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
The Employment Law Manual has been updated and new entries have been added to the Legal Timetable to reflect the recent passage of local minimum wage ordinances in Lexington-Fayette County, Kentucky, and El Cerrito, California.
Pittsburgh has delayed implementation of its Paid Sick Days Act from January 11, 2016, to March 11, 2016.
In-depth review of the spectrum of California employment law requirements HR must follow with respect to new hire paperwork.
Elizabeth, New Jersey, has enacted a paid sick leave law that will take effect March 2, 2016.
XpertHR has added a new chart to the Quick Reference tool covering pay statement and pay rate notification requirements by state.
On January 1, 2016, E-Verify must delete transaction records that are more than 10 years old, in accordance with the National Archives and Records Administration's (NARA) retention and disposal schedule. An employer that used E-Verify before December 31, 2005, that wants to keep a record of its case information should download and save the new Historic Records Report by December 31, 2015.
The introduction of federal "Ban the Box" legislation follows that of a host of big cities and some states which already have enacted laws prohibiting employers from asking applicants if they have been convicted of a felony on initial application forms.
The following chart summarizes state requirements regarding pay statements, including the frequency with which an employer must provide them to employees, the information required to be shown on the statements and whether the state permits an employer to deliver pay statements to employees electronically and, if so, under what conditions. The chart also includes information about requirements in California, Maryland, New York and the District of Columbia that an employer provide additional pay rate notices.
This section helps HR professionals comply with federal immigration laws and verification requirements when hiring both US citizens and foreign nationals.
The Employment Law Manual has been updated and new entries have been added to the Legal Timetable to reflect the recent passage of local minimum wage ordinances in Sacramento, California, and Tacoma, Washington.
HR guidance on providing new hire paperwork.