Hiring in Florida: An 8-Step Blueprint for Firms in the Construction Industry | Step 7: Final Compliance: Drug Testing and Employment Documentation

Step 7: Final Compliance: Drug Testing and Employment Documentation 

After Hiring and Before Starting Work

Hiring the right person is a big win. But before they step onto the job site, you need to take care of a few important details: drug testing and paperwork.

Pre-employment drug testing happens after you make a conditional job offer. It’s the most common type of test, and applicants agree to it as part of the hiring process.

New hires must sign a consent form before testing and have five days to contest a positive result. If they fail, you’re not required to hire them.

Why Drug Testing Matters

Drug testing isn’t just a box to check; it protects your business. The U.S. Department of Justice reports:

• Drug abuse is linked to 50% of workplace accidents.

• Up to 40% of employee theft involves substance abuse.

  
  

A drug-free workplace means fewer accidents, safer crews, and lower risk overall.

Bonus for Florida employers: The Florida Drug-Free Workplace Premium Credit Program is a voluntary initiative that allows employers to receive a 5% discount on their workers’ compensation insurance and there’s no minimum employee count required to participate. 

Participating in Florida’s Drug-Free Workplace Program can lead to fewer workplace accidents and injuries, resulting in fewer workers’ compensation claims and lower overall costs. If your company wants to participate in the Florida Drug-Free Workplace Program, Check out the Employer’s Guide to a Drug-free Workplace.

Florida Testing Rules You Need to Know

• New hires must sign a consent form before testing

• Tests must be done through certified labs.

• Applicants can contest positive results within five working days.

• Never act on an initial positive without a confirmation test.

• Keep all results confidential, privacy matters.

These rules keep testing fair and protect everyone’s rights. For details, check the Florida Employer’s Guide to a Drug-Free Workplace. 

Skipping drug testing might speed up hiring, but it can lead to accidents, theft, or costly mistakes. The risk isn’t worth it.

Once the Drug Test Is Passed: Handle the Paperwork

Day one can feel overwhelming for new hires. Make it easier by preparing a New Hire Packet ahead of time. This saves you from printing forms or chasing details during the first day.

What to Include in Your New Hire Packet

Every Florida employee must complete a few legal forms:

 Form I-9: Verifies identity and work eligibility. It must be completed within three business days of the start date.

Payroll Forms: Include direct deposit info and Form W-4 for federal tax withholding. Submit the W-4 form to the IRS by the first payroll period ending after 30 days from receipt.

Benefits Enrollment Forms: If you offer health insurance, retirement plans, or life insurance.

Notice to Employees of Coverage Options: If you don’t offer health insurance, you must provide this ACA notice within 14 days of the start date.

Emergency Contact Form: To inform the employer of the employee's emergency contact information.

Employee Handbook and Employee Handbook Acknowledgement: If your company has one, ensure that the employee understands and agrees to the company's policies and procedures.

Provide a Welcome Packet: Besides the required tax forms, include details about your company’s mission and values, safety procedures, and a simple outline of what the new hire should expect on their first day.

As the employer, there are additional steps to complete

New Hire Report: Report new employees to the Florida Department of Revenue under PRWORA (Personal Responsibility and Work Opportunity Reconciliation Act) within 20 days of the start date to support child support enforcement and prevent unemployment or workers’ compensation fraud.

E-Verify: may only be used after an individual has been hired and completed Form I-9.

Florida companies with 25 or more employees are required to use E-Verify to confirm the employment eligibility of newly hired employees, although companies with fewer employees are welcome to use the system.

Public employers and contractors must use it regardless of size.

E-Verify must be completed within three business days of the start date, and employers must also retain proof of E-Verify verification for at least three years from the date of hire.

Step 7 wraps up the compliance side of hiring, drug testing and documentation are complete, and your new hire is officially ready to go.

Now it’s time to move from paperwork to people.

Step 8 is all about Onboarding for Success: Orientation Essentials, where you set the tone, share your culture, and help them hit the ground running. Let’s make that first impression count!