Hiring a new employee means completing some extra paperwork. In New York, you’ll have to abide by the Wage Theft Prevention Act, which requires employers to provide written notice of wage rates to each new hire. This ensures wage rates, overtime rates, allowances, and designated pay days are communicated between employer and employee, protecting both parties. The New York Pay Notice must include some basic information including:
- The rate of pay, including overtime pay if applicable
- Payment calculation (if the employee is paid hourly, by shift, by day, by commission, &c)
- The official name of the employer and business
- When the employee should expect regular payment (payday)
- Contact information for the employer’s main office
- Any allowances taken as part of the minimum wage, including tips or meal and lodging deductions
The New York Pay Notice is a basic form that shouldn’t take more than a few minutes to finish, and as of 2014, employers do not need to complete the task annually. Rather, the law requires employers to give written notice to each new hire and retain the original for 6 years.
New York Pay Notice Stipulations
Completing the New York Pay Notice requires employee participation; the new hire must sign and acknowledge the relevant information has been provided. As a result, there are a few stipulations for this form to be completed correctly. The notice must be given in both English and in the employee’s primary language. The New York Department of Labor currently offers translations in Spanish, Chinese, Haitian Creole, Korean, Polish, and Russian. To read the complete rules for the New York Pay Notice, see the New York State Department of Labor website.
New York State also requires a handful of other forms as part of the Wage Theft Prevention Act. Check the Labor Departments Employment Laws and Labor Standards database to see which you may be liable to complete.
How AMS Can Help
The New York Wage Notice is a simple form and requires no math or complete calculations. That said, the form is included in our Forms Filer Plus module, which also supports Federal and various state-specific requirements. This basic but invaluable forms filer allows employers to enter data directly onto an easy to read facsimile of the form.
While we don’t recommend buying the module just to complete the NYS Wage Notice, this is an essential product for small businesses looking to hire new employees. If you’re hiring, you’re likely in the midst of an expansion. Growing your business takes time and energy, but investing in a tax and wage software up front can save a lot of stress down the road.
If you’re interested in purchasing our Forms Filer Plus, you may also want to consider our additional modules. The full catalogue, listed below, is designed to help with all small business accounting needs. If you have any questions, call our Sales and Information team at 800-536-1099.
- W-2/1099 Forms Filer
- Payroll Software
- Software-Generated Forms
- Forms Filer Plus
- E-File Direct
- Affordable Care Act Filer
- 1042-S Filer