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 new hire notice requirements under the forthcoming Bernalillo County Employee Wellness Act.
Updated to reflect Petaluma new hire notice requirements, effective September 12, 2019.
Updated to include new hire notice provisions in the forthcoming Minneapolis Wage Theft Prevention Ordinance.
Updated to include Colorado "ban the box" law for larger employers, effective September 1, 2019.
Updated to include Alabama law regarding wage history inquiries, effective September 1, 2019.
XpertHR has added job applications for California, Florida, Illinois, New York and Texas.
This job application may be used by an employer when seeking candidates for employment in California.
This job application may be used by an employer when seeking candidates for employment in Florida.
This job application may be used by an employer when seeking candidates for employment in Illinois.
HR guidance on providing new hire paperwork.