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New Hire Checklist: Important Forms and Documents

October 07, 2013 at 12:15 PM

When you hire new employees keeping the right forms in their personnel records can prevent mistakes and other hassles down the line. Some documents are a mandatory part of employing people in your business; other forms may simply be standard company practice. Here is a checklist of documents you should have on file for each of your employees.

Resume or Job Application

Employment applications contain basic contact information, such as names, addresses, social security numbers, emergency contacts and references. Keeping this type of employee information on file may not be required by law, but its good practice. You never know when you may need to refer back to the application for information.

If employees submitted resumes, keep these on file as well. Both applications and resumes are ideal for keeping track of workers' job-related experience. This can prove useful if you're looking to promote from within the company.

Employment Eligibility Form

This form is commonly known as an I-9. It's simply a way for you to verify that the people you hire are legally eligible to work in the United States. In addition to this document, you may need to have copies of each employee's social security card and drivers ID on file.

Government Tax Forms

State and federal tax forms are a headache, but they're required by law. If you want to stay out of hot water with Uncle Sam, make certain your employees fill out these forms. Your HR department can submit them to the proper authorities. Be sure to keep a copy of the forms for your personnel records. Required forms may vary by state, so check with your local government to see which forms are necessary in your area.

Direct Deposit Form

If your company deposits employee paychecks into their bank accounts, you will need direct deposit forms in your personnel records. Direct deposit forms contain account numbers, routing numbers and other information needed to complete electronic deposits. The information on these forms are extremely sensitive and confidential, so keep them in a secure place. In addition, remind employees that their bank account information needs to stay updated to prevent payment delays.

Performance Review Information

If you hired your employees on a probationary basis, you may want to do a performance review once this period ends. After you go over the performance review with an employee, have him or her read over it and sign it. Keep the information in the human resource files for future reference. HR software for small business works well for keeping up with evaluations.

Keeping track of HR paperwork is not the most exciting thing to do, but it's a necessary part of business. When mandatory documents are in order, it keeps your business out of trouble with government authorities. When other types of forms such as applications and employee evaluations are kept on file, it makes accessing important information easier.


Tags: HR software small business personnel records
Category: HR Software Solutions

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