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 include whistleblower immunity notice under the federal Defend Trade Secrets Act, effective May 11, 2016.
Updated to reflect new STEM Optical Practical Training extension rules, effective May 10, 2016.
Updated to reflect forthcoming E-Verify requirements.
Updated to reflect Austin, Texas "ban the box" law affecting most private employers, effective April 4, 2016.
Updated to reflect new pay statement requirements in: Seattle, effective April 1, 2016; and Oregon, effective January 1, 2017.
According to US Citizenship and Immigration Services (USCIS), employers should continue to use the current version of Form I-9, Employment Eligibility Verification, even though it expired on March 31, until a new form is finalized and posted for use. USCIS has also announced that it has extended the comment period until April 27, because it has made additional proposed revisions to the form.
Austin will become the first Texas city to restrict the use of criminal history information by private employers in the hiring process. The ordinance will prohibit both criminal history inquiries and criminal background checks until after a covered employer makes a conditional job offer.
Updated to reflect amendments to the applicability and notice requirements of the state pregnancy disability leave law.
HR guidance on providing new hire paperwork.