Employee Onboarding Sample

Position Information

Work Start Date(Required)

What date will you begin working for Ponderosa?

Department(Required)

Please indicate in which department, or area you have been hired to work in.

Job Title(Required)

What is the title of the position you were hired to perform?

Starting Wage(Required)

If the hiring manager has not discussed your starting wage, please ask them for this information before continuing.

Manager

This field is automatically populated with the Managers name.

Employee Information

Date of Birth(Required)

First Name(Required)

Middle Initial

Last Name(Required)

Other Last Names Used (if any)

Phone(Required)

Email(Required)

Address(Required)

Apartment or Unit Number

City of Residence(Required)

State(Required)

Zip Code(Required)

Marital Status(Required)

Spouse's Name

Spouse's Phone Number

Please enter the best number to call in the event of an emergency.

Would you like to add an emergency contact(Required)

If you are married, your spouse will be used as an emergency contact. You can add an additional emergency contact as well.

Yes

No

Emergency Contact Relationship(Required)

Emergency Contact Last Name(Required)

Emergency Contact First Name(Required)

Emergency Contact Address(Required)

Emergency Contact Cell Phone Number(Required)

Privacy

The documents attached will be used for identity confirmation purposes, and may be used to report work status to government agencies.

Acceptable Image / File (If taking a photo of your Identification Documents, turn your phone HORIZONTAL and FILL THE ENTIRE IMAGE AREA)

USE A SOLID BACKGROUND

Horizontal iPhone with ID

DO IT RIGHT, OR DO IT TWICE.
YOUR DOCUMENTS WILL BE REJECTED

Unacceptable Images / Files

(Your onboarding documents will be REJECTED and you will have to complete them again, CORRECTLY, prior to starting work)

The image does not fill the frame, or is in the vertical format

Horizontal iPhone with bad ID Horizontal iPhone with bad Horizontal ID

THESE IMAGES ARE UNACCEPTABLE! DO NOT SUBMIT YOUR IMAGES IF THEY LOOK LIKE THIS. DO NOT SUBMIT IMAGES IN THE VERTICAL FORMAT! YOUR IMAGES MUST BE HORIZONTAL AND FILL THE ENTIRE AREA.

Select an option from List A, or List B(Required)

You must select one from either List A, or List B. If you select from list B, you will also need to provide a document from list C

List A(Required)

Documents that Establish Both Identity and Employment Authorization

a. Foreign passport; and

b. Form I-94 or Form I-94A that has the following:

(1) The same name as the passport;
and

(2) An endorsement of the alien’s nonimmigrant status as long as that period of endorsement has not yet expired and the purposed employment is not in conflict with any restrictions or limitations identified on the form

List B(Required)

Documents that Establish Identity

List A or B (photo/file)(Required)

Max. file size: 15 MB.

List A Additional Photo/File

Max. file size: 15 MB.

List A Additional Supporting Photo/File

Max. file size: 15 MB.

Please Enter the ID number printed on your identification(Required)

Please be sure to enter all characters correctly

List A – Social Security Card (Optional)

Social Security Card

You are not required to provide additional documentation, however it is good practice to also provide a photo/file of your social security card.

Max. file size: 10 MB.

List C (Documents that Establish Employment Authorization)

Please use the same acceptable Image / File example above for your Social Security Card

Select the document you will use for list C(Required)

Social Security Card Restrictions: (1) Not Valid For Employment (2) Valid For Work Only With INS Authorization (3) Valid For Work Only With DHS Authorization

List C Document (photo/file)(Required)

Please select a clear photo, scan or original document to upload.

Max. file size: 10 MB.

▶ Complete Form W-4 so that your employer can withhold the correct federal income tax from your pay. ▶ Your withholding is subject to review by the IRS.

▶ Does your name match the name on your social security card? If not, to ensure you get credit for your earnings, contact SSA at 800-772-1213 or go to www.ssa.gov.

1) C. Filing Status(Required)

Single or Married Filing Separately

Married Filing Jointly or Qualifying Widow(er)

Head of Household (Check only if you’re unmarried and pay more than half the costs of keeping up a home for yourself and a qualifying individual.)

First 3 Number of Social Security(Required)

Middle 2 Number of Social Security(Required)

Last 4 Number of Social Security(Required)

Complete Steps 2–4 ONLY if they apply to you; otherwise, skip to Step 5. See page 2 for more information on each step, who can claim exemption from withholding, when to use the online estimator, and privacy.

Step 2: Multiple Jobs or Spouse Works

Complete this step if you (1) hold more than one job at a time, or (2) are married filing jointly and your spouse also works. The correct amount of withholding depends on income earned from all of these jobs. Do only one of the following.

(a) Use the estimator at www.irs.gov/W4App (Link Located Below) for most accurate withholding for this step (and Steps 3–4); or

(b) Use the Multiple Jobs Worksheet on page 3 and enter the result in Step 4(c) below for roughly accurate withholding; or

(c) If there are only two jobs total, you may check this box.

(c) If there are only two jobs total, you may check this box. Do the same on Form W-4 for the other job. This option is accurate for jobs with similar pay; otherwise, more tax than necessary may be withheld . . . . . ▶

(c) If there are only two jobs total, you may check this box.

TIP: To be accurate, submit a 2020 Form W-4 for all other jobs. If you (or your spouse) have self-employment income, including as an independent contractor, use the estimator.

Page 2, 3 and 4 of W4 (Please click the page you wish to view) You can also access the Tax Withholding Estimator by clicking the last link below.

IRS W4-Page 1 (For Reference Only)

IRS W4-Page 2 General Instructions

IRS W4-Page 3 Multiple Jobs Worksheet

IRS W4-Page 4 Calculations Sheet

IRS Tax Withholding Estimator

Complete Steps 3–4(b) on Form W-4 for only ONE of these jobs. Leave those steps blank for the other jobs. (Your withholding will be most accurate if you complete Steps 3–4(b) on the Form W-4 for the highest paying job.)

Step 3: Claim Dependents

If your income will be $200,000 or less ($400,000 or less if married filing jointly):

Multiply the number of qualifying children under age 17 by $2,000 ▶

Multiply the number of other dependents by $500 . . . . ▶

Total . . . . . . . . . . . . .

Step 4 (optional): Other Adjustments

(a) Other income (not from jobs). If you want tax withheld for other income you expect this year that won’t have withholding, enter the amount of other income here. This may include interest, dividends, and retirement income

(b) Deductions. If you expect to claim deductions other than the standard deduction and want to reduce your withholding, use the Deductions Worksheet on page 3 and enter the result here

(c) Extra withholding. Enter any additional tax you want withheld each pay period

I9 Employment Eligibility Verification

I am aware that federal law provides for imprisonment and/or fines for false statements or use of false documents in connection with the completion of this form.

I attest, under penalty of perjury, that I am (check one of the following boxes):

I attest, under penalty of perjury, that I am (select one of the following):(Required)

1. A citizen of the United States

2. A noncitizen national of the Unites States (See Instructions)

3. A lawful permanent resident (Alien Registration Number/USCIS Number):

4. An alien authorized to work

Alien Registration Number/USCIS Number:(Required)

Do you have an expiration date(Required)

Expiration date, if applicable, mm/dd/yyyy(Required)

Type N/A here if you are not required to provide an expiration date(Required)

If you will be entering N/A for expiration date, please enter that here. Some aliens may write “N/A” in the expiration date field. (See instructions)

Aliens authorized to work must provide only one of the following document numbers to complete Form I-9: An Alien Registration Number/USCIS Number OR Form I-94 Admission Number OR Foreign Passport Number.

1. Alien Registration Number/USCIS Number:

OR 2. Form I-94 Admission Number:

OR 3. Foreign Passport Number:

Country of Issuance:

Preparer and/or Translator Certification

(Fields below must be completed and signed when preparers and/or translators assist an employee in completing Section 1.)

Preparer and/or Translator Certification (check one):

Date Prepared(Required)

Preparer Last Name(Required)

Preparer First Name(Required)

Preparer Street Address(Required)

Preparer City(Required)

Preparer State(Required)

Preparer Zip Code(Required)

Signature of Preparer or Translator

This is the signature box for any person assisting you with completing this onboarding form.

Direct Deposit Authorization

Would You Like Direct Deposit(Required)

Direct Deposit is the preferred means of payment and we ask that you utilize this method if you have a bank account. If you do not have an account, Chime is a simple option. https://www.chime.com/

Yes

No (Decline Direct Deposit)

I authorize my employer to send credit entries (and appropriate debit and adjustment entries), electronically or by any other commercially accepted method, to my account(s) indicated above and to other accounts I identify in the future. This authorizes the financial institution holding the Account to post all such entries. I agree that the ACH transactions authorized herein shall comply with all applicable U.S. Law. This authorization will be in effect until the Company receives a written termination notice from myself and has a reasonable opportunity to act on it.(Required)

By checking this box, I give my authorization for direct deposit

Bank Name – Primary(Required)

Is this account Checking, or Savings?(Required)

Be sure to select the correct account type. An incorrect account type could delay your pay up to one week.

Checking

Savings

Routing Number – Primary(Required)

Account Number – Primary(Required)

Re-Enter Account Number – Primary(Required)

Please select a file, or photo of your account information.(Required)

You must include a file or photo of your account information. This information must include: Bank Name, Bank Routing Number and Personal Account Number

Max. file size: 5 MB.

Do you want to use a second account?(Required)

Yes

No

Bank Name – Secondary(Required)

Amount or percentage to be deposited in PRIMARY account?(Required)

Is this account Checking, or Savings? (2)(Required)

Be sure to select the correct account type. An incorrect account type could delay your pay up to one week.

Checking (2)

Savings (2)

Routing Number – Secondary(Required)

Account Number – Secondary(Required)

Re-Enter Account Number – Secondary(Required)

Please select a file, or photo of your account information. (2)(Required)

You must include a file or photo of your account information. This information must include: Bank Name, Bank Routing Number and Personal Account Number

Max. file size: 5 MB.

Employee Signature(Required)

Horizontal Iphone

After clicking submit my documents, Please do not close, or refresh this page while your information is being uploaded.

Comments

This field is for validation purposes and should be left unchanged.

Position Information

Employee Information

Privacy

Acceptable Image / File (If taking a photo of your Identification Documents, turn your phone HORIZONTAL and FILL THE ENTIRE IMAGE AREA)

***USE A SOLID BACKGROUND***

DO IT RIGHT, OR DO IT TWICE.YOUR DOCUMENTS WILL BE REJECTED

Unacceptable Images / Files

(Your onboarding documents will be REJECTED and you will have to complete them again, CORRECTLY, prior to starting work)

***The image does not fill the frame, or is in the vertical format***

List A – Social Security Card (Optional)

List C (Documents that Establish Employment Authorization)

▶ Complete Form W-4 so that your employer can withhold the correct federal income tax from your pay. ▶ Your withholding is subject to review by the IRS.

▶ Does your name match the name on your social security card? If not, to ensure you get credit for your earnings, contact SSA at 800-772-1213 or go to www.ssa.gov.

Complete Steps 2–4 ONLY if they apply to you; otherwise, skip to Step 5. See page 2 for more information on each step, who can claim exemption from withholding, when to use the online estimator, and privacy.

Step 2: Multiple Jobs or Spouse Works

Complete Steps 3–4(b) on Form W-4 for only ONE of these jobs. Leave those steps blank for the other jobs. (Your withholding will be most accurate if you complete Steps 3–4(b) on the Form W-4 for the highest paying job.)

Step 3: Claim Dependents

Step 4 (optional): Other Adjustments

I9 Employment Eligibility Verification

I am aware that federal law provides for imprisonment and/or fines for false statements or use of false documents in connection with the completion of this form.

I attest, under penalty of perjury, that I am (check one of the following boxes):

Aliens authorized to work must provide only one of the following document numbers to complete Form I-9: An Alien Registration Number/USCIS Number OR Form I-94 Admission Number OR Foreign Passport Number.

Preparer and/or Translator Certification

Direct Deposit Authorization

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USE A SOLID BACKGROUND

DO IT RIGHT, OR DO IT TWICE.
YOUR DOCUMENTS WILL BE REJECTED

The image does not fill the frame, or is in the vertical format