Monday HR Minute: New Hire Paperwork
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New Hire Process, Part 6: New Hire Paperwork

Hiring a new employee means paperwork, in hard copy form or electronically, needs to be completed, although specifics vary from company to company.  Once hired, most of the restrictions placed on asking applicants for information are removed.  While EEO and disability protections are still in place, information such as birth date, emergency contact, race, and gender are often needed once a person joins your payroll.

Required forms of information:

Employee information: address, email, social security number, emergency contact, etc.

Voluntary self-ID EEO: gender and race; possibly disability or veteran status
Note: This is still voluntary for employees to complete, but some companies most gather this information.

Federal (W-4) and state tax forms: must be completed to process payroll taxes
Note: do not offer advice on how to complete but rather refer them to the instructions and included worksheet to decide on number of deductions

I-9: required under IRCA to verify employment eligibility on all employees in the US
  • must be completed within 3 days of first day of employment
  • fill out every space as applicable, but do not over document – use documents in list A OR list B & C
  • employee and translator (if applicable) fill out section 1; employer fills out section 2; section 3 is for re-verification if applicable
  • employer needs to see original documents, not photocopies or receipts
  • do not tell employee what documents to bring; refer to “list of acceptable documents”
E-Verify: verifies work eligibility by electronically matching information provided for I-9; required for some companies, voluntary for others

Direct deposit information (if applicable)

State required forms, such as wage notices, Workers’ Comp health history questionnaire, or meal break waivers

Commonly provided information:

Employee Handbook or important workplace policies, including (have employee sign & return acknowledgment):
  • harassment / sexual harassment
  • timekeeping & pay practices
  • personal appearance
  • attendance & punctuality
  • company rules/standards of conduct
  • employment-at-will statement
  • safety policy
  • confidentiality / non-disclosure
  • uniform or equipment issue/return form (especially if there may be wage deductions)
  • job description
  • state-specific leaves, time off, and benefits
If you have any questions about forms you use or should be using, give Affinity HR Group a call!

That Affinity HR Group is an endorsed HR provider for more than a dozen national trade associations? And that we can help you recruit for your next rock star employee for a fraction of the price of a typical recruiter?

"Affinity HR Group helps us hire the right people for our fast growing organization. We have a great working relationship with the Affinity HR team.  It’s a true partnership."

Leslie O’Bryan, ERPA
Chief Operating Officer  |  
Benefits Administrators

And Affinity can ensure your HR practices & policies are compliant and costs a fraction of the price of other national providers, such as Paychex & ADP. 

"We have Affinity HR Group on a monthly retainer. They back-stop our HR team and have enabled us to delay hiring a senior HR professional. They are always responsive and helpful. We would recommend them to other building service contractors."

Michael Diamond, CBSE
Managing Partner  |  Affineco

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The Monday HR Minute, brought to you by Affinity HR Group, is designed to provide you with practical, applicable human resources and management advice and information in a format that will take you 60 seconds or less to read.  We believe that by dedicating just one minute a week to thinking about people management practices, business owners and managers can make enormous strides in improving workplace performance.
Affinity HR Group is a full service human resources consulting firm that specializes in advising small and medium-sized enterprises. Our services include recruiting and selection, HR policies and compliance, ad hoc HR support, compensation and performance management, and training and development. We are an endorsed HR partner of a number of leading national trade associations and offer free initial consultations and discounted services to their member companies.
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This e-mail may contain general information about legal matters. Affinity HR Group does not provide legal counsel. The information provided should not be considered legal advice and should not be relied on as an alternative to legal advice from your attorney or other professional legal services provider. If you have any specific questions about this content or any legal matter you should consult your attorney or other professional legal services provider.
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