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 law regarding salary history inquiries.
Updated to reflect new hire requirements under the San Leandro's Minimum Wage Ordinance and the Milpitas Minimum Wage Ordinance, effective July 1, 2017 and the Victims of Domestic Violence Employment Leave Act.
Updated to reflect notice requirements under the state domestic violence leave law.
As mandated by the California Division of Labor Standards Enforcement, California employers with 25 or more employees must distribute the notice to new hires and upon an employee's request.
This podcast examines what employers need to do to prepare for increased Form I-9 audits and stepped-up immigration enforcement with attorney Christopher Thomas, who heads the immigration compliance group for Ogletree Deakins.
Updated to reflect a new pay statement requirement in Chicago, Illinois, effective July 1, 2017.
Updated to reflect notice requirements under the Pregnant Workers' Fairness Act, effective June 2, 2017.
Updated to reflect notice requirements under the Nevada Pregnant Workers' Fairness Act, effective June 2, 2017.
HR guidance on providing new hire paperwork.