Best New Hire Paperwork Template for New Employees
New hires at a company must go through many phases before they can become full-fledged employees. Here you’ll find a new hire paperwork template to help with the formalities.
Keep in mind that some paperwork is required (by law), making it mandatory.
New Hire Paperwork Template
Welcome to [Company Name]!
We are thrilled to have you join our team. To ensure a smooth onboarding process, please complete the following forms and return them by [deadline date]. If you have questions, contact [HR Contact Name] at [contact information].
New Hire Checklist
Please ensure you complete and submit the following documents:
- Employee Information Form
- Full Name
- Address
- Phone Number
- Emergency Contact Information
- Federal and State Tax Forms
- W-4 (Federal)
- [State-specific tax form]
- Direct Deposit Authorization Form
- Bank Name
- Account Number
- Routing Number
- I-9 Employment Eligibility Verification
- Submit acceptable identification documents (e.g., passport, driver’s license, Social Security card, etc.) as listed on the I-9 form.
- Company Policies and Agreements
- Employee Handbook Acknowledgment Form
- Confidentiality/Non-Disclosure Agreement (NDA)
- Code of Conduct Agreement
- Benefit Enrollment Forms
- Health Insurance Enrollment/Declination Form
- Retirement Plan Enrollment Form (if applicable)
- Background Check Consent Form (if required)
- Other Company-Specific Forms
- [E.g., Parking Permit Application, Equipment Acknowledgment Form, etc.]
Submission Instructions
- Upload completed forms to [company HR portal or email address].
- Drop off forms to [HR Department address].
Important Notes
- Please bring original identification documents for I-9 verification on your first day.
- Review the Employee Handbook for company policies and procedures.
We’re excited to have you onboard and look forward to a successful journey together!
Acknowledgment of Receipt
I acknowledge receiving and reviewing the new hire paperwork listed above and will complete and return all required forms.
Employee Name: ________________________________
Signature: ____________________________________
Date: ________________________________________
A Complete Checklist for New Hire Paperwork
Here’s also a new hire paperwork checklist:
1. Contract of Employment
As the name suggests, this confirms a candidate as an employee at your company. You should send this employment contract along with the job offer. That way, you don’t have to sit with the employees and have them sign paperwork when you can devote that time to discussing ideas and growth strategies.
The contract of employment should include the following:
- Information about the position
- The total length of employment
- Timing/Schedule
- Role and responsibilities
- Salary and benefits
- Possible conditions for termination
You should also include all necessary legal documents and tax forms, such as:
- Form W-4
- State Tax Withholding forms
- I-9 forms
- Employment eligibility verification
- Various e-verify and e-signature systems
The tax employee forms should cover the federal income tax, R&D Tax Credit, SR&ED Tax Credit, background checks, and worker’s compensation law compliance.
If you want to learn more about these forms, check out our HR Certification Courses.
2. Internal Company Forms
These forms help build a professional relationship with new employees.
Your company’s internal forms should include:
- Non-disclosure agreements (NDA)
- Non-compete clause
- Confidentiality and security employment agreement
- Drug/alcohol and criminal record policies
- Employee handbooks
3. Direct Deposit Form and Employee Benefits Documents
Your new hire paperwork should state the salary and benefits you’re offering, as well as their terms and conditions.
Regardless of your company size and/or scope, here are some benefits you must offer:
- Life and health insurance
- Stock and shares in the company
- Mobile and/or home internet plan
- Health and fitness-related benefits (Yoga/gym memberships, nutrition guidance, etc.)
- Sick and bereavement leaves and paid time off
- Tuition and student loan reimbursement
- Employee incentive programs
- Employee’s bank account information
As you add more employees, you can start offering 401(k) retirement plans, disability insurance, extended medical leaves, and other perks.
4. Employee Data for Emergencies
Collect all the relevant personal details from new hires. This will help you with background checks, and you can use the data in case of emergencies.
Employee data forms can include:
- Emergency contacts
- Medical history
- Known aversions and/or allergies (lactose intolerant, gluten-intolerant, pollen allergies, etc.)
- Social security number
- Driver’s License (if applicable)
Make sure you don’t sound like you’re fishing for more information. This is very off-putting for new employees and makes it look like the company doesn’t trust them. Remember to tell them why you need the information (without mentioning background checks).
New Hire Paperwork and Streamlining the Onboarding Process
If your company already has insufficient resources to spend on an entire HR department, chances are, the prospect of creating all this paperwork is daunting. Moreover, the onboarding of all new hires adds to the responsibilities.
The following are some pointers you can follow to ensure you set up a very streamlined onboarding process for each new hire while also keeping the effort put into drafting detailed paperwork to a minimum.
Local, State, and Federal Labor Laws and Regulations
If you know the law, it is more straightforward to abide by it. You also won’t have to draft excessive paperwork. You won’t need to worry much if independent authorities or government agencies suddenly audit your company.
Keep a close eye on changing federal laws and regulations, and if they change, alter those provisions in your paperwork.
Put Together New Employee Forms Early On
Before the employee completes their onboarding and becomes a functioning member of your company, they should have signed off on the paperwork. Ensure you don’t wait until after the onboarding process to have them sign off on any HR documents for new employees.
At times, such a delay can distract them from their responsibilities and give them the impression that you weren’t sure about having them on board while onboarding them.
Therefore, all these mandatory processes are over once they finish the onboarding process.
Keep All Employment Data in a Centralized Location
You must prep your employees’ paperwork and be ready to hand it out to each new employee instead of putting together a new set for each new hire. You can do it by creating templates and keeping them in a centralized location for easy access.
This will also keep all the data easily accessible in case you need to produce it during an audit or if you’re looking to promote or transfer an employee.
Utilize HR Software
HR management software is the modern answer to having a traditional HR team in place. Today’s HR software can take over the entire human resources department, including factors like culture management. In addition, you can use it for tax purposes (to fill out and pay tax dues). We recommend checking out Gusto, as they have a one-month free trial.
HR software is used to store and provide multiple levels of access to employment paperwork. The HR software used for such applications operates in a single database and stores all the files in one place. Provide your employees with access to this database and set their data clearance level to prevent any misuse.
Conclusion
Your new hires should feel welcome and not burdened with obligations as soon as they join.
Ensure your paperwork reflects that and doesn’t put your new hires off. It will not just leave a bad impression on the company but also help candidates trust you with their information in the future.
FAQs
Here are the most frequently asked questions about new hire forms.
What are new hire forms, and why are they important?
New hire forms are a set of documents that employers require newly hired employees to complete to ensure compliance with legal regulations and establish essential workplace information. These forms are crucial for verifying employment eligibility, setting up proper state and federal income tax withholding, enrolling in benefits programs, and facilitating direct deposit of paychecks. Completing these forms accurately helps employers process payroll, comply with labor laws, and maintain organized employee records.
Which forms are required to verify employment eligibility?
To verify employment eligibility in the United States, new employees must complete the I-9 form, ensuring they are legally authorized to work. Depending on the verification option they choose, employees must provide acceptable documents, such as a passport, driver’s license, Social Security card, or permanent resident card. Employers are responsible for reviewing these documents and retaining the I-9 form as part of their compliance obligations with federal immigration laws.
How do new hire forms help with state income tax setup?
New hire forms include tax withholding documents determining how much income tax should be deducted from an employee’s paycheck. Employees complete the federal W-4 form and any required state-specific tax forms to specify allowances or exemptions. This ensures the correct amount of tax is withheld, preventing underpayment or overpayment during the year. The details on these forms help employers comply with federal and state tax regulations.
What information is needed for direct deposit setup?
To enable direct deposit, employees need to provide their bank account details, including their bank’s account number and routing number. This information allows employers to electronically transfer paychecks directly into the employee’s bank account, offering a secure and convenient payment method. Some employers may also request a voided check to confirm account details and ensure accuracy in payroll processing.
Are there other important forms new hires need to complete?
In addition to forms for employment eligibility and tax withholding, new hires may be required to complete various other documents. These include benefits enrollment forms for health insurance or retirement plans, emergency contact forms for workplace safety, and acknowledgment forms confirming receipt of the employee handbook or workplace policies. Completing all required forms ensures a smooth onboarding process and helps employees integrate into their new roles effectively.
What is a state tax withholding form, and why is it important for new hires?
A state tax withholding form is a document that new employees complete to specify how much state income tax should be withheld from their paycheck based on their filing status, allowances, or exemptions. This form ensures that the correct amount of state taxes is deducted throughout the year, helping employees avoid underpayment or overpayment when filing their annual tax returns. Each state may have its version of the form, such as the DE 4 in California or IT-2104 in New York, and employers are required to collect and process the completed form as part of the onboarding process. Filling out this form accurately is essential to comply with state tax laws and prevent any unexpected tax liabilities.
If you are new to Human Resources and are looking to break into an HR role, we recommend taking our HR Certification Courses, where you will learn how to build your skillset in human resources, build your human resources network, craft a great HR resume, and create a successful job search strategy.
