California - New Hire Packet

Instructions
This portal will guide you through the process of completing the following forms:
- Federal I-9
- Federal W4
- California DE4
- Direct Deposit Authorization
Documents that establish both identity and employment authorization will need to be uploaded in accordance with the I-9. A list of approved documents is noted below.
Local Union Name & Number

Employment Eligibility Verification

USCIS Form I-9Department of Homeland Security
Employment Eligibility Verification Department of Homeland Security

U.S. Citizenship and Immigration Services

USCIS

Form I-9

OMB No. 1615-0047

Expires 07/31/2026
Section 1. Employee Information and Attestation (Employees must complete and sign Section 1 of Form I-9 no later than the first day of employment, but not before accepting a job offer.)
Name

Last NameFirst NameMiddle Initial Other Last Name
Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Date of birth

MonthDayYear
Date
Social Security Number (numbers only)
Email
example@example.com
Phone Number

Area CodePhone Number
I am aware that federal law provides for imprisonment and/or fines for false statements, or the use of false documents, in connection with the completion of this form. I attest, under penalty of perjury, that this information, including my selection of the box attesting to my citizenship or immigration status, is true and correct.
Enter USCIS Number or A-Number
If a noncitizen authorized to work please enter work expiration date.

MonthDayYear
Date
A noncitizen authorized to work must provide only one of the following document numbers to complete Form I-9: USCIS A-Number or I-94 admission number or foreign passport number and Country of Issuance.
Alien Registration Number/USCIS Number
Form I-94 Admission Number
Foreign Passport Number
Country of Issuance
Signature of employee

Signature (Stylus or finger)
Today’s date

MonthDayYear
Date
Preparer and/or Translator (Check one)
Preparer or translator signature
Date signed

MonthDayYear
Date
Name of preparer or translator

First NameLast Name
Address of preparer or translator

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Upload a Picture of your List A or B Document to validate your identification (See below for examples)
Upload a Picture of your List C Document to validate your identification (See below for examples)

Name

First NameLast Name
Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Social Security Number
CA Filing Status
1. Use Worksheet A for Regular Withholding allowances. Use other worksheets on the following pages as applicable.
1a. Number of Regular Withholding Allowances (Worksheet A)Enter Allowances
1b. Number of allowances from the Estimated Deductions (Worksheet B, if applicable.) Amount you want witheld
1c. Total Number of Allowances you are claiming
Exemption from Withholding
2. Additional amount, if any, you want withheld each pay period (if employer agrees), (Worksheet C)
OR
3. I claim exemption from withholding for 2026, and I certify I meet both of the conditions for exemption.    (Check box here)
OR
4. I certify under penalty of perjury that I am not subject to California withholding. I meet the conditions set forth under the Service Member Civil Relief Act, as amended by the Military Spouses Residency Relief Act and the Veterans Benefits and Transition Act of 2018.    (Check box here)
Signature
Date

MonthDayYear
Date
PURPOSE: This certificate, DE 4, is for California Personal
Income Tax (PIT) withholding purposes only. The DE 4 is used to
compute the amount of taxes to be withheld from your wages,
by your employer, to accurately reflect your state tax withholding
obligation.
Beginning January 1, 2020, Employee’s Withholding Allowance
Certificate (Form W-4) from the Internal Revenue Service (IRS) will
be used for federal income tax withholding only. You must file the
state form Employee’s Withholding Allowance Certificate (DE 4)
to determine the appropriate California Personal Income Tax (PIT)
withholding.
If you do not provide your employer with a withholding certificate,
the employer must use Single with Zero withholding allowance.
CHECK YOUR WITHHOLDING: After your DE 4 takes effect,
compare the state income tax withheld with your estimated total
annual tax. For state withholding, use the worksheets on this form.
EXEMPTION FROM WITHHOLDING: If you wish to claim
exempt, complete the federal Form W-4 and the state DE 4. You
may claim exempt from withholding California income tax if you
meet both of the following conditions for exemption:
1. You did not owe any federal/state income tax last year, and
2. You do not expect to owe any federal/state income tax this
year. The exemption is good for one year.
If you continue to qualify for the exempt filing status, a new DE 4
designating EXEMPT must be submitted by February 15 each year
to continue your exemption. If you are not having federal/state
income tax withheld this year but expect to have a tax liability
next year, you are required to give your employer a new DE 4 by
December 1.
Member Service Civil Relief Act: Under this act, as provided by the
Military Spouses Residency Relief Act and the Veterans Benefits and
Transition Act of 2018, you may be exempt from California income
tax on your wages if
(i) your spouse is a member of the armed forces present in
California in compliance with military orders;
(ii) you are present in California solely to be with your spouse;
and
(iii) you maintain your domicile in another state.
If you claim exemption under this act, check the box on Line 4.
You may be required to provide proof of exemption upon request.
Do you want to view and fill out/view the CA DE-4 Worksheet for your records?
WORKSHEET B ESTIMATED DEDUCTIONS
Use this worksheet only if you plan to itemize deductions, claim certain adjustments to income, or have a large amount of nonwage income not subject to
withholding.
WORKSHEET C ADDITIONAL TAX WITHHOLDING AND ESTIMATED TAX

Would you like to complete the Direct Deposit Authorization Form?
Direct Deposit Authorization
I would like to:
Bank/ Institution Name:
Routing Number:
Confirm Routing Number:
Both Routing Number fields must match.
Account Number:
Confirm Account Number:
Both Account Number fields must match.
Type of Account:
I authorize Union Payroll Agency, Inc. to email an electronic copy of my paystub to the email address listed below:
Email
example@example.com
I authorize Union Payroll Agency, Inc. (UPA) and the specified financial institution to deposit my net pay into my account each pay date. If funds to which I am not entitled are deposited into my account, I authorize UPA to direct the financial institution to return the funds to UPA. This authorization is to remain in effect until I have filed a new authorization form or until revoked by me in writing.

**I understand Direct Deposit will not take affect until the the next pay date which occurs 10 business days after this form is received by UPA.

Pay day is friday unless contractually obligated otherwise.

Incorrect information and missing information will delay the initial start date of your Direct Deposit.
Signature
Date

MonthDayYear
Should be Empty:

Instructions

Employment Eligibility Verification

Step 2(b) - Multiple Jobs Worksheet

WORKSHEET C ADDITIONAL TAX WITHHOLDING AND ESTIMATED TAX

Direct Deposit Authorization