Employee onboarding checklist (US)
An interactive 30/60/90-day onboarding checklist for US employees. Covers I-9, W-4, state-specific new-hire reporting, and standard onboarding milestones.
Onboarding Checklist
Employee: · Role: · Start date:
Manager: · Buddy:
- Pre-boarding (week before start)
- Day 1
- Week 1
- 30-day check-in
- 60-day check-in
- 90-day check-in
Made with WalnutsHR Paper · Reviewed for United States (general) · April 2026
No compliance hints for this jurisdiction yet — your document looks good for the basics. Have a lawyer review before sending anything consequential.
About this template
A US onboarding checklist has several legally-required items that have to happen on a deadline — I-9 Section 2 within 3 days, state new-hire reporting within 20 days (or shorter, depending on the state), W-4 before the first paycheck. Missing any of these is a compliance issue, not just an oversight.
When to use it
- You're hiring a new US-based employee.
- You want a single signable artifact to file in the employee record.
- You're operating in a state with mandatory anti-harassment training (CA, NY, IL, CT, ME).
What to include
- Pre-boarding logistics (offer signed, equipment ordered, accounts).
- Day-one paperwork — I-9 Section 1, W-4, state withholding form, direct deposit, emergency contact.
- Day-three deadline — I-9 Section 2 verification by employer.
- First-week deadline — state new-hire reporting (federal max 20 days; many states are shorter).
- Mandatory training — anti-harassment in states that require it.
- Benefits enrollment within the plan eligibility window (typically 30 days).
- 30/60/90-day check-ins.
Frequently asked questions
What's the I-9 Section 2 deadline?
Three business days from the first day of work. The employer (not the employee) must physically inspect documents establishing identity and work authorization. Late completion is a federal violation regardless of whether the employee is authorized to work.
Do I need anti-harassment training for every employee?
If you operate in California, New York, Illinois, Connecticut, or Maine — yes, with state-specific timelines and content requirements. Other states have requirements for supervisors only or for specific industries. Even where not required, having all employees complete it is best practice.
What about state new-hire reporting?
Federal law requires new-hire reporting within 20 days, but many states are shorter (e.g. Texas: 20 days; Florida: 20 days; California: 20 days; Massachusetts: 14 days). Most payroll systems handle this automatically once the employee record is created — confirm the report fired.
Legal disclaimer. I-9, W-4, and state new-hire reporting are federally mandated. The deadlines are firm — late I-9 Section 2 alone can trigger ICE penalties. State-specific requirements (anti-harassment training, retirement-plan auto-enrollment, paid sick leave) vary materially. Verify against the state of employment, not the state where the company is headquartered.
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