Human Resources

Sponsored by: HRT Solutions

I-9 Form

General Information

The  I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States. Every employee needs to complete section 1 of the I-9 no later than their first day. The employer must complete the rest of the I-9 within 3 business days from date of hire.

Record Keeping Policy

Retain I-9 forms for 3 years after the employees date of hire or for 1 year after employment terminates whichever is later.

All I-9 forms must be kept in a separate binder/file folder. You should have 1 binder for current employees and 1 binder for terminated employees. You may store I-9 forms electronically however they must be accessible to auditors.

Download I-9 Form

Employee File

General Information
  • Employee file should contain items such as: offer letter, non-disclosure agreements, training sign off forms, discipline forms, performance evaluations
  • Medical and Confidential file should be kept separate from the employee file. (in its own folder and in a separate filing cabinet)
Record Keeping Policy

Employee files should be kept in a locked cabinet. 

Medical File

The medical file includes items such as: drug screen, request for disability accommodations, doctors notes

Confidential File

The confidential file should include items such as: background check, credit check, direct deposit form, w-4 form, local tax form

The Value of A Benefits Program

General Information

Many small businesses debate whether implementing an employee benefits program is worth the cost. For most small companies, there are multiple significant advantages to offering benefits to employees. The reality is that benefits do matter, and a solid program provides multiple benefits to an employer.

Helpful Links
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Additional Note

  • When hiring a new employee is to also important to have the proper equipment and training set up and ready for their 1st day. Consider putting a training calendar together.
  • Equipment: create a checklist, when setting up a new hire go through the checklist to ensure the new hires equipment was set up properly and is working.
  • Local, city, state, and federal guidelines are constantly changing and you should consult a Human Resources professional in your jurisdiction to confirm that you have collected all appropriate information for your business size and location.

Direct Deposit Form

General Information

The Direct Deposit Form authorizes the company to deposit a paycheck into the bank account of their employee.

Download Direct Deposit Form

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W-4 Form

General Information

W-4 form is used so the employer can withhold the correct federal income tax from an employees pay. Employees may want to complete a new W-4 each year and when their personal or financial situation changes.

Record Keeping Policy

All records of employment taxes must be kept for at least 4 years after filing the 4th quarter for the year. 

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Helpful Links
Download W-4 Form

Local Tax Form

General Information

Employers with worksites located in Pennsylvania are required to withhold the local Earned Income Tax (EIT) and Local Services Tax (LST) on behalf of their employees working in PA.

Download Local Tax Form

Emergency Contact Form

General Information

It is important to know who to contact in the event an employee has an emergency.

Record Keeping Policy

Keep in a binder/folder, file by last name, and distribute information to their manager if appropriate.

Download Emergency Contact Form

Click Here to Download

Want to Learn More About HRT Solutions?

HRT Solutions is a Pittsburgh-based Human Resources and Recruitment outsourcing firm, serving global Fortune 500 companies across a variety of verticals. We’re skilled at working with clients of all sizes, from high-profile brands to small businesses and start-ups. Our ideal clients are not a particular size, but are thought leaders who understand that building and leading a strong team can positively impact their bottom line. We aim to partner with organizations that want to maximize the value of their workforce and understand that their team is the foundation of future success.

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