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 Immigration, Form I-9 and Work Visas section of the Employment Law Manual has been expanded to included recent developments employers should be aware of in order to ensure compliance.
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.
An employer that voluntarily elects to be exempt from the state Administrative Workers' Compensation Act and become a qualified employer under the Oklahoma Employee Injury Benefit Act must provide notification to new hires or current employees at the time of designation as a qualified employer.
Updated to reflect Seattle's new notice and posting requirement under its Fair Chance Employment Ordinance.
In-depth review of the spectrum of Wisconsin employment law requirements HR must follow in respect to new hire paperwork.
In-depth review of the spectrum of Texas employment law requirements HR must follow in respect to new hire paperwork.
In-depth review of the spectrum of Kentucky employment law requirements HR must follow in respect to new hire paperwork.
Updated to reflect amended new hire requirements under Seattle's Wage Theft Prevention and Harmonization Ordinance, effective April 1, 2016.
The New York City Department of Consumer Affairs recently revised its paid sick leave FAQs to clarify several areas of the Earned Sick Time Act (ESTA) and proposed amendments to the ESTA rules.
HR guidance on providing new hire paperwork.