# What HR and payroll teams collect from new hires and contractors

Source: https://dokutrak.com/requests/hr-payroll
Author: Arthur Teboul, DokuTrak
Published: 2026-11-11
Language: en-US

> HR and payroll teams collect a W-9 from each contractor, identity documents such as a driver’s license, passport or Social Security card from new hires, a voided check for direct deposit, and a signed contract. Requests go out before the start date. The friction: start dates that arrive before the paperwork, expired IDs, and contractors invoicing before their W-9 is on file.

Onboarding collects the same few documents from every hire: identity and work authorization, tax forms, bank details for direct deposit and a signed agreement. Contractors add a W-9 so year-end 1099s can be filed. When the paperwork is done before day one, the first payroll runs on time.

It stalls when the request goes out late, when a voided check is replaced by a screenshot of a banking app, or when a contractor is paid before a W-9 arrives and the form has to be chased in January. A clear request per document, sent with the offer letter, keeps the first paycheck on schedule.

## Request guides

- [W-9](https://dokutrak.com/requests/hr-payroll/w-9)
- [Driver’s license](https://dokutrak.com/requests/hr-payroll/drivers-license)
- [US passport](https://dokutrak.com/requests/hr-payroll/passport)
- [Social Security card](https://dokutrak.com/requests/hr-payroll/ssn-card)
- [Voided check](https://dokutrak.com/requests/hr-payroll/voided-check)
- [Birth certificate](https://dokutrak.com/requests/hr-payroll/birth-certificate)

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