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
President Obama's November 20 executive orders could allow as many as five million undocumented immigrants to remain in the US if they meet certain conditions. Ogletree Deakins attorney Charles Gillman calls these actions "a positive change that could help US employers," but says the "devil will be in the details."
In-depth review of the spectrum of New York employment law requirements HR must follow with respect to interviewing and selecting job candidates.
In-depth review of the spectrum of Delaware employment law requirements HR must follow with respect to interviewing and selecting job candidates.
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.
California passed a paid sick leave law, effective July 1, 2015.
In-depth review of the spectrum of California employment law requirements HR must follow with respect to new hire paperwork.
An in-depth review of the spectrum of California employment law requirements HR must follow in respect to immigration.
Employers seeking to establish uniform policies and practices regarding the Form I-9 process and to provide evidence of compliance in the event of a government audit should consider including this model policy statement in their handbook.
Information relating to the revised form for Colorado employers to complete affirming the legal work status of new hires has been added.
This briefing for supervisors examines the law and best practices for completing, correcting and retaining the Form I-9.
HR guidance on providing new hire paperwork.