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
A new Washington, DC law bans employers with more than 10 employees from seeking criminal background information about job applicants until after a conditional employment offer has been made.
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.
Washington, DC Mayor Vincent Gray has signed a broad law restricting employer criminal history inquiries during the hiring process. The new law prohibits criminal history questions or background checks until after a conditional job offer has been made. It applies to employers with more than 10 employees.
The Department of Justice (DOJ), Office of Special Counsel, announced in a press release that it has reached a settlement with Culinaire International, a catering and restaurant management company, of claims that Culinaire engaged in citizenship status discrimination during the employment eligibility reverification process.
In-depth review of the spectrum of Illinois employment law requirements HR must follow with respect to new hire paperwork.
A new Massachusetts leave law requires employers with 50 or more employees to provide as many as 15 days off in a 12-month period for reasons related to domestic violence, sexual assault, stalking and kidnapping.
The new law takes effect March 1, 2015, and will apply to employers with 15 or more employees, as well as employment agencies.
An in-depth review of the spectrum of New Hampshire employment law requirements HR must follow in respect to immigration.
New Jersey has become the sixth state to ban criminal history questions on job applications for most private employers. On August 11, Governor Chris Christie signed the Opportunity to Compete Act, which will apply to business with 15 or more employees.
HR guidance on providing new hire paperwork.