New hire paperwork includes documents that ensure compliance with state and national law as well as internal policies such as the employee handbook.
by Anna Coucke - December 20th, 2023
Any new hire at your company has to go through a series of formalities before becoming an official employee. New hire paperwork is one of those, and it can be tedious for both the employee and the HR manager who has to onboard a number of employees each month. That's why having the proper forms and a standard onboarding process in order is critical to a successful onboarding experience.
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Some documents, especially legal ones, must be included in your new-hire paperwork package to ensure compliance with state and federal employment laws. A number of government agencies, such as the IRS, the United States Department of Labor, and the Department of Homeland Security, have guidelines that help you create a set of legal documents for income tax and similar obligations.
Other documents, such as the employee handbook and the company policy forms, are very specific to your company. You can take your time sending them to employees. In fact, it's a good idea to introduce this paperwork gradually in the onboarding process.
Here are some details about vital elements to keep in mind when putting together new hire paperwork.
Before a new hire can begin work on their first day, there are several documents that must be gathered and signed.
This letter follows the employer's acceptance of the candidate's application. The written offer letter contains vital information regarding the employee's job terms, such as:
If the employee accepts the provisions of the offer letter, they must sign it and send it to the business for filing.
If it is part of your company policy, one of the first forms you will need to have signed by new hires is a background check authorization. The background check report itself usually does not go into great detail and just informs you whether the candidate passed or failed. You may include a copy of the background check in the employee's file if you complete the check and hire the person.
If your organization requires a preliminary drug test for new hires, the new hire will need to sign a form of consent that allows the collection of urine or saliva and the release of the resulting drug and alcohol test report to the company.
Form I-9 confirms a prospective employee's employment eligibility and legal authority. Many employers are required to keep this document, according to the United States Citizenship and Immigration Services (USCIS)
It has sections for employees and employers, with employees having to complete by the first day of work. Employers must physically examine the employee's identification documents and complete the form within three days after the employee starts work.
It's essential to read the guidelines to ensure compliance, as non-compliance can result in significant penalties. You must retain an employee's I-9 for three years after their hire date or one year after the employee’s termination (whichever is later). I-9 forms should be kept separate from other personnel documents.
You can download form I-9 from the IRS.
You'll also need to use the E-Verify system to verify employment eligibility in the US. Be sure to check the legislation in your state and complete all necessary forms within the deadlines to avoid penalties.
Form W-4 is a tax reporting document. New workers must fill out this form according to the IRS. The W-4 instructs you on how much to withhold from an employee's pay to pay the proper federal income tax. Every new employee should fill out this form and submit a revision if they need to change their withholding.
You can download form W-4 from the IRS website.
States with a state income tax will require a separate state-specific W-4 form in addition to the federal form. These forms vary by state, so make sure you have new hires fill one out if required by your state.
An equal opportunity (EEO) data form is required by all private-sector employers with 100 or more employees and federal contractors with 50 or more employees meeting certain criteria. It is a document that can help employees understand how you hire. Many firms include a digital version of the EEO-1 Survey as part of the application process.
If you offer employee benefits, you must give each new hire paperwork that includes the terms and conditions for said benefits. You need to document benefits from within and for taxation purposes if you provide them.
These advantages will differ depending on your organization, company size and the kind of benefits you provide, but the most common benefits include:
Many employees choose to have their money transferred immediately into their bank accounts. A direct deposit form authorizes the employer to deposit money into the employee's bank account regularly. The employer needs the form on file to finish the transaction.
The forms listed below are necessary for success in onboarding new staff, although they are generally not requirements of any state, federal, or other regulatory entities. Each company will have different requirements for these forms, but these are some of the most common ones.
An employment agreement outlines the rights and duties of both you and your employees. It will include any particular requirements related to your hiring process and will be more extensive than an offer letter.
Employment contracts are not required for most positions in right-to-work states. You may want to check with your legal counsel if you are unsure if and when you need a contract. Required or not, we recommend sending one with the job offer and giving employees a chance to examine and sign it.
The employment contract should include:
An employee handbook includes human resources and legal information, corporate regulations, company benefits and perks, and information about your operations. It would be best to give this handbook to employees early so they can examine and sign an acknowledgment of receipt.
Have new hires evaluate and sign off on any other policies not listed in your handbook on their first day. Include it with your new hire documentation if you have a written policy about internet activity or security and confidentiality.
It's good to keep all employees' emergency contact information on file. This straightforward form includes the contact's name, phone number, email address, and relation to the employee.
You can also request your new hires’ personal details for a variety of health and safety purposes. These can include known allergies or dietary restrictions (such as gluten-free, lactose intolerant, vegan, vegetarian, etc.)
Remember not to sound too intrusive on the paperwork when asking for employees’ personal data. Simply ask them to fill in all the details that would help you assist them or contact them directly (or indirectly), in case of an emergency.
Depending on your organization and situation, there are a few other forms that may be necessary for new hires to fill out.
Depending on the state you are hiring in, there may be state-specific forms, processes, and requirements that you must follow. These can include:
