Whenever a company hires a new employee, both the employer and the employee have to complete some paperwork. This helps a company keep accurate records for its human resources department, track changes in employment and follow the employment regulations of its country or state. New hire paperwork also allows an employee to easily organize information for their taxes. Keeping track of the paperwork you file as a new employee can help simplify the onboarding process.
In this article, we explain the different forms a new employee may be required to fill out after accepting a job.
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What are new employee forms?
New employee forms are all the pieces of paperwork that employees must complete to be fully onboarded into a company. Some forms are required by law, such as tax forms, while others may only be required by a particular company or position. They help verify the new employee understands company policies as well as their compensation and benefits. New employee forms also help a company gather accurate information on each of their employees.
When do employees fill out new hire paperwork?
New employees may fill out their new hire paperwork on their first day or over the course of several weeks, depending on the policies of their new company. Some paperwork may be filled out at the beginning of the job search, such as a job application or background check. Other forms might be filled out by a later deadline, such as employee handbook contracts. When filling out paperwork at a new job, be mindful of the deadlines and requirements of both your employer and your government.
Types of new employee forms
Each employer may have different forms they require new hires to fill out, but many of them gather the same types of information. Many of these forms need to be updated as your information changes, while others only need to be filled out once. After accepting a job offer, you can ask your new employer which forms they expect you to fill out. Some of the common types of new employee forms are:
Job-specific forms
Many employers create forms that are unique to a particular position. Job-specific forms often have detailed questions or information that directly address your duties, goals and experience. Examples of job-specific forms include job applications and employee contracts.
Employee information
You may be asked to provide personal information to your new employer, such as your address and a list of emergency contacts. Many employers will ask you to verify your identity by sharing copies of your personal identification documents. Some companies require a state or federal background check before an employee can begin working. You may be able to fill out a form requesting accommodations for a disability.
IRS and tax forms
To confirm you are eligible to work and pay your taxes properly, you should fill out the forms required by the Internal Revenue Service. Employers use the information on tax forms to withhold the correct amount of money from your paycheck and to make their tax contributions as a company. Depending on your filing status and location, you will likely have to fill out one or more of these forms to pay taxes through your job:
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W-4 or W-9 withholding form
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I-9 Employment Eligibility form
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State tax forms
W-4 or W-9 withholding form
W-4 or W-9 withholding form
I-9 Employment Eligibility form
I-9 Employment Eligibility form
State tax forms
State tax forms
Compensation forms
Some of the forms you fill out at a new job will address your compensation. These forms record how and how much you will get paid in your new position. You may be asked to sign an offer letter that lists your salary or submit banking details in a direct deposit form to receive your paycheck.
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Company policy forms
Many employers have a series of forms that are specific to company procedures. If a company has particular security requirements or behavioral standards, they may ask employees to fill out a document agreeing to their policies. These might include:
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Company handbook acknowledgment forms
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Drug test consent agreements
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Confidentiality agreements
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Non-compete forms
Company handbook acknowledgment forms
Company handbook acknowledgment forms
Drug test consent agreements
Drug test consent agreements
Confidentiality agreements
Confidentiality agreements
Non-compete forms
Non-compete forms
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Benefits forms
To receive benefits like life insurance, health insurance, gym memberships and discounts, you will likely fill out benefits forms. Sometimes employers provide these forms directly to the employee, while some employers may require employees to go to an outside source, such as their insurer’s website.
Frequently asked questions about new employee forms
If you have questions about the new hire forms at your job, you can reach out to the human resources department or your manager for help. However, here are answers to some frequently asked questions about new hire paperwork:
Which documents can I use to verify my identity for my new employer?
Many companies will require you to verify your identity to confirm that you are eligible to work. Most employers will accept the following documents to confirm your identity:
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Passport
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Driver’s license or ID card
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School ID card
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Voter registration card
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U.S. military card or military dependent ID card
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Native American tribal documents
Passport
Passport
Driver’s license or ID card
Driver’s license or ID card
School ID card
School ID card
Voter registration card
Voter registration card
U.S. military card or military dependent ID card
U.S. military card or military dependent ID card
Native American tribal documents
Native American tribal documents
Which forms do I have to fill out if I change jobs?
When changing jobs, you will usually have to fill out your tax forms again. This is so each employer has the correct information at the time of your hire.
Do I need to complete my paperwork before my first day?
Some employers will ask you to fill out your employment eligibility and tax forms before your first day, though this is not always the case. Check with your new employer about when they expect each document to be submitted.
Who keeps copies of new hire paperwork?
Many employers keep detailed records of employee paperwork, even after they leave the company. It can be wise to make copies that you can keep as well. This can make it easier for you to file your taxes, change insurance providers or keep a timeline of your employment details.