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
Updated to reflect forthcoming notice requirements under the state paid sick leave law.
Updated to reflect forthcoming notice requirements under Arizona's paid sick leave law.
The United States Citizenship and Immigration Services (USCIS) has released a revised Form I-9. In addition, employers should expect more stringent enforcement of immigration laws under a Trump administration.
Updated to reflect the publication of the revised Form I-9.
This How To details the steps a prudent employer should take when hiring foreign students.
A new How To details the steps an employer should take when hiring a foreign student.
Updated to reflect new hire requirements for seasonal employers, effective November 1, 2016.
Updated to reflect forthcoming new hire notice requirements under the Seattle Secure Scheduling Ordinance.
Updated to reflect forthcoming new law clarifying prohibited unfair immigration-related practices.
Updated to reflect notice requirements under Montgomery County's Earned Sick and Safe Leave Law, effective October 1, 2016.
HR guidance on providing new hire paperwork.