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 notice requirements under the Pregnancy Accommodations Act, effective September 14, 2018.
Updated to reflect new hire notice requirements under South Carolina's Pregnancy Accommodations Act, effective September 14, 2018.
Updated to include notice requirements in the forthcoming law expanding sexual harassment protections.
Updated to include notice requirements under the Stop Sexual Harassment in New York City Act, effective September 6, 2018.
Updated to reflect new hire notice requirements under the forthcoming paid family and medical leave law.
As mandated by the New York City Commission on Human Rights, covered employers must distribute the fact sheet to new hires.
One of the fastest-moving trends in employment law involves the plethora of "ban the box" laws affecting private employers that have sprouted up in many states and municipalities. These laws make it illegal to include criminal history questions on initial job applications.
HR guidance on providing new hire paperwork.