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 Vermont salary history inquiry law.
Vermont has become the latest state to enact a salary history question ban as Governor Phil Scott has signed a law prohibiting employers from asking such questions. The law aims to reduce the wage gap between men and women.
Updated to reflect new hire notice requirements under the forthcoming state paid sick leave law.
Updated to reflect new hire notice requirements under New Jersey's forthcoming paid sick leave law.
Updated to include forthcoming New York City new hire requirements.
Updated to reflect legal developments regarding Philadelphia's salary history inquiry ordinance.
A federal judge has ruled that Philadelphia's salary history question ban violates the First Amendment, but he also upheld a separate provision that prevents employers from basing hiring decisions on an applicant's prior salary.
As mandated by the Massachusetts Commission Against Discrimination, covered employers may use the Pregnant Workers Fairness Act Guidance to fulfill notice requirements.
Updated to reflect information on court decision regarding Deferred Action for Childhood Arrivals.
Updated to reflect information on a court decision regarding Deferred Action for Childhood Arrivals.
HR guidance on providing new hire paperwork.