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 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.
As mandated by the California Department of Department of Industrial Relations, all California employers must provide the time of hire pamphlet to new employees at the time of hire or by the end of the first pay period.
As mandated by the California Employment Development Department, all private California employers that participate in the state disability insurance program must provide DE 2515 to new hires and when notified by employees of their need to take time off of work for certain conditions.
As mandated by the California Employment Development Department, all California employers with employees who contribute to the state disability insurance program must provide the brochure to new hires and when an employee notifies the need to take time off under certain circumstances.
As mandated by the California Department of Fair Employment and Housing, all California employers must distribute the California Sexual Harassment Brochure, DFEH-185 or its equivalent.
As mandated by the California Employment Development Department, all California employers must provide DE 35 to new hires and current employees if their W-4 or DE-4 meets certain conditions.
The IRS has released the 2015 Form W-4, Employee's Withholding Allowance Certificate, which employers use to determine the amount of federal income taxes to withhold from employees' pay.
The District of Columbia passed the Protecting Pregnant Workers Fairness Act of 2014, which requires employers to provide reasonable accommodations to employees whose ability to perform their job is limited by pregnancy, childbirth, a related medical condition or breastfeeding.
In-depth review of the spectrum of District of Columbia employment law requirements HR must follow with respect to new hire paperwork.
An in-depth review of the spectrum of Texas employment law requirements HR must follow in respect to immigration.
HR guidance on providing new hire paperwork.