New hire onboarding process: offer to day 90 (US)

US new hire onboarding from signed offer to day 90: Form I-9 deadlines, W-4, 20-day new hire reporting, accounts, first week and 30/60/90 check-ins.

New hire onboarding process: offer to day 90 (US)HRITManagerBEFORE DAY ONEFIRST DAY AND FIRST WEEKTHE FIRST 90 DAYSRemoteOn-siteYesNoNoYesPartlyNoYesNew hire signs the offerFor US HR teams and managers:each step from a signed offer to day90, with Form I-9, W-4 and new-hirereporting deadlines.Federal rules as of October 2026.Your state may add its own forms,deadlines and notices.Send the welcome packetand start detailsInclude the start time, location orvideo link, who to ask for, and a linkto the full Lists of AcceptableDocuments for Form I-9.Ask the new hire to completeForm I-9 Section 1Section 1 is due no later than the firstday of work. The new hire may fill itin any time after accepting the offer.Do not tell the new hire whichdocuments to bring. They choosefrom the Lists of AcceptableDocuments.Collect Form W-4 and anystate withholding formIf a new employee gives you no W-4,withhold federal income tax as ifthey are single, with no adjustments.Collect direct deposit details andbenefits enrollment forms at thesame time.Request accounts andequipmentEmail, single sign-on, the apps therole needs, and a laptop. Grant onlythe access the role needs.Remote or on-site?Ship the laptop to arrivebefore day oneTrack the delivery. Book a video callfor the first morning and test the link.Plan who will examine the I-9documents in person, such as anauthorized representative, unlessyou use E-Verify's remote option.Prepare the desk, badge andbuilding accessArrange parking or transit details andsomeone to meet them at the door.Assign a buddy and plan thefirst weekBook meetings with the team andkey partners. Pick a small first taskthey can finish in week one.Welcome the new hire andconfirm Section 1 is doneComplete Form I-9 Section 2within 3 business daysCount 3 business days from the firstday of work for pay. If they startMonday, finish by Thursday. If the joblasts less than 3 days, finish on dayone.Physically examine the originaldocuments the employee chose.Remote examination is allowed onlyfor E-Verify employers using the DHSalternative procedure.Did the employeepresent acceptabledocuments in time?Sign and date Section 2 andfile the formTalk to HR leadership orimmigration counsel beforethe deadlineDo not let the deadline pass withouta decision. Receipts, reverificationand other edge cases are covered inthe USCIS Handbook for Employers(M-274).Is the problemresolved?Follow counsel's advicebefore any change toemploymentReport the new hire to yourstate within 20 daysFederal law sets 20 days from thehire date as the latest. Your statemay require sooner, so check its newhire reporting site.Report name, address, SocialSecurity number and hire date, plusthe employer's name, address andfederal EIN. Rehires who were gone60 days or more count as new hires.Check that every accountand device worksFix login and access problems onday one. Set up multifactor sign-inand assign security training.Run first-week orientationCover the role, how success ismeasured, team norms, tools, andwho to ask for what.Agree on goals for 30, 60 and90 daysWrite 2 to 4 goals for each check-in.Make each one clear enough toanswer yes or no at the review.Hold the 30-day check-inAsk what is confusing, what ismissing, and how the buddy isworking. Remove blockers.Hold the 60-day check-inReview progress on the goals. Askfor feedback on onboarding itselfand pass it to HR.Hold the 90-day reviewIs the new hire ontrack?Set goals for the next 6monthsOnboarding completeAgree a short plan with cleargoals and a dateSay exactly what good looks like andwhen you will check again, often in30 days. Offer training or a mentor.Talk to HR about next stepsBring the goals, the evidence and thesupport you gave. If your companyuses an introductory period, followits rules.HR and the manager decidenext steps

Before day one

  1. New hire signs the offerHR

    For US HR teams and managers: each step from a signed offer to day 90, with Form I-9, W-4 and new-hire reporting deadlines.

    Federal rules as of October 2026. Your state may add its own forms, deadlines and notices.

  2. Send the welcome packet and start detailsHR

    Include the start time, location or video link, who to ask for, and a link to the full Lists of Acceptable Documents for Form I-9.

  3. Ask the new hire to complete Form I-9 Section 1HR

    Section 1 is due no later than the first day of work. The new hire may fill it in any time after accepting the offer.

    Do not tell the new hire which documents to bring. They choose from the Lists of Acceptable Documents.

  4. Collect Form W-4 and any state withholding formHR

    If a new employee gives you no W-4, withhold federal income tax as if they are single, with no adjustments.

    Collect direct deposit details and benefits enrollment forms at the same time.

  5. Request accounts and equipmentIT

    Email, single sign-on, the apps the role needs, and a laptop. Grant only the access the role needs.

  6. Remote or on-site?Manager
  7. Ship the laptop to arrive before day oneManager

    Track the delivery. Book a video call for the first morning and test the link.

    Plan who will examine the I-9 documents in person, such as an authorized representative, unless you use E-Verify's remote option.

    Then go to step 9, Assign a buddy and plan the first week

  8. Prepare the desk, badge and building accessManager

    Arrange parking or transit details and someone to meet them at the door.

  9. Assign a buddy and plan the first weekManager

    Book meetings with the team and key partners. Pick a small first task they can finish in week one.

First day and first week

  1. Welcome the new hire and confirm Section 1 is doneManager
  2. Complete Form I-9 Section 2 within 3 business daysHR

    Count 3 business days from the first day of work for pay. If they start Monday, finish by Thursday. If the job lasts less than 3 days, finish on day one.

    Physically examine the original documents the employee chose. Remote examination is allowed only for E-Verify employers using the DHS alternative procedure.

  3. Did the employee present acceptable documents in time?HR
  4. Sign and date Section 2 and file the formHR

    Then go to step 17, Report the new hire to your state within 20 days

  5. Talk to HR leadership or immigration counsel before the deadlineHR

    Do not let the deadline pass without a decision. Receipts, reverification and other edge cases are covered in the USCIS Handbook for Employers (M-274).

  6. Is the problem resolved?HR
  7. Follow counsel's advice before any change to employmentHR
  8. Report the new hire to your state within 20 daysHR

    Federal law sets 20 days from the hire date as the latest. Your state may require sooner, so check its new hire reporting site.

    Report name, address, Social Security number and hire date, plus the employer's name, address and federal EIN. Rehires who were gone 60 days or more count as new hires.

  9. Check that every account and device worksIT

    Fix login and access problems on day one. Set up multifactor sign-in and assign security training.

  10. Run first-week orientationManager

    Cover the role, how success is measured, team norms, tools, and who to ask for what.

  11. Agree on goals for 30, 60 and 90 daysManager

    Write 2 to 4 goals for each check-in. Make each one clear enough to answer yes or no at the review.

The first 90 days

  1. Hold the 30-day check-inManager

    Ask what is confusing, what is missing, and how the buddy is working. Remove blockers.

  2. Hold the 60-day check-inManager

    Review progress on the goals. Ask for feedback on onboarding itself and pass it to HR.

  3. Hold the 90-day reviewManager
  4. Is the new hire on track?Manager
  5. Set goals for the next 6 monthsManager
  6. Onboarding completeManager
  7. Agree a short plan with clear goals and a dateManager

    Say exactly what good looks like and when you will check again, often in 30 days. Offer training or a mentor.

    Then go to step 24, Is the new hire on track?

  8. Talk to HR about next stepsHR

    Bring the goals, the evidence and the support you gave. If your company uses an introductory period, follow its rules.

  9. HR and the manager decide next stepsHR

Outcomes

Follow counsel's advice before any change to employment

You get here from step 15, Is the problem resolved? (No).

Onboarding complete

You get here from step 25, Set goals for the next 6 months.

HR and the manager decide next steps

You get here from step 28, Talk to HR about next steps.