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New employee forms

New employee forms not only ensure compliance with legal requirements but also provide essential information for effective human resources management.

As an HR professional, you understand the importance of having the necessary paperwork in place when onboarding new employees.

This is not just a template that you can easily download. We will provide you with a complete set of templates for all the crucial new employee forms, along with valuable tips to streamline your onboarding process. Let’s dive in!

What are new employee forms?

New employee forms are a collection of documents that are filled out by new hires during the onboarding process. These forms serve multiple purposes, including:

1. Compliance

New employee forms ensure that your organization complies with federal and state regulations regarding employment eligibility, taxation, and reporting.

2. Information Gathering

These forms collect essential information about the new employee, such as personal details, emergency contacts, and demographic data.

3. Policy acknowledgment

New employee forms include acknowledgments for company policies, employee handbooks, and benefits information.

4. Documentation

Forms like the Form I-9 and W-4 verify the employee’s eligibility to work in the United States and determine the correct amount of federal income tax withholding.

By having new employees complete these forms, you can establish a solid foundation for their employment journey and ensure a smooth onboarding process.

New Employee forms

Now let’s explore the various new employee forms that are essential for a seamless onboarding process. Each form serves a specific purpose and contributes to the overall compliance and efficiency of your HR operations. Feel free to use the provided links to download the templates and adapt them to your organization’s requirements.

Employment Eligibility Verification (Form I-9)

The Form I-9, also known as the Employment Eligibility Verification, is a crucial document for verifying a new employee’s identity and eligibility to work in the United States. This form is required by the U.S. Citizenship and Immigration Services (USCIS) and must be completed by the employee within three days of their employment start date. As an HR professional, it is your responsibility to ensure that the employee provides the necessary identification documents and that the form is properly completed. You can download the Form I-9 template here.

Federal Withholding Form (W-4)

The W-4 form is used to determine the correct amount of federal income tax to withhold from an employee’s paycheck. It is crucial for HR professionals to provide new employees with this form and ensure that it is completed accurately. The information provided on the W-4 form helps employers calculate the correct withholding amount and ensures compliance with federal tax regulations. You can download the W-4 template here.

State Tax Withholding Forms

In addition to federal taxes, some states require employees to complete state tax withholding forms. These forms help determine the correct amount of state income tax to withhold from an employee’s paycheck. To ensure compliance, it is essential to familiarize yourself with the specific requirements of your state and provide the relevant state tax withholding forms to your new employees. You can find state-specific tax withholding forms on the IRS website.

Statement of Prior Federal Service (SF-144)

The SF-144 form, also known as the Statement of Prior Federal Service, is required for employees with prior federal service. It helps determine retirement benefits and other entitlements based on their previous federal employment. HR professionals should provide this form to new employees who have previously worked for the federal government. You can download the SF-144 template here.

Employee Address Form

The Employee Address Form is specific to Bureau of Labor Statistics (BLS) new employees. It collects essential contact information to ensure effective communication and accurate record-keeping. HR professionals working in the BLS should provide this form to new hires for address verification and contact details. You can download the Employee Address Form template here.

Fast Start Direct Deposit (FMS-2231)

The Fast Start Direct Deposit form is used to set up direct deposit for an employee’s salary. Direct deposit offers convenience for both employees and employers, eliminating the need for physical checks and ensuring timely payments. HR professionals should provide this form to new hires to facilitate the direct deposit process. You can download the Fast Start Direct Deposit template here.

Emergency Information (DL1-65)

The Emergency Information form collects important contact details for an employee’s emergency contacts. It is crucial for HR professionals to have this information on file in case of any emergencies or unforeseen circumstances. HR professionals should provide this form to new employees to ensure the safety and well-being of everyone in the organization. You can download the Emergency Information template here.

Self-Identification of Disability (SF-256)

The SF-256 form, also known as the Self-Identification of Disability form, allows employees to voluntarily disclose their disability status. This information helps organizations track and monitor diversity and inclusion efforts. HR professionals should provide this form to new employees to ensure equal opportunities and accommodations. You can download the Self-Identification of Disability template here.

Ethnicity and Race Identification (SF-181)

The SF-181 form, also known as the Ethnicity and Race Identification form, collects data on an employee’s ethnicity and race. This information is used for statistical purposes to ensure equal employment opportunities and diversity in the workplace. HR professionals should provide this form to new employees to promote inclusivity and track diversity initiatives. You can download the Ethnicity and Race Identification template here.

Appointment of Affidavits (SF-61)

The SF-61 form, also known as the Appointment of Affidavits, is used to appoint individuals authorized to administer oaths or affirmations. HR professionals should provide this form to new employees who may be required to administer oaths or affirmations as part of their job duties. You can download the Appointment of Affidavits template here.

Previous Investigations Check (PIC) (DL1-7007)

The DL1-7007 form, also known as the Previous Investigations Check (PIC), is used to verify whether a new employee has previously undergone any background investigations. HR professionals should provide this form to new hires to gather information about their previous investigations, ensuring transparency and compliance. You can download the Previous Investigations Check (PIC) template here.

Declaration for Federal Employment (OF-306)

The OF-306 form, also known as the Declaration for Federal Employment, collects information about an employee’s suitability for federal employment. HR professionals should provide this form to new employees to gather information related to their background, conduct, and fitness for federal employment. You can download the Declaration for Federal Employment template here.

Remember, these forms are crucial for compliance, information gathering, and policy acknowledgment.

By using our policy templates and following our tips, you can save time and effort while ensuring a smooth onboarding experience for your new hires. 

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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