Before a new employee comes into work, on their first day, you need to prepare a list of forms and agreements they need to complete and sign, in order to be properly onboarded. While there are some documents explicitly required by law, other forms are just optional.
Note: Before getting started, keep in mind the following best practices:
FORM | DESCRIPTION |
Employee Information Form | Provides essential information on new employees, such as home address and phone or emergency contacts. |
W-4 Form | It’s a Federal form that must be completed before the employer issues the first paycheck. Its function is to enable the employer to withhold the correct federal income tax from the employee’s pay. |
I-9 Form | Officially named the Employment Eligibility Verification, it’s a Federal form that ensures employment eligibility in the U.S. |
Self Identification Form | It’s a form that collects information on gender, race/ethnicity, and veteran status. It is usually necessary for federal contractors. |
Direct Deposit form | The form that enables the employer to make payments electronically for employees (salary and other benefits) directly to their bank account. |
Background Check Form | It’s the form that enables the employer to run a background check on the new employee - the employee gives authorization for such a process. |
In some states, the law compels the employer to keep personnel files for every employee. Besides, this could come in handy if termination on disciplinary grounds takes place or some former employee brings a lawsuit against the employer.
The personnel file is practically the history of every employee. You will find their information about: recommendations from past employers, qualifications, attended courses, raises, promotions, evaluations and possible disciplinary hearings.
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