How Ag Employers Can Prepare for the Arrival of New H-2A Workers
Onboarding tips for mutual success
U.S. farms and ag businesses depend on the H-2A program for reliable, skilled foreign ag workers to fill an increasingly large farm labor gap. You’ve secured your Temporary Labor Certification and hired foreign H-2A workers with the skills you need. But how well equipped are you to effectively set your new H-2A employees up for success from day one?
The old adage, “Failure to plan is planning to fail”, certainly applies when it comes to starting new H-2A employees off on the right foot. This blog is designed to give agricultural employers a helpful roadmap for preparing for the arrival of new H-2A employees and effectively onboarding them to help ensure a smooth transition, maintain compliance, and maximize productivity while minimizing risk and issues throughout the season.
Steps to take before your H-2A employees arrive
There are many things you can, and should, do before your H-2A employees even step foot on U.S. soil. Many ag employers already have domestic employees, which means many of the basic HR essentials may already be in place. But these established processes and procedures may need some tweaking to ensure they meet H-2A compliance requirements.
Here are the steps we recommend new H-2A employers take before their new H-2A employees arrive:
Take a final walk through the provided housing to ensure everything is clean, in good working order, required posters are displayed, and it’s 100% compliant (even after inspection)
Ensure vehicles have a full gas tank and are in good working order
If you’re providing daily meals, ensure everything is in place to start as soon as H-2A employees arrive
Map out daily transportation routes to and from your worksite as well as the local stores, banks, and laundry facilities
Prepare a safety plan that includes:
What safety gear is provided
A heat illness prevention plan, including how they should stay hydrated throughout the day
Location of the nearest clinics or emergency services
Make sure you have a reliable time tracking system in place
Be sure you have a reliable payroll system in place, including an H-2A compliance-ready pay stub template. USA Farm Labor provides all clients with a pay stub template that meets all H-2A compliance requirements.
Learn more about USA Farm Labor’s partnerships for payroll and compliance
Prepare your crew leaders by ensuring they know and understand the rules and expectations around:
Their role in maintaining H-2A compliance, worker morale, productivity, and safety
Worker communication dos and don’ts
Daily expectations before, during, and after each workday
How to handle conflict resolution
If you don’t already have one, create an Employee Handbook (see section below)
If you don’t already have, create Employee Conduct Guidelines (see section below)
Create an Onboarding Plan complete with activities and timeframes (see section below)
Download, print, and organize all necessary forms and checklists:
Job Order/ETA-790 (in our database)
Work schedule
Emergency contact information
I-9 (required for all employees working in the U.S.)
W-4 (if they requested you withhold Federal taxes—see tax section below)
Housing checklist (USA Farm Labor provides to all clients)
What to do as soon as your H-2A employees arrive
No doubt your new H-2A employees will be tired after their long travel to the U.S. The best way to make use of this time without overwhelming them is by handling a few essential details that provide the necessary foundation for compliance, payroll, taxes, and transportation.
Immediately upon worker arrival you should:
Help each worker obtain a Social Security card. This is necessary for them to report their wages.
Help each worker obtain a Driver’s License or CDL (if applicable and required for the job)
Help each worker set up a bank account to facilitate reimbursement and wage payments
Provide transportation for workers to get an initial stock of groceries and supplies
Make a copy of each worker’s Passport and Visa, as well as his/her Driver’s License and Social Security Card, and promptly return original documents to the worker. Don’t keep the originals longer than it takes to make a copy.
Have each worker complete an I-9 tax form and file it (see I-9 section below)
Ensure each worker understands his/her tax obligation (see tax section below)
Discuss whether or not they want you to withhold anything. If so, have them complete a W-4 Employee Withholding Certificate for Federal Income Tax.
Provide workers with a means of communication—either by giving them a cellphone or paying them a stipend for a basic phone plan
Recent I-9 update
According to the National Council of Agricultural Employers’ (NCAE) call on April 14, 2026, the Department of Homeland Security (DHS) is no longer allowing minor I-9 errors to be corrected during audits. This includes even administrative errors, such as incorrect dates, improper signatures, and using incorrect form versions. All violations, regardless of severity, now trigger fines without the opportunity to correct. Penalties escalate based on the number of violations identified. We recommend that H-2A employers conduct proactive internal I-9 audits immediately and correct any errors before any audit is initiated, otherwise liability is unavoidable.
Social Security Number (SSN) requirements
To get a Social Security Number, H-2A employees must visit a local Social Security office, fill out the applicable form (usually an SS-5), and present the following documents:
Birth certificate
Passport
I-94 information (proof of legal entry into the U.S.), I-94 records can be found here
A Driver’s License from their home country (or another applicable form of ID)
Proof of employment (signed Job Order/ETA-790)
Visa or Approval Notice from the USCIS (I-797A)
Workers may work and be paid while waiting for an SSN. If they have applied but haven’t yet received their number, write ‘Applied For’ in the SSN box on a paper W-2, or enter all zeros on an electronic W-2. Once the SSN is issued, file a W-2C to correct the number.
Driver’s License requirements
The Driver’s License requirements and process vary by state but, in general, workers will need to take a driver’s test and present the following documents:
Passport
I-94 information
A Driver’s License from their home country
Proof of employment (e.g., a signed Job Order/ETA-790)
Visa or Approval Notice from the USCIS (I-797A)
A Social Security Number
What you and your H-2A employees need to know about taxes
In a nutshell, here’s a summary of both the federal and state tax implications for H-2A employees:
Federal taxes
H-2A employees are exempt from:
Social Security tax
Medicare tax
Federal income tax withholding
Federal unemployment tax (FUTA)
H-2A employees aren’t eligible to participate in Social Security or Medicare, even voluntarily
Exemption from withholding is not exemption from the tax itself. H-2A wages are still subject to U.S. federal income tax.
State and local taxes
Each state has its own rules. Few fully mirror federal law.
In many states:
State income tax withholding is required even though federal withholding is not
Some states have additional mandatory deductions, for example:
California State Disability Insurance (SDI)
Oregon transit tax, paid family leave, etc.
Local income or school district taxes in some states
State unemployment tax:
Federal FUTA exemption does not automatically exempt workers from state unemployment contributions
Here are a few tax best practices for H-2A employers suggested by Bob Wonderley, an H-2A tax specialist, at the NCAE Ag Forum in December 2025:
To help new H-2A workers—Consider having them make a small estimated tax payment ($50 – $100) early in the year. This forces the IRS to create an Individual Master File (IMF) account to help ensure W-2s and the income tax return match, reducing identity-fraud flags and refund delays.
To help returning workers—Incorporate Form 4868 extensions into onboarding:
If they arrive before April 15, file an extension before
If they arrive after April 15 but before June 15, you can still file an extension if you mark ‘taxpayer was out of the country on April 15’. Include Form 4868 in your standard arrival packet.
Be aware that extensions protect against late filing penalties but not against late payment penalties if tax is due
Educate workers on taxes during orientation:
Explain they must file returns and may owe tax even though federal withholding is optional
Explain penalties for late and not filing:
Late filing penalty: 5% of tax owed for each month or part of month late, up to 25%
Late payment penalty: 0.5% per month, up to 50 % of tax owed
Penalties stack with interest on both tax and penalty
Failure to file may result in financial penalties that include interest, fines up to 25% of unpaid taxes and forfeiting tax refunds. It may also affect future visa applications.
What to do within the first pay period
All reimbursements you’re required to make as an H-2A employer must be paid within the first pay period. This is according to the Farm Labor Standards Act (FLSA) regulation, which is separate from and stricter than the Department of Labor’s (DOL) regulation. H-2A employers fall under the FLSA. In accordance with FLSA regulations, all travel and subsistence reimbursements must be paid to each worker within the first pay period. Doing otherwise is considered a de facto deduction and may bring a worker’s pay below the Federal Minimum Wage, which is a serious violation that could result in fines.
H-2A employers are required to reimburse H-2A employees for:
Consulate fees—This includes any consulate fees they incur while getting their visa
Travel and subsistence costs—This includes all travel expenses (the most economical option) as well as all subsistence costs (meals, lodging) incurred while traveling, both to the U.S. as well as to and from the consulate. The minimum daily meal allowance without receipts is $16.78, maximum is $68 with receipts. If a worker spends two days traveling to the U.S., the H-2A employer must reimburse two days of subsistence costs. Be advised these rates change every year.
Other fees—Ask workers if they paid any fees of any kind to any recruitment agency. Have them sign and date a form that specifies yes or no, to whom, and how much. USA Farm Labor provides all clients with a worker arrival form that covers them on this point. If workers report having to pay any fees. USA Farm Labor will notify the proper agencies.
Recommended onboarding roadmap for new H-2A employees
Providing structured, consistent, and comprehensive onboarding for your H-2A employees sets the tone for your entire season. This isn’t the time to wing it. Your onboarding plan can make or break your profitability throughout the season.
Recommended goals for your first week with new H-2A employees include:
Building trust and familiarity
Providing clarity around rules and expectations to minimize confusion and/or misunderstandings
Reassuring them with a clear support plan that provides a gradual ramp-up in their productivity
A few onboarding best practices include:
Repeat key information multiple times
Be patient, consistent practice leads to productivity
Document everything (hours, training, issues)
The following Onboarding Roadmap is designed with the above goals in mind.
Day 1—Settling in
Make them feel welcome
Assign housing and perform a housing walkthrough (see housing checklist tips below). USA Farm Labor provides all clients with a housing checklist that meets all H-2A compliance requirements.
Provide a simple welcome packet that includes an overview of your farm, key contacts, basic rules of conduct, and an Employee Handbook (see sections below)
Have them review, sign and date the approved Job Order/ETA-790, giving them a copy
Provide food or transport them to the grocery store to provision for meals the first week
Take them on a tour of the farm and worksite(s) to help them get acquainted with operations
Give them time to rest and recharge after travel
Day 2—Dive into compliance, pay, and taxes
Discuss overall job duties and:
The importance of adherence to the Job Order/ETA-790
Work schedules
Expectations and specific rules of conduct (e.g. attendance, on-the-job behavior)
Explain important pay details:
Hourly rate (AEWR or higher)
Pay schedule
Taxes (see above section)
Deductions (if any)
Reimbursements
Provide safety training that includes equipment basics, heat illness prevention, and emergency procedures
Day 3—Ease into job duties and set expectations
Start with a 10 – 15 minute tailgate meeting at the worksite before the day begins. These short, informal daily talks help foster open communication, reinforce quality standards, prevent injuries, identify potential hazards, and ensure compliance.
Introduce basic tasks at a moderate pace
Provide supervised time to learn how to use the vehicles and equipment
Pair new workers with experienced workers or crew leaders
Monitor new H-2A employee performance for understanding, technique, and safety compliance
Day 4—Build skills while working toward quality and efficiency
Continue training on core tasks
Demonstrate what good quality looks like
Begin tracking productivity
Provide feedback throughout the day
Day 5—Establish structure, consistency, and a feedback loop
Execute a full workday with a standard schedule
Assign workers to consistent crews
Introduce clear productivity expectations and targets
Check in at the end of the day regarding what’s going well and areas for improvement
Day 6—Lean into productivity and accountability
Maintain normal operations
Track output closely
Address performance gaps early
Reinforce safety and quality standards
Don’t forget to acknowledge good performance
Day 7—Review and improve
Hold group or individual check-ins to answer questions and address concerns
Review performance, attendance, and crew dynamics
Identify top performers and struggling workers
Set expectations for Week 2
Helpful tips for creating your foundational H-2A employee documents
Housing Checklist
If you own the housing provided, you’ll want to conduct a room-by-room walk-through with your H-2A employees and document the condition of facilities and spaces throughout the house, including:
Living room, kitchen, bedrooms, bathrooms (inspecting everything from flooring, doors, and windows to plumbing and light fixtures)
Appliances
Sanitation
Safety (smoke alarms, fire extinguisher, first aid kit)
Both you and the H-2A employee(s) should sign off on the report/ checklist. USA Farm Labor provides all clients with a comprehensive, compliance-ready housing checklist.
Employee Handbook
You most likely already have an Employee Handbook for your U.S. employees that outlines:
Workplace rules and regulations
Work hours and breaks
Attendance expectations
What to do if sick and unable to work
Conduct guidelines (may be a separate document, see section below)
Safety tips that include details around safety equipment provided and heat illness prevention/staying hydrated
Opportunities for communication that include daily tailgates, weekly check-ins, and several options for expressing concerns
Contacts for questions, issues, and emergencies
Disciplinary steps in the event that activities and/or performance deviate from expected guidelines and standards
A few additions you may want to add to specifically address H-2A employees and H-2A compliance requirements include:
Clear rules for vehicle use
A schedule for weekly trips for groceries, banking, and laundry (if applicable)
A brief section outlining expectations that consider adjusting to a new country, culture, environment, and employer
Add the locations of the nearest medical clinics and emergency services (since they’re unfamiliar with the area)
Make sure H-2A employees review the handbook and sign off that they’ve read and understand the details.
H-2A Employee Conduct Guidelines
Conduct Guidelines may be a separate document or part of the Employee Handbook. These guidelines provide H-2A workers with your expectations around both on- and off-the-clock behavior to help avoid miscommunications and head off issues throughout the season.
Here are some important guidelines to consider:
Conduct yourself professionally with integrity and respect
Make safety a top priority
Abide by all applicable federal and state laws
Pay taxes on time
Keep accurate records of hours worked
No drinking and driving, no illegal drugs, smoking only in designated areas (not in housing)
Keep housing and facilities clean and in good condition
Cell phone use during work hours
Preferred language to speak
No foul language
Guests require permission
Preparation helps ensure you and your H-2A employees have a successful season
Being prepared, establishing a strong foundation with solid onboarding, and comprehensive crew leader training all contribute to having a successful season with:
Faster productivity ramp-up
Fewer worker issues
Lower compliance risk
Stronger worker retention
USA Farm Labor supports you and your workers all season long
We remind our clients that their H-2A employees have traveled to a foreign country, thousands of miles away from their families, to work for their farm or ag business. We recommend they treat H-2A employees just as they’d want their son or daughter to be treated if they were in the same position.
That’s why, when you partner with USA Farm Labor for your H-2A workforce solution, you're assigned a dedicated Worker Placement Coordinator (WPC) who helps you prepare for your worker's arrival. But the support doesn’t stop there. Throughout your entire season, your WPC is just a phone call, text, or email away to ensure a smooth transition and onboarding period, assist with any questions or concerns you or your workers have, as well as help you resolve issues and conflicts.
