Paychex new employee form 2025

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New employees need to fill out a Form I-9 to verify employment eligibility as well as a W-4 for income tax. In states with an income tax, its necessary to fill out a second W-4.
Paychex reports all new hires to the employers home state regardless of where the employees live. If reporting on paper, the employer must use the Form W-4 or an equivalent form used by the company.
You may add an employee, contractor, user, agency, or vendor, which also depends on your security permissions. From the toolbar at the top of the People List, select the Add button. A menu with various options displays. This Add button is shown only if your access allows you to add people.
When your employee has been hired and added to your payroll, Paychex will email them an invitation. Employees should check their junk/spam folder for this email if they do not see it in their inboxes. Paychex recently allowed for text message invites to be sent out if employees do not have an email address.
To add a dependent: Click employee | Personal Information | Dependents. Click Add Dependent. The Dependent Setup screen displays. Complete the following required fields: First Name:, Last Name:, Relationship:, Sex:, and Date of Birth:. Complete any other applicable fields. Click Save.
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