“Based on what I’ve heard from others, I think I might not be giving my new employees the correct documents when they are hired. How do I find out if I’m missing anything?”
Your HR Survival Tip
Many required new hire documents are forms and brochures from either California or the Feds. Since state and federal governments are involved, you can’t really expect something as simple as a list.
We provide an HR Forms Packet that includes everything but we have to work to gather these documents and regularly check back to see if new versions have been issued. Our packet includes the following new hire documents:
- CA discrimination brochure
- CA family rights act brochure
- CA paid family leave brochure
- CA paid sick leave flyer
- CA pregnancy leave brochure
- CA Ralph hate violence brochure
- CA rights of victims brochure
- CA sexual harassment brochure
- CA state disability brochure
- CA unemployment brochure
- CA wage theft prevention form
- CA workers comp time of hire flyer
- FED CHIP notice
- FED Form I-9
- FED Form I-9 instructions
- FED Form W-4
- FED healthcare notice
- COBRA notice
- Direct deposit form
- Employee information form
- Employee handbook
- Harassment prevention policy
- Non-disclosure agreement
- Paid sick leave policy
Yes, it’s a lot of paper! There are a few items on the list that may not be relevant for your size company but most are required. A couple of the forms aren’t legally required but are highly recommended due to their usefulness.
There are times during the life cycle of an employee when you may need to re-use some of these documents. The unemployment brochure is also given out for any termination, the pregnancy leave brochure is given again to pregnant employees, the paid family leave brochure is given again to both parents of a newborn, etc. Many of these really do provide useful information and that’s why the government wants employees to have them.
If you want to be fully compliant, you need to make sure employees receive or have access to these documents. If you have people who work primarily off-site, you also need to make sure those employees have access to the information provided on employment law posters. Yes, even we find it painful to keep track of the most current versions but there’s really no choice. Do your audit and add or replace documents needed for compliance. Or let us help you.
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