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 important information about Form DE 4 and IRS Form W-4, effective January 1, 2020.
Updated to reflect immigration status protections under final wage rules, effective December 19, 2019.
Numerous legislative changes take effect on or about January 1, affecting minimum wage rates, employee leaves, health care benefits and more. HR should take note of these legal developments and take appropriate steps to comply.
Updated to reflect New York law regarding salary history inquiries and removal of Westchester County law regarding salary history inquiries, effective January 6, 2020.
Updated to reflect protections regarding salary history inquiries and removal of Westchester County salary history inquiry law, effective January 6, 2020.
Updated to reflect new hire notice requirements regarding lactation accommodations and the state Consumer Privacy Act; and regarding minimum wage ordinances in Menlo Park, Novato, Sonoma, and South San Francisco, all effective January 1, 2020.
Updated to include new hire notice requirements under the law regarding pregnancy and lactation accommodations, effective January 1, 2020.
Updated to include new hire notice requirements under the California Consumer Privacy Act and lactation accommodation law; and Oregon law regarding pregnancy and lactation, all effective January 1, 2020.
Updated to include important information about Form W-4, effective January 1, 2020.
Updated to reflect amendments in Nevada and Virginia, effective January 1, 2020.
HR guidance on providing new hire paperwork.