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 Supreme Court ruling blocking the implementation of the immigration plan for certain undocumented workers.
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.
Updated to include new hire requirements under the state's forthcoming pregnancy accommodations law.
Updated to reflect forthcoming amendment eliminating the state employment verification affirmation requirement.
Updated to reflect a regulatory amendment requiring employees to acknowledge receipt of pay notices.
Updated to include whistleblower immunity notice under the federal Defend Trade Secrets Act, effective May 11, 2016.
Updated to reflect forthcoming E-Verify requirements.
HR guidance on providing new hire paperwork.