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
After a series of proposed improvements to and public comment periods on Form I-9, Employment Eligibility Verification, the Office of Management and Budget has approved a revised version of the form, which should be published by November 22. In the meantime, employers may continue using the current form until January 21, 2017. After that date, all prior versions of the form will be invalid.
Updated to reflect information regarding the forthcoming revised Form I-9 and its instructions.
Updated to reflect information regarding the forthcoming revised Form I-9 and instructions.
Updated to reflect amended new hire requirements under the City of San Diego Earned Sick Leave and Minimum Wage Ordinance, effective September 2, 2016.
Updated to reflect amendment eliminating the state employment verification affirmation requirement, effective August 10, 2016.
Updated to reflect new hire requirements in the forthcoming Chicago paid sick leave law.
Updated to include new hire requirements under the state's pregnancy accommodations law, effective August 10, 2016.
Updated to include new hire requirements under Colorado's pregnancy accommodations law, effective August 10, 2016.
Updated to reflect notice requirements under New York City's commuter benefits law, enforced as of July 1, 2016.
HR guidance on providing new hire paperwork.