Essential HR Forms and Documents for Your Business
Essential HR Forms and Documents for Your Business
If you’re a business owner with employees, it’s your job to stay on top of complying with HR requirements, whether they are local or federal regulations. Here are a few questions we’ve answered to keep in mind while you are checking off your list of required forms and documents.
Which documents should an employer consider using during the recruitment process?
It’s common for employers to use applications, questionnaires, candidate evaluation forms, and checklists to help identify potential or qualified candidates. Any of these types of forms are acceptable, and it is really a matter or preference as to which you think is most helpful for your business. What’s most important is that these kinds of documents are reviewed regularly in order to confirm they are compliant with local jurisdictions. For instance, some jurisdictions prohibit asking employees about their pay history. Keep your forms up to date!
What forms are required to be completed by new hires?
There are a few compulsory forms and some that are optional based on local jurisdictions. The W-4 form is a must for employees to decide their federal withholdings; if your state requires any additional tax forms, include those forms in this part of the process. You are also required to have employees fill out the I-9 to verify they are authorized to work in the US.
If your company is able to provide health insurance options, then you must provide a copy of the Notice of Coverage Options that employers are required to give employees within 14 days of the start of employment.
Again, remember to include any paperwork that has to do with local jurisdiction. For example, California has notices for state disability insurance, paid family leave and workers' compensation, and other employment-related protections. Stay informed with your local labor laws to make for a more straightforward onboarding process.
Do you need an employee handbook?
While it isn’t a legal requirement, employers are encouraged to provide new hires with a copy of an employee handbook and have them sign a form that confirms they received the handbook and are expected to comply with the policies outlined in the company handbook
A nice courtesy to offer your employees is direct deposit. If you are set up to provide that service, then provide those forms.
Depending on what your company is able to offer, then the following forms should also be available at the time of hire:
Emergency Contact Forms
Voluntary payroll deductions for health care premiums or retirement savings plans
Benefit programs provided directly by the employer that require enrollment
Company property agreements if you are providing them with any company property such as a vehicle, laptop, cellphone, keys, etc then they need to complete a company property form acknowledging they received the property, they will keep it in good condition and will return it to the company upon an agreed time frame or at time of termination
What about Leave of Absence Forms?
Documentation is extremely important for leave situations. The Department of Labor provides sample leave request forms for employees covered by the Family Medical Leave Act. At the onset of the pandemic, lawmakers pushed through legislation concerning medical leave requirements for companies and industries that were impacted by Covid-19 under Families First Corona Response Act (FFCRA). However, this act expired in September 2021 and may or may not be extended again.
Do I need any additional forms addressing Covid-19 policies?
Based on local or state laws you may be required to provide employees with notices that outline the ways to prevent the spread of Covid. Notices may need to be provided to them personally and posted in the workplace, including any screenings required before entering the workplace, quarantine policies, and potential exposure notices. You can find more info at covid resource center at adp.com/smallbizcovid19
Employers need to provide reasonable accommodations for qualified individuals under the ADA and civil rights act unless it would cause undue hardship on the employer. States and local governments may have additional requirements. Employees are not legally required to have their requests made in writing, but they are encouraged to keep these requests documented in addition to recording what kind of reasonable accommodations were made by the employer.
Should I document employee performance?
All employee performance should be documented, whether it is positive or negative. This includes reviews, rewards, recognitions, promotions, and any disciplinary action such as a written or oral warning and a performance improvement plan. Thorough documentation will help create a fuller picture of the employee’s history with the company.
When faced with a termination, you should provide a Separation Notice with the date and reason for termination. This may be made available to the employee, but some states also require the notice be sent directly to the state unemployment agency. Employers may also include information on unemployment benefits and insurance for unemployed pamphlets to inform them of their options.
Remember to consider your company’s needs in addition to any applicable laws and regulations.
