Hiring Employees

There are a few steps that you need to take when you hire an employee – for instance, you'll need to verify their eligibility to work as well as register to pay employer and payroll taxes. Learn more about how to smoothly onboard your new team.

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Employee Discrimination

Once you've started interviewing candidates for your available jobs keep in mind that it is illegal to discriminate based on age, sexual orientation, marital status, religious affiliation, or race. You may not ask job applicants if they have a disability or the nature of their disability; however, you may ask questions to determine whether they are able to fulfill the job duties. For more information, visit the U.S. Department of Labor and the Equal Employment website.

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U.S. Equal Employment Opportunity Commission

Verify your employee's eligibility to work

As an employer, you are required to verify an employee's citizenship and eligibility to work in the United States using the Employment Eligibility Verification Form I-9 (also known as the Immigration Service Form). Your employees will need to complete and sign Section I of this form on or before their first day of work, and provide you with documentation to verify their identity and employment authorization in order for you to complete Section II. This form does not need to be mailed in, but you'll need to be prepared to show it upon request. Keep all of your employees' I-9s on file for three years after they've been hired, or one year after the employee left, whichever is later.

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U.S. Citizenship and Immigration Services

Request a W-4 from your employees

You will need a signed Withholding Release Form (W-4) from all of your employees on or before their first day of work so that you can withhold the correct amount of federal income taxes from their paychecks. On the W-4, they should indicate the allowances they are claiming for tax purposes. If the number of allowances changes for the following tax year, ask employees to fill out a new W-4 form. For more detailed information, check out the IRS Employer's Tax Guide.

The IRS requires that you keep records of employment taxes for a minimum of four years. It pays off to set up a good system for record keeping. Records will come in handy not only for employment taxes, but for other business purposes as well.

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IRS: About Form W-4

State Payroll Taxes

Be sure to register as an employer with the State of New Jersey Division of Revenue and Enterprise Services. Registering as an employer means that you will need to start paying State payroll taxes, including the Unemployment Insurance Tax, State Disability Insurance, and other withholdings. After you have registered for your State Employment Identification Number, you should receive information about how to pay your payroll taxes. Typically, you will need to pay payroll taxes each quarter.

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NJ Division of Revenue and Enterprise Services

File your W-2 with the Social Security Administration

Use Form W-2 (the Federal Wage and Tax Statement) to report wages paid and taxes withheld for each of your employees for the prior calendar year.

You should send a copy of the Form W-2 to each of your employees by January 31st of each year and send Copy-A of the W-2 to the Social Security Administration by the last day of February. For more information, visit the Social Security Administration website.

U.S. Social Security Administration

Resources for Hiring Employees

Business Outreach Team

Businesses can receive help recruirting talent and diversifying their applicant search from the New Jersey Department of Labor's Business Outreach Team. Here are some of the services that may be available to your business:

  • Disability Awareness Training: Employers are introduced to working with individuals with disabilities.
  • On the Job Training: New Jersey Division of Vocational Rehabilitation Services (DVRS) may pay up to 50% of a worker’s salary while they learn the essential functions and job skills required for a job.
  • Tax Incentives: Receive guidance regarding tax credits available when you hire workers with disabilities.
  • Placement Services: We’ll work to identify the needs of your specific job opening and match with pre-screened, trained, motivated, and qualified applicants.
  • Recommendations of the Americans with Disabilities Act (ADA): DVRS helps you understand the fundamentals of ADA and make “reasonable accommodations” in the workplace.
  • Job Modification and Barrier Removal Consultation: DVRS evaluates your worksite to identify potential barriers and propose solutions. Accommodations can often benefit your employees with disabilities as well as your customers with disabilities.
  • Follow-Up and Adjustment Services: Counselors provide services that allow for close contact with employees to ensure they are adjusting to the job and both the employer and employee are satisfied.

Businesses kind receive support by contacting your county's Business Outreach Consultant on the DVRS webpage.

One-Stop Career Centers

One Stop Career Centers can help find qualified workers to fill your staffing needs or to upskill your existing workers. State services include:

  • Free job listings, referral information, phone banks, computer access, and workshops
  • No-cost advertising of open positions
  • Customized training for staff, interview rooms, and information for businesses affected by plant closures or layoffs
  • Customized recruitment to help quickly fill multiple positions
  • Candidate screening and/or testing to assure only qualified workers apply for positions
  • Facilities for conducting both one-on-one and group interviews
  • On-the-job and pre-employment training to provide workers with the skills necessary for employment

Workforce Programs