Hiring forms: W-9, W-4 and I-9 filled and signed in the app, and I-9 Section 2

Who gets which. On a person's Team file, the Tax and hiring forms card has How the agency pays them (W-2 employee, or 1099 contractor) and First day of work; your administrators and your office set them and tap Save. A 1099 contractor is asked for a W-9; a W-2 employee for a W-4 and an I-9. The app never asks a 1099 contractor for an I-9 or a W-4, and never asks a W-2 employee for a W-9; a form that does not match is refused.

The person fills their own. Each person opens their own Team file on their phone, taps Fill it in here, and signs with a typed name and I sign this electronically; the date, the time and their network address are recorded, the same pattern as the app's agreements. Nobody at the office can sign a form for them. A signed W-9 or W-4 is filled into the IRS's own PDF and filed under Documents at once, in the existing W-9 or W-4 slot, marked filed by them; View opens it. The W-4's Employers Only box carries your business name and address and the first day of work; the EIN box is left for your office to write, because the app keeps only the last four digits of your EIN. Uploading a signed paper copy with File a document still works.

I-9 Section 2. The employee signs Section 1 by the first day of work. Your office then has three business days after the first day of work to complete Section 2: the line on the Team list reads I-9 Section 2 due, with the day, then due today, then overdue in red. The deadline skips Saturdays and Sundays; it does not know your office's holidays. Tap Complete Section 2: the employee's name and the box they ticked are at the top. Choose List A, or List B and List C, and type each document's title (common titles are offered), issuing authority, number and expiration; add anything else under Additional information. Then say how you examined them: I examined the documents in person; or, only if Settings says your agency uses E-Verify, remotely under the DHS alternative procedure. Type the first day of employment, your name and title, check the business name and address, type your full name, tick I sign this electronically and tap Sign Section 2. The whole official I-9 (Edition 01/20/25) is filled, with Supplement A when a preparer or translator helped, and filed in the I-9 slot, verified by you.

Copies of the documents. By default nothing is uploaded: Section 2 records the titles, authority, numbers and expiry. On Settings, Hiring forms, an organization administrator may turn on Keep copies of the I-9 documents; it then applies to everyone alike, and the office can Add a copy of a document on each W-2 employee's card. We use E-Verify on the same card allows the remote examination and makes the Social Security number required in Section 1.

Keeping the forms. Keep each I-9 for three years after the date of hire, or one year after the employment ends, whichever is later, and have it ready for an inspection. The signed PDFs stay in the Team file; removing one is a choice your office makes, as for any document. A new W-4 or W-9 replaces the older form on the card; the older PDF stays under Documents.

The number. Every screen shows only the last four digits, like •••-••-1234, and the full number is stored encrypted. Only the organization's administrators see Show the full number: it shows for one minute, and the card counts every reveal with the name of who did it and when. The office, a nurse supervisor and anyone else cannot. Tax and hiring forms are never shown to a family, and the number is never in an email, a text, a web address or the activity log.