Heads up: We earn a referral reward if you sign up for Gusto through our link. Independent, not affiliated with Gusto. Not tax advice. How we make money
$100 Visa gift card from Gusto when you sign up through our link and run a paid payroll by Jan 31, 2027. From Gusto, not us. How it works · Terms
☰
Should I switch? Take the quizSwitch guidesToolsGuidesCost calculatorSwitching checklistFirst-hire checklist
Tool · pick a start date

First-hire checklist

By Payroll Dad · Last verified Oct 2026We earn a referral reward if you sign up through our link. How we make money · How we evaluate

Pick their first day. Get every deadline that follows, with sources.

Your deadlines

Sources: W-41, I-9 Section 12, I-9 Section 23, new-hire report4, Form 9415, W-26. Federal holidays can push dates; check the calendar.

0 of 0

Before day one 0/4

Day one 0/2

First week 0/1

First month 0/1

Every payday and quarter 0/4

Saved in this browser only. Nothing is sent anywhere.

Want the why behind each step? Read payroll for your first employee.

Sources, checked Oct 31, 2026

Every number on this page comes from one of these pages. Prices change; if a vendor updates its page, theirs wins.

  1. IRS: Hiring employees
  2. USCIS: Completing Section 1 of Form I-9
  3. USCIS: Completing Section 2 of Form I-9
  4. HHS Office of Child Support Services: New hire reporting
  5. IRS: Employment tax due dates
  6. IRS: General Instructions for Forms W-2 and W-3 (2026)
  7. IRS: Failure to deposit penalty
  8. IRS: Instructions for Form 941 (03/2026)