Paperwork that All Employers Must Complete for
All Newly Hired South Carolina Employees.

So, you have just hired a new employee. You advertised in the newspapers, and posted the position online. You reviewed resumes, interviewed candidates and checked references. And then you finally made a decision. Now the individual shows up for their first day at work. However, your work is not yet done as there is still a fair amount of paperwork which needs to be completed as listed below.

• Employee must fill out and sign a W-4 Form.
• Employee and you must fill out an I-9 Form and obtain copies of specific documents.
• You must utilize the Government database E-Verify to report the new hire.
• You must notify the South Carolina Department of Social Services to report the new hire.
• You must provide 4 specific pieces of information to the new employee in writing on the date of hire. The employer must tell the new employee the:

1. Normal hours of work,
2. The hourly rate of pay or salary,
3. Any and all deductions to be made from each paycheck, and
4. When and where each paycheck will be delivered.

In addition,

• No later than September 14, 2018, you must begin to give all newly hired employees notice of your intent to comply with the S.C. Pregnancy Accommodations Act. Additionally, you must, by the same date, give all existing employees the same notice.

• If you provide medical insurance to your employees, you must give each newly hired employee a COBRA notice.
• Distribute the Job Description for the employee’s position – while not required by law, this is highly suggested.
• Distribute your Employee Handbook, with a copy of the At-Will statement signed by the employee and placed in the Personnel file – again, while this is not a legal requirement, it is very highly suggested.

Missing any of the above steps could mean that you have violated some federal or state statute and make you vulnerable to fines or other penalties.

A company’s best defense against the potential expense and aggravation related to federal or state law violations is to proactively review and revise as needed all Human Resources policies, handbooks, hiring procedures, compensation, benefits, training programs, communications tools and other functions. The professionals of PHHR are ready to assist your organization with this type of training as well as to maintain compliance with the latest state and federal mandates.

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Paul Hilton is a certified Human Resources Consultant, located in Columbia, SC.
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