A new hire’s first few weeks shape how long they stay. Employees who go through a structured onboarding process are more likely to feel confident in their role, get productive faster, and stick around.
Onboarding also has a compliance side. There are federal and Utah requirements with real deadlines, and missing them can lead to fines.
Use this employee onboarding checklist to cover both: the paperwork you’re required to complete and the steps that help new hires succeed.
Before Day One
Good onboarding starts before the employee walks in the door.
- Send a written offer letter with the job title, pay rate, start date, schedule, and whether the role is exempt or non-exempt
- Run any background checks your business uses, with the candidate’s written authorization
- Send a welcome email with the start time, location, parking info, dress code, and who to ask for
- Set up their workspace, including desk, equipment, uniform, or tools
- Create accounts for email, software, and any systems they’ll need
- Share the employee handbook so they can read it ahead of time
- Let the team know a new person is starting and what their role will be
Day One: Required Paperwork
These are the forms and steps most Utah employers need to complete for every new hire.
Form I-9
The federal Form I-9 verifies identity and work authorization.
- The employee completes Section 1 by the end of their first day
- The employer reviews their documents and completes Section 2 within three business days of the start date
Form W-4
The federal W-4 sets federal tax withholding. Utah doesn’t have its own state withholding form, so the federal W-4 is used for Utah withholding as well.
E-Verify (if required)
Private Utah employers with 150 or more employees must use E-Verify or another status verification system for new hires.
Direct deposit and emergency contacts
Collect direct deposit authorization and emergency contact information on day one so payroll and safety records are ready.
Handbook acknowledgment
Have the employee sign a form confirming they received and read the employee handbook. This matters later if a policy is ever questioned, especially your PTO, attendance, and conduct policies.
Within 20 Days: Utah New Hire Reporting
Utah requires employers to report every new hire to the Utah Department of Workforce Services within 20 days of the hire date. This applies to full-time and part-time employees, and rehires who have been gone 60 days or more are typically reported again.
The report includes basic information like the employee’s name, address, Social Security number, and hire date, plus your business information. Many payroll providers handle this automatically, but it’s worth confirming yours does.
Other Compliance Items to Confirm
- Workers’ compensation: Make sure the new employee is covered under your policy. Nearly all Utah employers with even one employee are required to carry it.
- Unemployment insurance: If this is your first employee, register with the Utah Department of Workforce Services.
- Benefits enrollment: Share benefits information and enrollment deadlines. Missing an enrollment window can mean waiting until the next open enrollment.
- Labor law posters: Confirm required federal and Utah posters are displayed where all employees can see them.
Week One: Setting Them Up to Succeed
The paperwork is the easy part. The first week is where new hires decide whether this was the right move.
- Walk through the role. Review responsibilities, expectations, and what success looks like in the first 30 days
- Introduce them to the team and the people they’ll work with most
- Assign a go-to person they can ask questions without feeling like they’re bothering anyone
- Provide role-specific training on tools, processes, and safety procedures
- Check in at the end of the first week to see what’s going well and what’s unclear
The First 90 Days
Onboarding doesn’t end after the first week. Research consistently shows the first 90 days are when new hires decide whether to stay long term.
- 30 days: Review progress, answer questions, and adjust training if needed
- 60 days: Give specific feedback on what’s working and where to improve
- 90 days: Have a formal check-in about performance, goals, and how they’re settling in
Short, regular check-ins go a long way. They catch small problems early and show new employees you’re invested in them.
Make Onboarding Easier
Between the I-9 deadlines, new hire reporting, benefits enrollment, and actually training the new person, onboarding can eat up a lot of a business owner’s time.
Solution Services helps Utah businesses streamline onboarding, from paperwork and payroll setup to handbooks and benefits enrollment. Contact us to see how we can take onboarding off your plate.
This article is for general information and isn’t legal advice. For guidance on a specific situation, talk with an HR professional or employment attorney.
