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 legal developments regarding Philadelphia's wage equity ordinance.
Updated to reflect new hire notice requirements under the Universal Paid Leave Amendment Act of 2016, effective April 7, 2017.
Updated to reflect new hire notice requirements under the District of Columbia's Universal Paid Leave Amendment Act of 2016, effective April 7, 2017.
President Donald J. Trump has signed an Executive Order on Buy American and Hire American, establishing as the policy of the executive branch to promote American business and talent. The Order does not have any immediate impact on existing federal policies or regulations.
Employers that downloaded Form I-9 between November 14 and November 17, 2016, are advised to immediately review any of the forms they used to ensure their employees' Social Security numbers (SSNs) appear correctly in Section 1.
A new resource that guides employers on how to reverify an employee's work authorization has been added.
This How To details the steps an employer should take when reverifying an employee's work authorization.
On April 7, 2017, the US Customs and Immigration Services (USCIS) announced that the congressionally mandated 85,000-visa H-1B cap has been reached for Fiscal Year 2018 (October 1, 2017, through September 30, 2018).
Many states have passed laws that prohibit local governments from adopting, enforcing or administering an ordinance or local resolution on certain issues, such as minimum wage or employee leaves.
HR guidance on providing new hire paperwork.