You should be aware that there is a tonne of paperwork involved in the recruiting and onboarding procedures if you are the manager of a firm that hires people. In reality, you are permitted to gather personnel files both during the hiring process and thereafter.
You must maintain accurate employment records in accordance with the law. Even if it’s unintentional, improper employee data storage or sharing will land you in legal hot water.Further problem arises when thorough records are not maintained for the requisite timeframe. You and your company may be exposed to fines, sanctions, legal action, and other sanctions if you violate employee data requirements. There are several document automation tools available for that.
Several documents must be read and signed by new staff as a common step of the onboarding procedure. These documents include anything from official forms to records particular to your company.Whatever their purpose may be, it’s essential to make sure that new recruits interact with these documents as soon as they start working for your enterprise.
Let’s examine the 5 crucial documents needed for onboarding a new employee.
Here is the list we have put together to make sure you don’t skip the most crucial documents needed for onboarding a new employee.
Form W-4 (For United States)
For new recruits, get the most recent edition of the form. Additionally, you must give current workers the option to update an W-4 as frequently as they’d like using the most recent version. For a variety of reasons, including an employment bonus, a modification in household size, or a modification in tax legislation, employees might desire to adjust their withholdings. In 2017 Tax Cuts and Jobs Act, for instance, drastically altered the IRS withholding tables.
To prevent having excessive amounts taken from their paychecks, employees may want to alter their withholdings. You are accountable for keeping track of every employee’s most recent W-4 form and making sure that worker paychecks accurately reflect their current withholding preferences.
Job application form
Each new hire must fill out a job application form, even if they have already submitted a resume. Statements that have to include all job applications must meet certain standards in some states. However, the main goal of the registration is to consistently gather the same information from each applicant in the same sequence. It often contains employment history, educational background, and private information like name and contact details.
A worker’s signature evidencing the truthfulness of all the data on the application form and giving permission for a background check should also be obtained. It is one of the most important documents needed for onboarding a new employee.
Drug testing records
You must keep track of the testing results if you demand a pre-employment doping test or a drug test while you are working for whatever reason. The regulations of the municipal or state governments regulate the duration of the drug screening documentation requirements.
All payroll documentation, including time sheets for non-exempt workers, must be kept. Make sure your records reflect the various forms of compensation that were given to employees, such as basic pay, overtime, bonuses, etc. It is suggested that you preserve these records for a minimum span of three years.
Handbook acknowledgement for employee
The policies and procedures of the employer should be outlined in the employee handbook of any company that employs employees.Each employee is required to sign a section attesting to their receipt of the handbook. This will be your proof that you informed the community about your rules and processes.
Crove; The ultimate solution for documents needed for onboarding.
Crove, which supports a range of document creating ideas and enables you to smoothly automate your process, is without a doubt the best software for creating documents needed for onboarding. It features a number of beneficial official record templates that may be utilized to satisfy all of your paperwork requirements.
Crove has you equipped for everything you will need in your business journey, from drafting formal documents to exchanging them with clients.
To dive into the realm of seamless document automation, Signup on the Crove website.