New Hire Forms

• Affordable Care Act (ACA)

Information about the Health Insurance Market must be provided within 14 days of hire:

More information

• Uniformed Services Employment and Reemployment Rights Act (USERRA)

Employers must notify employees of their rights under USERRA. Employers may meet this requirement by displaying the poster where they customarily place notices for employees:

USERRA poster

• Family and Medical Leave Act (FMLA)

Employers covered by the FMLA (50+ employees) are required to provide their employees with certain notices about the FMLA:

Download here

• IRS Form W-4 (Employee’s Withholding Certificate)

Employees must complete this form so that the employer can withhold the correct federal income tax from their pay. Employers with less than 5 employees can mail this form to: Alabama Department of Labor, Attn: New-Hire Clerk, 649 Monroe Street, Room 3203, Montgomery, AL 36131.

Download here

• Alabama Form A-4 (Employee’s Withholding Exemption Certificate)

Employees must complete and sign this form for state income tax withholding and exemptions:

• • • English
    • Spanish

• Form I-9 (Employment Eligibility Verification)

Both employees and employers must complete this form. The form is used to verify the identity and employment authorization of individuals hired for employment. Employers must retain and store this form for 3 years after the date of hire, or for one year after employment is terminated, whichever is later; and make form available for inspection if requested by authorized U.S. government officials from the Department of Homeland Security, Department of Labor, or Department of Justice.

• • • English
    • Spanish

• New-Hire Reporting

Employers with 5 or more employees must report new hires electronically via the internet. Employers reporting by internet upload are only required to report new hires twice a month (not less than 12 days and not more than 16 days apart): Report here 

Employers with less than 5 employees can mail or fax a copy of the employee’s W-4 form. Employers must report new hires within 7 days of the first day of work.

• Affordable Care Act (ACA)

Information about the Health Insurance Market must be provided within 14 days of hire:

More information

• Uniformed Services Employment and Reemployment Rights Act (USERRA)

Employers must notify employees of their rights under USERRA. Employers may meet this requirement by displaying the poster where they customarily place notices for employees:

USERRA poster

• Family and Medical Leave Act (FMLA)

Employers covered by the FMLA (50+ employees) are required to provide their employees with certain notices about the FMLA:

Download here

• New Hire Reporting

Employers must submit report to Child Support Enforcement Division within 20 days of hiring a new employee, or when a worker returns to work after layoff.

Download here

• Form I-9 (Employment Eligibility Verification)

Both employees and employers must complete this form. The form is used to verify the identity and employment authorization of individuals hired for employment. Employers must retain and store this form for 3 years after the date of hire, or for one year after employment is terminated, whichever is later; and make form available for inspection if requested by authorized U.S. government officials from the Department of Homeland Security, Department of Labor, or Department of Justice.

• • English
  • Spanish

• IRS Form W-4 (Employee’s Withholding Certificate)

Employees must complete this form so that the employer can withhold the correct federal income tax from their pay.

Download here

• Affordable Care Act (ACA)

Information about the Health Insurance Market must be provided within 14 days of hire:

More information

• Uniformed Services Employment and Reemployment Rights Act (USERRA)

Employers must notify employees of their rights under USERRA. Employers may meet this requirement by displaying the poster where they customarily place notices for employees:

USERRA poster

• Family and Medical Leave Act (FMLA)

Employers covered by the FMLA (50+ employees) are required to provide their employees with certain notices about the FMLA:

Download here

• IRS Form W-4 (Employee’s Withholding Certificate)

Employees must complete this form so that the employer can withhold the correct federal income tax from their pay.

Download here

• Form I-9 (Employment Eligibility Verification)

Both employees and employers must complete this form. The form is used to verify the identity and employment authorization of individuals hired for employment. Employers must retain and store this form for 3 years after the date of hire, or for one year after employment is terminated, whichever is later; and make form available for inspection if requested by authorized U.S. government officials from the Department of Homeland Security, Department of Labor, or Department of Justice.

• • • English
    • Spanish

• Form D-4 (D.C. Employee Withholding Certificate)

Required for employees residing in D.C. The form is used to designate the tax filing status and withholding preferences for local income tax.

Submit form here

• Notice of Hire

Employers must provide all newly hired employees a written “Notice of Hire.”

• • • English
    • Spanish

• Notice of Hire for Temporary Staffing Firms

Temporary staffing firms must provide this form to newly hired employees.

• • • English
    • Spanish

• Notice for Domestic Workers

Under the Domestic Worker Employment Rights Amendment Act of 2022, employers must create a written agreement with their domestic workers. The Office of Wage-Hour has provided a sample Domestic Worker Contract template.

• • • English
    • Spanish

• Paid Family Leave Notice

Employers covered by the District of Columbia Paid Family Leave Law must provide this notice to new covered employees at the time of hiring, and annually thereafter.

Download here

• Wage Theft Prevention Act Notice

Under the Wage Theft Prevention Amendment Act of 2014 (effective February 26, 2015), employers in the District of Columbia are required to provide a notice to employees of their employment.

• • • English
    • Spanish

• Protecting Pregnant Workers Fairness Act Notice

Employers must provide a notice of the law to all new employees and provide an employee with the notice 10 days of an employee notifying them of their pregnancy or other condition addressed in the Act.

• • • English
    • Spanish

• Living Wage Act Notice

Each recipient and subcontractor of a recipient subject to the District of Columbia Living Wage Act of 2006 is required to provide this notice to each affiliated employee covered.

• • • English
    • Spanish