New hire paperwork checklist for HR managers

Background check forms

When background checks are conducted on employees—either before or after hire—a written consent form must be attained from employees indicating they understand the process and how it could impact their employment. A disclosure and authorization form is required by the Fair Credit Reporting Act (FCRA).

Employee handbook acknowledgment form

As the title suggests, this form confirms that the new employee has received, read, and understands the company’s policies and procedures. The employee handbook is an important document that outlines the rules, rights, and responsibilities an employee has when working for your company. It also serves to protect the company legally.

Company policies and procedures acknowledgment

Policies and procedures help employees understand what is required of them as they perform their duties and interact with others—both other employees, and customers. Examples include a code of conduct, anti-harassment policy , and workplace safety guidelines. Some written policies are also required under state or local law. Asking employees to formally acknowledge that they have received and understand the policies and procedures that apply to them helps to protect the company’s interests.

Personal information form (including emergency contact details)

Maintaining accurate and up-to-date information on employees is important for both legal documentation and to ensure that employees can be contacted if necessary. Companies also need to have contact information for appropriate individuals that can be notified in the event of an accident or emergency. An employee data sheet can be a good way to collect and document this information for internal records.

Form I-9, employment eligibility verification

Employers are required to verify an employee’s identity and their legal eligibility to work in the United States. To ensure employment authorization, employees must complete Section 1 of the form by their first day on the job; employers must complete Section 2 within three business days of the employee’s start date.

Form W-4, employee’s withholding certificate

Employers are required to withhold federal income tax from individuals who are classified as employees (versus contractors). The IRS requires this form to ensure that the proper amount of tax is withheld from an employee’s pay based on the employee’s selected filing status.

Direct deposit

Rather than issue physical checks, most employers offer the option for employees to have their pay submitted directly into their bank accounts. The direct deposit form collects employee bank account information to ensure these funds are deposited correctly.

Payroll deduction authorization form

Employees should be required to fill out payroll deduction authorization forms for any deductions they elect to have withdrawn from their paychecks—health insurance deductions, contributions to a retirement plan, etc. Often these authorizations will be included in the enrollment process for these benefits.

Health insurance enrollment form

Most companies offer health insurance to employees. The health insurance enrollment form is used to allow employees to select and enroll in the company ’s plan, indicating the type of coverage they are requesting (e.g., individual or family), the particular plan they are electing (if the organization offers more than one option) and the cost of the coverage which will be withheld from their pay.

Retirement contribution forms

401(k) or other retirement plan enrollment forms indicating that employees have elected to participate, selecting a contribution amount to be withheld from their pay, and providing details about their participation and the company’s legal responsibilities.

Other benefit enrollment forms

Other benefit enrollment forms might include disability insurance, a flexible spending account (FSA) or health savings account (HSA), or disability insurance.

Non-disclosure agreement (NDA)

An NDA is used by companies to protect their proprietary information, clearly indicating to employees what confidential information they may have access to and which they must safeguard.

Non-compete agreement, if applicable

Some companies require certain employees to sign non-compete agreements, indicating that they will not work for specific companies (e.g., competitors) or types of companies within a specific geographic radius and for a specific period of time. Many states ban or heavily restrict noncompete agreements, and the Federal Trade Commission (FTC) issued a rule banning noncompete agreements for most employees in 2024, although the rule is currently blocked while legal challenges are underway. Employers considering noncompete agreements should tread carefully and consult with legal counsel.

State tax withholding form

This is a state version of the federal form and is required in states that require employers to withhold taxes from employees’ pay based on how the employee chooses to file.

Required state and local notices

Many states and localities have laws that require employers to provide certain information to employees upon hire. These include leave laws, minimum wage laws, laws prohibiting discrimination and harassment, pregnancy accommodation laws and more.