In this article, we explain what compliance documents are required for PEO employees. Some forms are mandatory for all employees across the United States, some are mandatory only for PEO employees, and some forms are mandatory for all employees within specific states.
About compliance documents on Deel
There are three kinds of documents that you may need to fill out and upload to the Deel platform as a PEO employee.
- Mandatory before start date: must be completed before Deel can countersign your Employee Agreement so you can begin your employment, e.g W-4 form.
- Mandatory post-start date: must be completed as soon as possible after your start date, e.g your state specific tax form.
- Optional: Complete or submit when you can. Your employment and your salary will not be impacted if you do not submit them on Deel.
US mandatory documents (before start date)
These must be submitted before Deel countersigns your Employee Agreement to start your employment. All documents are mandatory regardless of state of residence.
[ACCORDION] Form W-4
The W-4 form (officially, the "Employee's Withholding Allowance Certificate") is an Internal Revenue Services (IRS) tax form completed by employees in the United to indicate his or her tax situation (exemptions, status, etc.) to the employer. The W-4 form tells the employer the correct amount of federal tax to withhold from an employee's paycheck.
The amount withheld is based on filing status, dependents, anticipated tax credits, and deductions. If the W-4 is not completed, the employee may not have the correct federal tax withheld from their paycheck.
PEO employees can upload their W-4 forms by selecting the Workspace Icon > Documents tab.
Click 'Start' to begin the upload process for the first time. If you are submitting an updated form, click the three-dot action menu to delete an old form and fill out a new W-4 on the Deel app.
[ACCORDION] Form I-9
The U.S. government uses this document to verify an employee's identity and eligibility to work in the US. Both employees and employers (or authorized representatives of the employer) must complete the form. All U.S. employers must properly complete Form I-9 for every individual they hire for employment in the United States. This includes citizens and noncitizens.
Failure to comply with the I-9 verification regulations could lead to financial penalties.
Section 1 : You must submit as part of your onboarding documents before you can start work.
Section 2 : This must be submitted 3 days after your start date at the latest.
More resources on form 1-9:
- 📋 United States: Guide To Submitting Form I-9 On Deel
- Guide To Submitting Form I-9 On Deel (US Eligibility)
- U.S Citizenship and Immigration Services Website
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US mandatory PEO documents (before start date)
[ACCORDION] PEO Arbitration Agreement
A PEO arbitration agreement is a contract where employees resolve disputes through arbitration, not court. You must contact us if you prefer to opt out of this agreement
[ACCORDION] Employee Communications Consent
The Employee Communications Consent for employees is an agreement on company communication methods with employees
[ACCORDION] WSE notice of PEO relationship
This is an official form notifying workers about their PEO employment and outlines the roles, responsibilities, and worker rights.
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Required compliance documents by state
Complete and submit these as soon as possible after your start date. The documents will vary depending on your state.
[DROPDOWN] Choose State:
[DROPDOWN-OPTION] Alabama
- Alabama State Tax Form
- New Hire Pre-Existing Conditions Form - a notice advising employees that misrepresentation of any physical or mental conditions may void their workers' compensation rights.
[DROPDOWN-OPTION] Arizona
- Arizona State Tax Form
- Arizona Employer Information for Employees - a form completed by the employer with their details, for the benefit of the employee.
[DROPDOWN-OPTION] California
- California State Tax Form
- California Notice of Personal Chiropractor or Acupuncturist - in the event of a workplace accident or injury, where the employer's insurer does not have a Medical Provider Network, this is a notice to allow the employee to notify their employer that they are attending their personal acupuncturist or chiropracter.
- California Predesignation of Personal Physician - a form to be completed by the employee to notify their employer if they wish to have their personal medical doctor treat the employee in the event of a work-related injury or illness.
- California Time of Hire Pamphlet - a pamphlet to be given to all newly hired employees in the State of California. It provides details on compensation rights, discrimination and medical care.
- California Employee Rights for Victims of Violence - a document detailing the worker's rights of victims of violence. This includes details of the right to time off to attend court hearings and the right to be free against discrimination in the workplace.
- California Pregnancy Leave Rights - a document detailing pregnancy leave rights for workers.
- California Rights Against Sexual Harassment - a document detailing the rights of worker's against sexual harassment.
- California Family Rights Act - a document detailing family care and medical leave provisions for employees in the State of California.
- California Employment Discrimination Based on a Disability Notice - a document detailing the rights of workers against discrimination based on a mental or physical disability.
- California Disability Insurance Provisions - a document detailing the Sate of California's Disability Insurance, as part of the State Disability Insurance program.
- California Paid Family Leave - a document outlining the paid family leave program which provides paid leave for employees taking care of a new child or seriously ill family member.
- California Notice to Employees - a form filled in by the employer and signed by the employee when notice is to be given to the employee
[DROPDOWN-OPTION] Connecticut
- Connecticut State Tax Form
- Connecticut Paid Leave - A document outlining the details of the paid leave program for medical and family obligations
- Connecticut Sexual Harassment Notice - A document outlining the right's of the worker against sexual harassment in Connecticut.
- Connecticut Paid Sick Leave - A document outlining the details of the Connecticut paid sick leave program.
- Connecticut Pregnancy Discrimination and Accommodation - A document outlining the details of the discrimination against pregnant employees in the workplace and resonable accomodation for those employees.
[DROPDOWN-OPTION] Delaware
- Delaware State Tax Form
- Delaware Sexual Harassment Notice - A notice outlining the Delaware Discrimination in Employment Act protecting all individuals against discrimination in the workplace based on gender.
- Delaware Pregnant Workers Fairness Act - A document which outlines the Pregnant Worker's Fairness Act which prohibits discrimination based upon pregnancy, childbirth and pregnancy related conditions (including lactation).
[DROPDOWN-OPTION] District of Colombia
- DC State Tax Form
- DC Notice of Hire and Wage Rates - A form to be completed by the employer and signed by the new hire employee to acknowledge employment status and wage rates.
- DC Notice to Employee of Paid Family Leave Law - A document detailing information on paid family leave in the state of Washington DC. This leave includes parental, family, medical and prenatal events.
- DC Public Notice on Paid Family Leave - A public notice to employees and employers stating that employers must by law contribute to the Universal Paid Leave Implementation Fund for their employees.
- DC Protecting Pregnant Workers' Fairness Act - A document outlining the rights of employees during pregnany, childbirth, breastfeeding or a related medical condition.
- DC Temporary Staffing Firms Notice of Hire - A temporary staffing firm shall furnish to each employee at the time of the initial interview or hire a notice that is signed and dated by the temporary staffing firm and the employee.
[DROPDOWN-OPTION] Georgia
- Georgia State Tax Form
[DROPDOWN-OPTION] Hawaii
- Hawaii State Tax Form
[DROPDOWN-OPTION] Illinois
- Illinois State Tax Form
- Illinois Human Rights Pamphlet - A pamphlet outlining the rights of the employee to be free from discrimination and sexual harassment in the workplace.
[DROPDOWN-OPTION] Iowa
- Iowa State Tax Form
- Iowa Harassment Pamphlet - A pamphlet outlining the rights of the employee to be free from harasssment in the workplace.
[DROPDOWN-OPTION] Kentucky
- Kentucky State Tax Form
- Kentucky Equal Employment Opportunity Notice - A document outlining the civil rights of the employee against discrimintation during the hiring process and during employment.
[DROPDOWN-OPTION] Maine
- Maine State Tax Form
- Maine Notification of Harassment Policy - An annual notice sent to employees advising them that harassment and sexual harassment is illegal under state and federal law.
[DROPDOWN-OPTION] Massachusetts
- Massachusetts State Tax Form
- Massachusetts Legal Rights of Domestic Workers - A notice that must be given to domestic workers when hired which advises of legal rights of the domestic worker.
- Massachusetts Employer Notice to 1099 Contract Workers - A notice that employers must provide to their 1099 contract workers which outlines their benefits and how to claim them.
- Massachusetts Family Medical Leave Act (> 25 employees) - A notice to employees, to be filled in by the employer, advising of the contribution rates to the Department of Family and Medical Leave. Where the employer has less than 25 employees.
- Massachusetts Family Medical Leave Rate (> 25 employees) - A notice to employees, to be filled in by the employer, advising of the rights and obligations of the employee when it comes to family and medical leave. Where the employer has less than 25 employees.
- Massachusetts Family Medical Leave Act (< 25 employees) - A notice to employees, to be filled in by the employer, advising of the contribution rates to the Department of Family and Medical Leave. Where the employer has more than 25 employees.
- Massachusetts Family Medical Leave Rate (< 25 employees) - A notice to employees, to be filled in by the employer, advising of the rights and obligations of the employee when it comes to family and medical leave. Where the employer has more than 25 employees.
- Massachusetts Employer Notice (> 25 employees) - A Word document to be completed by the employer and to be sent to employees, advising that the Massachusetts Paid Family and Medical Leave (PFML) law provides most Massachusetts employees the right to paid family and medical leave. Where the employer has less than 25 employees.
- Massachusetts Employer Notice (< 25 employees) - A Word document to be completed by the employer and to be sent to employees, advising that the Massachusetts Paid Family and Medical Leave (PFML) law provides most Massachusetts employees the right to paid family and medical leave. Where the employer has more than 25 employees.
[DROPDOWN-OPTION] Minnesota
- Minnesota State Tax Form
- Minnesota New Hire Employee Notice - A written notice to be provided by the employer and sent to the employee at the start of their employment.
- Minnesota Employer and Personal Records Request - A notice that Minnesota employers are required to provide to employees to allow them to access their personnel record upon written request. A current employee is entitled to review their personnel record once every six months.
- Minnesota Notice to Employees - Minimum Wage Increases - A notice to emplyoees advising them of minimum wage increase as well as details of sick and safe (to address domestic abuse, sexual assault, stalking) time off.
[DROPDOWN-OPTION] Missouri
- Missouri State Tax Form
- Missouri Victims of Domestic Violence or Sexual Assault Leave Time Allowed - A pamphlet to be sent to employees outlining the leave time allowed for victims of domestic and sexual violence.
[DROPDOWN-OPTION] Nevada
- Nevada State Tax Form
- Nevada Employee's Rights and Responsibilities - A pamphlet to be sent to employees created by the Nevada Occupational Safety & Health Act. It outlines the rights and responsiblities of the employee to ensure a safe workplace.
- Nevada Pregnant Workers' Fairness Act - Notice to employees regarding Nevada's pregnant workers' fairness act.
[DROPDOWN-OPTION] New York
- New York State Tax Form
- New York Electronic Monitoring Notice - A notice to employees advising that any electronic usage such as use of a computer, phone, wire etc. may be subject to monitoring at any time by any lawful means.
- New York Employer Information Notice - A notice to employee's advising that employer's must not display, print or place personal employee information into unrestrcited files.
- New York Pay Rate Form - A notice to be completed and signed by employees acknowledging their pay rate and pay day.
- New York Notice of Earned Safe & Sick Time - A notice to employees advising of their right to sick and safe time under the NYC's Earned Safe & Sick Time Act
- New York Notice of Pregnancy Accommodations at Work - A notice to employees advising them that employer's with four or more employees must provide reasonable accomadations to employees related to pregnancy, birth, childcare and related medical conditions.
- New York Sexual Harassment Prevention Notice - A notice to employees advising them that they have a right to a workplace free from sexual harassment.
- New York Stop Sexual Harassment Factsheet - A notice given to employees advising of the NY Stop Sexual Harassment Act.
[DROPDOWN-OPTION] New Jersey
- New Jersey State Tax Form
- New Jersey Earned Sick Leave Rights - A notice to be sent to all new employees advising them of their right to accrue up to 40 hours sick leave per year.
- New Jersey Employer Obligation to Maintain Records - A notice to employees advising them that their employer has the right to maintain records on them including their name, address, birth date and employment details.
- New Jersey Leave Benefits - A notice to employees advising them of their Family Leave Insurance. This includes care for a newborn child or sick family member.
- New Jersey Right to Be Free From Gender Inequality - A notice to employees advising them that they have the right be from from gender-based discrimination and inequality in the workplace.
- New Jersey Whistleblower Act - A notice to employees advising them of protection against retaliation such as being fired, dismissed etc., in the event of whistleblowing.
- New Jersey Paid Sick Leave - A notice to employees advising them of their paid sick leave rights.
[DROPDOWN-OPTION] New Mexico
No documents or forms required.
[DROPDOWN-OPTION] Oklahoma
- Oklahoma State Tax Form
- Oklahoma Prohibition on Discrimination - a notice to be sent to employees advising them that Oklahoma Law prohibits discrimination in employment because of race, color, religion, national origin, disability, age, sex or genetic information.
- Oklahoma Workers' Compensation Notice - a notice to the employer and employees advising that the employer in question has complied with all the rules of the Workers' Compensation Commission.
[DROPDOWN-OPTION] Oregon
- Oregon State Tax Form
- Oregon Workplace Accommodation Notice - A notice to employees advising them that under law, their employer must make reasonable workplace accommodations for known physical and mental disabilities.
- Oregon Workplace Fairness Notice - A written policy sent to employees advising them of the Oregan Workplace Fairness Act. This is procedures and practices to reduce and prevent specific types of unlawful discrimination and sexual assault.
[DROPDOWN-OPTION] Pennsylvania
- Pennsylvania State Tax Form
- Pennsylvania Notice to Employees of Their Rights and Duties - A notice to employees advising them that under law, their employer must make reasonable workplace accommodations for known physical and mental disabilities.
- Pennsylvania Wage Payment and Collection Law - A written policy sent to employees advising them of the Oregan Workplace Fairness Act. This is procedures and practices to reduce and prevent specific types of unlawful discrimination and sexual assault.
[DROPDOWN-OPTION] Rhode Island
- Rhode Island State Tax Form
- Rhode Island Right to Be Free From Discrimination Because of Pregnancy, Childbirth and Related Conditions - a notice to employees advising that they have the right to be free from discrimination for for pregnancy, childbirth, breastfeeding or a related condition.
- Rhode Island Sexual Harassment in the Workplace - a notice of guidelines to be sent to employees advising them of their legal rights against sexual harassment in the workplace.
- Rhode Island Safe and Sick Leave - a notice to employees advising them of their right to sick and safe leave.
- Rhode Island Temporary Disability Allowance - a notice to employees advising them of their right to Temporary Disability Insurance also known as temporary caregiver insurance.
[DROPDOWN-OPTION] South Carolina
- South Carolina State Tax Form
- South Carolina Pregnancy Accommodations Act - a notice to employees advising them of the South Carolina Pregnancy Act. This act requires an employer to try and make reasonable accommodations for employees for pregnancy, childbirth, breastfeeding or a related condition.
- South Carolina Terms of Employment Notice - a notice to be completed and signed by newly hired employees acknowledging their employment terms.
[DROPDOWN-OPTION] Texas
- Texas State Tax Form
- Texas Workers' Compensation Notice - a notice to be completed by employers and signed by employees acknowledging the coverage of workers' compensation.
[DROPDOWN-OPTION] Utah
- Utah State Tax Form
- Utah Pregnancy & Related Conditions - a notice to employees advising them of the Utah Anti-discrimination Act. This act requires an employer to try and make reasonable accommodations for employees for pregnancy, childbirth, breastfeeding or a related condition.
[DROPDOWN-OPTION] Vermont
- Vermont State Tax Form
- Vermont Sexual Harassment Policy - a notice to employees advising them that they have a right to work in a workplace free of sexual harassment.
- Vermont Domestic Violence: A Workplace Issue - a notice to employees with guidelines on security and protection in the workplace, relating to domestic violence.
[DROPDOWN-OPTION] Virginia
- Virgina State Tax Form
- Virgina Earned Income Tax Credit Notice - a notice to employees advising them of the details and requirements to be entitled to the earned income tax credit.
[DROPDOWN-OPTION] Washington
- Washington State Tax Form
- Washington Paid Sick Leave - a notice to employees in the State of Washington advising them of a law that came into place in 2018. These changes requires employers to pay sick leave to their employees and advise of an increase in minimum wage among other things.
- Washington Sexual Harassment Law - a guide to the sexual harassment law for employees in the State of Washington.
[DROPDOWN-OPTION] West Virginia
- West Virginia State Tax Form
- West Virginia Payment and Collections Notifications Requirement - a notice to employers advising them that they must notify their employees at their time of hire of their rate of pay, date of pay and place of payment.
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FAQs
[ACCORDION] How do I see the documents I need to submit?
You will see your Compliance Checklist on your home page. These documents and payroll information are necessary to process your enrollment and payroll.
You can also select the Compliance & Documents tab on your home page to review your required documents. You can begin the process by clicking Start next to the document name.
[ACCORDION] How do I know if I am submitting the correct forms for my state?
The compliance documentation list you see on platform will vary depending on your mailing address. So long as your mailing address corresponds to the state you are residing and working in, you will see the correct forms in your Compliance & Documents tab on your home page.
[ACCORDION] Why do I have to fill out all these documents?
For legal and compliance reasons, you will have to complete and submit all mandatory federal and state documentation required for employee onboarding.
Deel will also require you to submit any state-specific forms that state law dictates are mandatory for employees to complete. These documents will appear in your Compliance & Documents tab.
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