Job Paperwork Project Packet
Career Readiness & Personal Finance Unit: Workplace Onboarding
First Week on the Job: Paperwork Packet
Demystifying Legal, Tax & Benefits Forms for New Employees
Total Score ____ / 50 pts
Employee Name:
Date:
Class / Period:
The Day One Challenge
You landed your first post-graduation job at Apex Innovations! The HR Director handed you a dense folder of legal, tax, and benefits documents due by Friday at 5:00 PM. Before signing legally binding agreements, you must investigate each form's exact legal purpose, governing agency, and deadlines.
1 Part I: What’s the Purpose? Form Investigation
Complete research before filling out paperwork
| Form & Agency | Primary Purpose & Why HR Needs It | Key Documents / Inputs Required |
|---|
| | |
| Form I-9 | | |
USCIS / Homeland Security
Due: Day 3 of Work
|
State legal purpose and employer obligation:
|
Identify List A vs. List B/C documents:
|
|
Form W-4
IRS (Dept. of the Treasury)
Federal Tax Withholding
|
Explain how this affects take-home pay vs. April tax return:
|
Key inputs (Step 2-4 credits/deductions):
|
|
Health & Dental
Employer Benefits Provider
Open Enrollment Window
|
Why enroll immediately? What is premium cost sharing?
|
Key choices (PPO vs HDHP, beneficiaries):
|
|
401(k) Plan
Retirement Plan Administrator
Pre-Tax Wealth Building
|
Explain tax advantages and the concept of "free money":
|
Decisions (% contribution, fund selection):
|
|
Direct Deposit
Company Payroll / Banking System
Automated Clearing House
|
Why is this standard? Benefits over a physical paper check:
|
Required banking details & verification:
|
HR Legal Compliance Rule: Federal law requires Form I-9 verification within 3 business days of first hire. Late filing triggers fines up to $2,789 per violation.
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APEX INNOVATIONS New Hire Onboarding Simulation
Part II & III: Simulation Lab
JT
Employee Persona: Jordan Taylor
Junior Associate • Start Date: October 19, 2026
Base Salary: $52,000 / yr ($2,000 Bi-Weekly)
Tax Status Single, 0 Dependents
401(k) Match 100% up to 5% Gross
Living Situation Rent: $1,150 / mo
Bank Setup Checking + High-Yield
A Case 1: Form I-9 Eligibility Audit
Form I-9 Decision
Jordan opens their wallet on Day 1 and brings the following documents to HR: (1) State Driver's License, (2) Official Social Security Card, (3) College Student ID card, and (4) An Expired U.S. Passport.
1. Which combination should HR accept to satisfy Form I-9?
2. Why can HR NOT accept the expired U.S. passport or college ID?
B Case 2: Form W-4 Withholding Strategy
Tax Strategy
Jordan wants to ensure they do not owe a massive surprise tax bill next April, but also cannot afford excessive paycheck withholding because upfront rent and moving expenses are high.
• What is the trade-off between receiving a $3,000 refund in April vs. having $115 more in each bi-weekly paycheck? Which is financially smarter?
• As a single filer with one job and no dependents, how should Jordan fill out Step 2, Step 3, and Step 4 of the W-4?
C Case 3: Automated Direct Deposit Split
Wealth Building
Apex Payroll allows employees to split their direct deposit into up to two separate bank accounts automatically.
Recommend a split allocation (Percentage or Dollar amount) between Checking and Emergency Savings, and explain the behavioral benefit:
Unit 1: The New Employee Onboarding Protocol Page 2 of 3
APEX INNOVATIONS Benefits Economics & Final HR Verification
Part III & IV: Capstone Calculations
D Case 4: Health Insurance Plan Selection
Benefits Decision
Plan A: Standard PPO $90 / paycheck
- • Annual Premium Cost: $90 × 26 = $2,340/yr
- • Annual Deductible: $600
- • Doctor Visit Copay: $25 fixed
Plan B: HDHP + HSA $35 / paycheck
- • Annual Premium Cost: $35 × 26 = $910/yr
- • Annual Deductible: $2,200
- • HSA Employer Seed Bonus: $500/yr free cash
Jordan is 22, healthy, visits the doctor once a year, and has $2,000 saved. Which plan should Jordan select? Calculate the annual premium difference and justify:
E Case 5: The 401(k) "Free Money" Calculation
Retirement Wealth
Apex offers a 100% dollar-for-dollar company match up to 5% of gross bi-weekly pay ($2,000 gross).
Scenario 1: Jordan contributes 5%
Show calculations:
Jordan's Paycheck Contribution (5% of $2,000): $________
Apex Company Match Added: +$________
Total Annual Saved (× 26 paychecks): $________
Scenario 2: Jordan contributes only 2%
Calculate the financial penalty:
Jordan's Contribution (2% of $2,000): $________
Company Match Received: $________
"Free Money" Forfeited / Lost Annually: -$________
Part IV: First-Week Paperwork Audit & HR Sign-Off
Final Verification
Bank Routing vs. Account #: Verified 9-digit routing number via voided check to prevent lost payroll.
I-9 Statutory Deadline: Original identity and work authorization documents presented in-person by Day 3.
401(k) Match Maxed: Set contribution to at least 5% to capture 100% of employer matching dollars.
Beneficiary Designations: Named primary and secondary beneficiaries on insurance and retirement forms.
Reflection: Why do companies require these forms upfront during Week 1 rather than letting employees handle them after their first 90 days?
Student Signature:
HR Approval Date:
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