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Ethan Morales

Onboarding

What is left to do as they start, or as they leave?

To finish onboarding:

Not done yet: I-9 verified.
Not done yet: Emergency contacts recorded.
Not done yet: New hire reported to Colorado.
Required employee forms must be submitted and approved before onboarding can finish.

I-9 due by Oct. 29, 2026 Examine their documents and complete Section 2 within three business days of their first day. 8 CFR 274a.2

Go there

Onboarding

Checklist

W-4 withholding on file Done Oct 21, 3:30 PM · Dana Whitfield
Paperwork
I-9 verified Section 1 by their first day; you examine documents for Section 2 within three business days.
Compliance
Direct deposit set upoptional Done Oct 21, 3:30 PM · Dana Whitfield
Paperwork
Emergency contacts recorded
Paperwork
New hire reported to Colorado Within 20 days of the first day, to the Colorado's New Hire Reporting Employer Services Portal. Contractors you pay are reported there too.
Compliance
Workplace notices shown Done Oct 21, 3:30 PM · Dana Whitfield
Compliance
Benefits enrollment offeredoptional Plans, waiting period and the enrollment deadline explained.
Pay and benefits
Starter kit handed overoptional PPE, keys, phone or tablet, and the starter kit from Resources. Hand each device out under Property, so offboarding asks for it back.
Equipment and tools
Software accounts createdoptional Assign each subscription under Software, so offboarding finds it later.
Equipment and tools

About this card

Each step is a follow-upEvery step not done by a form is also on the follow-ups of whoever handles it, and climbs the chain if it waits. Ticking it here resolves it there, and the other way round.
Steps that tick themselvesFiling a form ticks its own step, and so does recording the final paycheck or how the carriers were told.
The checklist moves them onOnboarding finishes, and offboarding closes, only once every required step is ticked.

Resources Galore

Filled in from this file. Print, review and hand over.

If you're in Colorado

I-9 in three daysSection 1 by their first day; you examine documents and complete Section 2 within three business days. Acceptable documents
New hire reportTo the Colorado State Directory of New Hires within 20 days of the first day. File it online
W-4, and maybe a DR 0004Colorado withholds from the federal W-4 unless they file the state certificate.
Vacation is wagesHours carried in or earned here are paid out when they leave, whatever the policy says. Paid sick leave is tracked but not paid out.
Paid sick leave from day oneOne hour for every 30 worked, up to 48 a year, under the Healthy Families and Workplaces Act.
Direct deposit by consentPay lands in their account only once they authorize it; until then, a check.