New Hire - Paperwork Checklist

Like it or not, paperwork is a big part of new hire onboarding. Have all forms prepped ahead of time to avoid any delays. Some of these documents are required by labor law, while others are optional.

Here are a few things to keep in mind:

  • Check your local regulations to ensure you comply with the law at all times.
  • Find a secure storage place for signed agreements, or use online software like DocuSign whenever possible.

Paperwork Checklist for New Hire Onboarding

Prepare an employment contract and receive signed, if applicable.

An employment contract should include:

  • Job information (job title, department)
  • Work schedule
  • Length of employment
  • Compensation and benefits
  • Employee responsibilities
  • Termination conditions

Complete employment forms required by law.

These forms will provide you with new hire data so that you properly classify and compensate employees. Legislation may differ based on your state or country, so make sure you complete all necessary forms within deadlines. The most common types of employment forms to complete 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

Make sure to get signatures on forms your company uses to establish its relationship Don’t forget to include any of the following when applicable:

  • Non-compete agreements
  • Non-disclosure agreements
  • Employee invention forms
  • Employee handbook acknowledgment forms
  • Drug and/or alcohol test consent agreements
  • Job analysis forms 
  • Employee equipment inventory lists
  • Confidentiality and security agreements

Provide terms and conditions for benefits, including:

  • Life and health insurance
  • Mobile plan
  • Company car
  • Stock options
  • Retirement plan
  • Disability insurance
  • Paid time off/vacation policies (including any paid holidays)
  • Sick leave
  • Employee wellness perks (e.g. gym memberships, health spa)
  • Tuition reimbursement

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