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What Forms Must Employers Provide to New Hires in Nevada?

Are you wondering about the forms employers must provide to new hires in Nevada? If YES, here are the forms and notices to consider.

In the state of Nevada, hiring a new employee can both be an exciting and daunting experience. There are certain paper works, laws, and other regulations you are expected to comply with. As an employer, you are mandated to safeguard your workers’ employment records.

To ensure you do business the right way, every Nevada employer needs to review laws concerning labor and employment in the state, especially those that came into effect from the 2017 Nevada Legislative Session. Before any new hire starts work and receives their first paycheck, you need to make sure they have completed and signed all required forms and have placed copies in their personnel files.

To comply with certain federal and state laws in Nevada, employers are expected to complete certain paperwork when bringing new hires. Here are basic notices and forms to provide to new hires in the State of Nevada.

Notices and Forms Must Employers Provide to New Hires in Nevada

  1. Rights And Responsibilities To Promote Safety In Workplace Notice

In the State of Nevada, every employer is expected to provide new hires with a document or videotape stating the rights and responsibilities of employers and employees in the workplace. Note that this document, or evidence of receipt of the videotape, will have to be signed by the employer and employee and placed in the employee’s personnel file.

  1. Federal Income Tax Withholding Form W-4

The IRS Form W-4 is used to determine the amount of tax you as an employer is expected to withhold from your employee’s paycheck and this form will have to be completed before a new hire receives their first salary. This form, most often, includes information such as; Designated additional withholding amounts, Number of dependents, and marital status.

In processing each of your applicant’s records, it is necessary to utilize the updated version of the IRS Form W-4. Also, note that you are not allowed to advise your employees on how to complete the W-4 Form. However, you may suggest the IRS website’s Tax Withholding Estimator to them.

  1. New Hire Reporting

In the State of Nevada, employers are expected to report newly hired employees and re-hired employees with the Employment Security Division of the Department of Employment, Training & Rehabilitation within 20 days of hire or rehire date.

Note that Information needed for this reporting includes the employee’s name, address, Social Security Number, date of birth, and the employee’s start date. Employer Information includes Federal Employer Identification Number, business name; employer’s address, and contact phone number.

The form can be submitted online, or by mail to this address:

Department of Employment, Training and Rehabilitation Employment Security Division – New Hire Unit

500 East Third Street

Carson City, NV 89713-0033

Or by fax: (775) 684-6379

Ideally, new hire information is required through the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA).

All information you need in terms of this form is noted in the Child Support Enforcement Program of the Nevada Division of Welfare and Supportive Services and the National Directory of New Hires (NDNH) to locate parents who owe child support.

  1. Form I-9 & E-Verify System for Employment Eligibility

Even in the State of Nevada, employers are mandated to correctly complete Form I-9. Note that this form is used for the: a) verification of an individual employee’s identity and b) employment eligibility to work in the U.S. This form is expected to be kept in your employee’s personnel files and will have to be made available if it is required by an immigration officer for inspection.

Also, note that each employee will have to fill out the first and second sections of the document. The first section relates to the employee’s identity while the second section covers the documents that will be needed for an employee’s eligibility.

As an employer, it is legally necessary to ascertain that all information provided is correct and adequate. Also note that you can sign-up for the E-Verify System to check on the eligibility of new employees, in case your company has numerous employees.

  1. Insurance Exchange Notice

In the State of Nevada, healthcare coverage is available for individuals and employees of small businesses through state health insurance exchanges (also known as the Health Insurance Marketplace).

Have it in mind that the Patient Protection and Affordable Care Act (ACA) amended the federal Fair Labour Standards Act (FLSA) to mandate covered employers to provide current employees and new hires with written notice of the existence of the exchanges and various other information about healthcare coverage through this option.

Note that employers with one or more employees involved in interstate commerce and with $500,000 or more in annual sales are expected to comply with the FLSA. Employers mandated to provide insurance exchange notices to employees will have to do so for both full- and part-time employees.

  1. Application Form

Even if a candidate has already submitted a resume, a job application form is very necessary and will have to be filled and submitted by an applicant. Note that this form will have to carry accurate and complete information about the employee that includes: relevant skills and experience concerning the job, employment history, educational background, and character reference.

  1. Employees Rights Under The Nevada Pregnant Workers’ Fairness Act

Nevada employers are mandated to provide notice to employees of their rights under the Nevada Pregnant Workers’ Fairness Act. Note that this notice is expected to be provided to new employees upon beginning employment with the employer and within 10 days after an employee notifies her immediate supervisor of her pregnancy.

  1. Employment Contract

Although this contract or employment agreement isn’t strictly mandated by law, it’s something to consider for employers. An Employment Contract can contain information such as:

  • Type of employment: permanent or fixed-term; full or part-time
  • Job description, including the new hire’s general duties and obligations
  • Type of compensation: hourly wage, salary, or commission-based
  • Pay period: biweekly, monthly, etc.
  • Work hours and overtime policies
  • Starting vacation time
  • Notice required for employment termination and employee resignation
  • Confidentiality clause: prevents a former employee from sharing any of your business’s information for personal gain.
  • Non-solicitation clause: prohibits a former employee from recruiting your employees to another workplace, also referred to as poaching.
  1. Direct Deposit Authorization Form

As an employer, have it in mind that you can choose to pay your workers by check or by direct deposit. With one or two workers, writing regular paychecks may not seem like a task, however as your business grows and you add to your team, it might become imperative to adopt an automatic payroll deposit or direct deposit system.

Just take out time to speak to your bank or an accounting software provider. After you must have arranged automatic deposits, each new hire will have to provide a voided check and fill out a direct deposit authorization form with the name of their bank, account type, account number, and check routing number.

  1. Emergency Contact Information Form

Once you hire a new employee, you must have him or her fill out a form with their emergency contact information. Note that without that information, it may be challenging in an emergency to reach their family or other emergency contacts.

This form doesn’t have to be complicated; you can simply collect the contact’s name, relationship to your worker, and contact information, and store it in their personnel file.

  1. Notice of Coverage Options

In the United States, under the Affordable Care Act (ACA), employers are expected to provide a Notice of Coverage Options to all new hires.

The Notice aims to inform employees of the availability of the Health Insurance Marketplace established in accordance with the ACA. All employers subject to the Fair Labour Standards Act will have to make available the Notice, irrespective of whether the employer offers health coverage or not.

The Notice can be provided in writing and may be hand-delivered, sent by first-class mail, or sent electronically as long as the U.S. Department of Labor’s electronic disclosure safe harbor rules are met.