Pennsylvania Guide · Updated 2026
Pennsylvania New-Hire Onboarding Checklist
A Pennsylvania-specific checklist for getting a new hire set up correctly — most of it is federal, but the local taxes and postings are where PA differs.
Forms at hire
Federal Form I-9 (and E-Verify if you use it), federal Form W-4, and the Pennsylvania residency/withholding setup. Pennsylvania has a flat 3.07% state income tax, so you withhold state PIT in addition to federal.
Local Earned Income Tax (the PA wrinkle)
Under Act 32, most municipalities and school districts levy a local Earned Income Tax (EIT)that the employer must withhold based on the employee's residence and work location — including the Philadelphia Wage Tax. Collect a Residency Certification Form and set up the correct EIT remittance.
New-hire reporting
Report each new or rehired employee to the Pennsylvania new-hire reporting program within 20 days of hire.
Required postings
Post the PA Minimum Wage notice, the Abstract of the Equal Pay Law, the Child Labor Law abstract, the Workers' Compensation notice, the Unemployment Compensation poster, and the PHRA equal-opportunity notice — plus the federal posters (FLSA, EEOC, OSHA, FMLA at 50+, USERRA, EPPA, Pay Transparency). In Philadelphia or Pittsburgh, add the local sick-leave and fair-chance notices.
Policies & setup
Provide the handbook (at-will acknowledgment, EEO/anti-harassment with a complaint procedure, any local sick-leave policy, leave and accommodation), set up workers'-comp coverage, and confirm pay-period and payday timing under the Wage Payment & Collection Law.
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