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: Onboarding and orientation begins prior to the employee's first day of employment. First impressions are important to a new hire. Therefore, employers should compile all of the new hire forms prior to the individual's start date to demonstrate to the employee that the employer is committed to the creation of a long lasting employment relationship. To the extent possible, many employers will send necessary paperwork by email in advance to a new hire to ease the process. Also, by having a new hire orientation packet, employees can spend less time figuring out where everything is located and begin performing the job they were hired to do.
Author: Melissa A. Silver, JD, Legal Editor
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