Overview: New hire paperwork includes mandatory federal and state forms, such as Form I-9, as well as documents specific to the employer. Employers should have a new hire paperwork checklist to ensure they have all required documents prior to or on the employee's first day of work.
Employers may also require employees to complete additional forms, such as a payroll direct deposit authorization form, benefit enrollment forms, and an employee personal data form. Employer specific documents and forms are also usually given to an employee on or shortly after his or her first day of work. These documents can include employee handbooks and policies.
Employers may consider creating a new hire orientation packet as a one-stop shop for all the documents a new hire is required to complete. It could also include documents to assist a new hire, such as a map of the workplace, an organizational chart, and a list of contacts, including HR and the new hire's supervisor. These documents will assist employees in adapting to their new work environment.
Trends: Many states and municipalities have enacted laws ranging from paid sick leave to discrimination to worker's compensation, that require affected employers to provide new hires with a written notification of their rights under these laws. These written notifications may need to be provided in a language other than English. Many government agencies are creating model notices for employers to distribute to new employees.
Author: Melissa A. Silver, JD, Legal Editor
Updated to reflect forthcoming increase in immigration-related penalties.
Updated to reflect forthcoming Connecticut 'ban the box' law applying to any employer.
Updated to reflect a forthcoming ban on criminal history questions on an initial job application.
Many states have new hire paperwork requirements. This chart details new hire paperwork and notice-related requirements in all 50 states.
A Quick Reference chart contains information regarding new hire paperwork and notice requirements for each state.
Updated to reflect forthcoming new hire requirements for seasonal employers.
Connecticut has become the ninth state to pass a law banning private employers from asking criminal history questions on job applications. Effective January 1, 2017, Connecticut employers will not be able to ask prospective employees about prior arrests, criminal charges or convictions on an initial application.
HR guidance on providing new hire paperwork.