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 expanded San Francisco 'ban the box' law, effective October 1, 2018.
Updated to reflect amendments to state 'ban the box' law, effective October 13, 2018.
As mandated by the Delaware Department of Labor Office of Anti-Discrimination, covered Delaware employers must distribute the Delaware Sexual Harassment Notice.
Updated to include expanded San Francisco 'ban the box' criminal history law, effective October 1, 2018; and forthcoming amendments to the state law regarding salary history inquiry restrictions.
Updated to reflect new hire notice requirements in the forthcoming state paid sick leave law.
Updated to reflect new hire notice requirements under the forthcoming Michigan paid sick leave law.
Updated to reflect notice requirements under the Pregnancy Accommodations Act, effective September 14, 2018.
Updated to include notice requirements in the forthcoming law expanding sexual harassment protections.
HR guidance on providing new hire paperwork.