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
Effective June 1, Ohio will remove criminal history questions from state job applications that prospective employees are asked to check off if they have ever been convicted of a crime. In doing so, Ohio becomes the 17th state with at least some form of a "ban the box" policy.
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.
myE-Verify, a free, web-based service for workers and job seekers provided by US Citizenship and Immigration Services (USCIS), is now available nationwide after an initial roll-out to five states. USCIS has also expanded compliance activities targeting employers.
An employer operating in Seattle must provide written employment information to nonexempt employees at the time of hire and within one pay period prior to any change in employment.
Vermont has become the 16th state to ban at least some employers from asking criminal history questions on job applications after Governor Peter Shumlin signed an executive order on April 21.
This new chart contains information regarding state-specific notice requirements, including helpful links to the relevant notices in the Policies and Documents Tool.
A California employer should ensure compliance with state requirements for workplace notices. This chart contains information regarding California-specific notice requirements.
Georgia and Virginia have become the first two southern states to enact "ban the box" laws to remove criminal history questions from state job applications. Several XpertHR sections have been updated to reflect these developments.
In-depth review of the spectrum of Virginia employment law requirements HR must follow with respect to interviewing and selecting job candidates.
Conditional reinstatement is a remedy available to undocumented workers who were terminated for participating in protected labor activities, according to a new ruling from the National Labor Relations Board.
HR guidance on providing new hire paperwork.