.

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