This guide will walk you through each step of your W-2 onboarding. The entire process takes about 15-20 minutes to complete. You'll need to have certain documents ready (we'll tell you which ones), and you'll need someone over 18 to help you with one step.
What you'll need:
Identity documents (Driver's License or Passport)
Work authorization documents (Social Security Card or Birth Certificate)
Bank account information (for direct deposit)
Someone 18 or older who can be physically present with you (family, friend, roommate, neighbor - anyone!)
Tracking Your Progress
You can check your onboarding status anytime in the Traba app. Look for the badge next to your name to see which steps are complete and which are in progress.
Step 1: Personal Information
What you'll do: Enter your Social Security Number, address, bank information, and upload a photo.
Common Issues & Solutions
Issue | How to Fix It |
"Invalid address" error | Your address needs to be verified by USPS. Double-check the spelling and format. If you believe your address is correct, contact support with proof of delivery (like a utility bill) and we can manually verify it. |
SSN rejected | Re-enter your SSN carefully. It must be 9 digits with no dashes or spaces. |
Profile photo rejected | Your photo must show your face clearly, be recent, not include other people, and have good lighting. Try taking it in a well-lit room. |
Bank info not accepted | Check your routing and account numbers from a check or bank statement. Your routing number should be 9 digits. |
Step 2: Tax Forms
What you'll do: Complete federal (W-4) and state tax forms.
Important: We cannot give tax advice. If you're unsure how to answer any questions, click the "Get help" button in the top right corner for FAQs, or consult a tax advisor.
Common Issues & Solutions
Issue | How to Fix It |
I don't know how to answer these questions | Click the "Get help" button in the top right corner for FAQs. If you're still unsure, we recommend consulting a tax advisor. We cannot provide tax advice. |
Can't proceed to the next step | Make sure you've completed all required fields. Filing status and county of residence are required. |
Step 3: Work Authorization (I-9)
This is the most important step. The I-9 form verifies that you're authorized to work in the United States. It's required by federal law.
What you'll do:
Upload photos of your identity and work authorization documents
Have someone 18 or older review your documents in person
Which Documents Do I Need?
You have two options:
Option 1: One document from List A (proves both identity AND work authorization)
U.S. Passport or U.S. Passport Card
Permanent Resident Card (Green Card)
Employment Authorization Document (EAD)
Option 2: One from List B + One from List C
List B (Identity):
Driver's License
State ID card
List C (Work Authorization):
Social Security Card (without work restrictions)
Birth Certificate (original or certified copy)
Most Common Combinations:
If you are... | Option 1 | Option 2 |
U.S. Citizen | U.S. Passport | Driver's License + Social Security Card or Birth Certificate |
Permanent Resident | Green Card | Driver's License + Unrestricted Social Security Card |
Authorized to work (non-citizen) | Employment Authorization Document (EAD) | Driver's License + Work authorization document |
Important: All documents must be unexpired. Receipts for replacement documents are NOT accepted.
Document Upload Issues
Issue | How to Fix It |
Document won't upload | Make sure your photo is clear, in focus, and shows the entire document. Use good lighting and hold your phone steady. For old or slightly damaged documents that are still valid: try uploading 3 times in a row - on the third attempt, the system will let you enter information manually. |
I have a receipt for a replacement document | Receipts are NOT accepted in our system. You must use a different document type from the lists above. For example, if you're waiting for a replacement Social Security Card, use your Birth Certificate instead (with your Driver's License). |
I made a typo in my name, SSN, or date of birth | Contact support immediately. You cannot fix this yourself - our team needs to correct it in the system. |
Authorized Representative
The Person Who Reviews Your Documents.
After you upload your documents, you'll need someone to review them in person. This is called an "Authorized Representative."
Who can be your Authorized Representative?
Anyone 18 or older
Family member, friend, roommate, neighbor, coworker
No special credentials or qualifications needed!
Important Requirements:
Must be PHYSICALLY PRESENT with you at the same location
Both of you need to share your location when completing this step
The link expires in 10 minutes, so make sure they're ready before you send it
Authorized Representative Issues
Issue | How to Fix It |
I don't have anyone to review my documents | The person can be ANYONE 18 or older - a family member, friend, roommate, neighbor, or coworker. They don't need any special qualifications. Ask around - you probably know someone who can help! |
My representative never received the text | In the Traba app: Go to Work Status → Click "Action Required: Please click here" → Choose either "Send Text Message" (to resend) or "Click here if you need to choose a different person and start over" |
The link expired | Same solution as above - you can resend the link or choose a different person. Make sure they're ready to complete it right away this time! |
My representative lives far away | Unfortunately, this cannot be done remotely. The representative must be PHYSICALLY PRESENT at the same location as you. You'll need to find someone local who can help. |
Location sharing isn't working | Both you and your representative need to enable location sharing on your phones. Check your phone's location permissions settings. If it still doesn't work, try a different browser or device. |
Step 4: Background Check
What you'll do: Complete a background check through Labor That Works. This is the same process as the 1099 background check if you've done one before.
Note: If you already completed a background check as a 1099 worker and it came back CLEAR, we may be able to reuse it for your W-2 onboarding. Our team will reach out to you if this applies.
Step 5: Sign Paperwork
What you'll do: Sign employment documents electronically via DocuSign.
You'll sign the following documents:
Claims Process
Employee Handbook
Invention Agreement
Offer Letter
Arbitration Agreement
New Jersey workers: You'll also sign the Safety Handbook and Temp Worker Bill of Rights.
When Can I Start Working?
You can be added to shifts once BOTH of these are complete:
Background check comes back CLEAR
E-Verify (automatic after I-9 completion) comes back SUCCESS
I-9 Waiver: If you need to start working immediately, we can apply a 3-day waiver. This allows you to work for 3 days while we wait for your I-9/E-Verify to complete. Contact support if you need this option.
Still Need Help?
If you're experiencing issues not covered in this guide, please contact Traba support. We're here to help you get onboarded smoothly!
Quick Tips for Success:
Have all your documents ready before you start
Make sure someone 18+ is available to help with the I-9 step
Take clear, well-lit photos of your documents
Double-check all information before submitting
Complete the entire process in one sitting if possible (15-20 minutes)