New Hire Paperwork Checklist

When you bring a new employee on, it’s important that you’re prepared to onboard them properly. There are a series of forms and agreements that you should have prepared.

When you bring a new employee on, it’s important that you’re prepared to onboard them properly. There are a series of forms and agreements that you should have prepared. Some of these documents are required by law, while others may be optional but helpful to have on hand.

Before creating your new hire paperwork and checklist, here are some things you should do:

• Check your local labor regulations to make sure you’re complying with the law at all times.
• Once the new employee has signed all of the agreements, make sure to store these forms (whether digitally or physically) in a secure location as they contain confidential info.

Now, as promised, here’s the checklist. You can use this as a guide when you’re onboarding new employees

• Prepare an employment contract & have them sign it (if applicable). This contract can be sent along with your job offer email/letter & should include:

• • • Job information (i.e. job title, department, who they report to, etc.)
    • Work Schedule
    • Length of employment (if temp)
    • Compensation and benefits
    • Responsibilities of the employee
    • Termination Conditions

• Make sure you do all of the legal things/paperwork that you need to. No, but really. This is an important step, and these forms will provide you with new hire data, so you can make sure you’re properly classifying and compensating your employees. The required forms can vary based on your state or country, so make sure to research required forms and deadlines. The most common types of employments forms are:

• • • W-4 form (or W-9 for contractors)
    • I-9 Employment Eligibility Verification Form
    • State Tax Withholding Form
    • Direct Deposit Form
    • E-Verify system (not a form, but you can verify employee eligibility in the U.S.)

• Now it’s time for internal forms! Make sure your new employees sign the forms that your company uses to establish the relationship. These forms could include:

• • • Non-compete agreements
    • Non-disclosure forms
    • Employee invention forms
    • Employee handbook acknowledgment forms
    • Drug and/or alcohol test consent agreements
    • Job analysis forms (i.e. responsibilities, goals/performance evaluation forms, etc.)
    • Employee equipment inventory lists
    • Confidentiality and security agreements

• Get those benefit documents prepared! If you offer benefits to your employees, you’ll need to provide the new hires with paperwork that describes the terms and conditions, and maybe even get them signed. Here are some of the most common employee benefits:

• • • Life & Health Insurance
    • Mobile Plan
    • Company Car
    • Stock Options
    • Retirement Plan
    • Disability insurance
    • PTO/Vacation Policies (including any paid holidays)
    • Sick Leave
    • Employee wellness perks (i.e. gym membership, continued learning, etc.)
    • Tuition Reimbursement

• Get the new hire’s personal info for emergencies. To make sure that your company is reinforcing health and safety in the workplace, you’ll want to keep this employee info on record:

• • • Emergency Contacts
    • Brief Medical History
    • Food Allergies or preferences (i.e. vegan, gluten-free, etc.)