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
Employers that hope to hire foreign workers under the H-1B program should prepare to file as close to April 2 as possible. In recent years, US Citizenship and Immigration Services (USCIS) has reached its limit on H-1B visas within five days.
Updated to reflect forthcoming Washington state and Kansas City 'ban the box' laws.
Updated to reflect forthcoming Washington 'ban the box' ordinance.
Effective June 6, 2018, Washington employers may not ask about arrests or convictions - or receive information through a criminal background check - before a job applicant is deemed otherwise qualified for a position.
Updated to reflect increase in immigration-related penalties, effective January 29, 2018.
Updated to reflect travel restrictions for certain foreign nationals.
Updated to include the Maryland Healthy Working Families Act, effective February 11, 2018.
Updated to reflect information on court decision regarding Deferred Action for Childhood Arrivals.
HR guidance on providing new hire paperwork.