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
Illinois will become the fifth state to prohibit most private employers from asking criminal history questions on job applications. The Job Opportunities for Qualified Applicants Act will take effect January 1, 2015 and applies to employers with 15 or more employees.
Illinois is the fifth state to enact a law banning most private employers from asking criminal history questions on job applications.
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The B-1, or business visitor, visa for foreign nationals seeking to visit the US to participate in business-related activities, may be a viable alternative to the H-1B visa for certain employers. An employer may use this checklist to determine whether an employee is qualified for a B-1 visa.
The B-1 visa may be a viable alternative to the H-1B or L-1 visa if a company needs to bring an international employee to the US on a short term basis. An employer may use this checklist to determine whether an employee is eligible for a B-1 visa.
HR guidance on providing new hire paperwork.