Everyone wants to make a good first impression when starting a new job. In order for your first day of work to go as smooth as possible, ensure that your paperwork is up to date and ready to be handed over to your new employer.
Companies require numerous documents, some to be submitted when joining and some that will be given during the first week. Job application forms, employment contract forms, internal company forms and the tax forms (W-2, W-4 and I-9) are some of the main documents you will be obligated to submit.
The New Employment Paperwork Necessary for New Hires
Depending on which sector of the industry you apply, the following documents will be required.
Ensure that you have copies of all documents beforehand to avoid any hurdles during your employment process.
Job Application Forms
After clearing the job interview, employers will require you to fill in the job application form. Apart from the new employment paperwork, additional documents will need to be submitted along with the application form pertaining to your work experience and qualification.
Details of prior work experience and job designation held, relationship with previous employer, educational background, credentials and certifications, etc. will be required. Many companies now offer their job application forms online which can be downloaded, completed and submitted without visiting the organization prior to your first day of work. Apart from this, there are 2 other types of forms that fall under job applications, listed below.
Employment Contract Forms
Employment contract forms are what new employees will receive on their first day of work. It will contain details of the job offered, the company’s mission and vision statements and the pay structure. Other details the employment contract will include are listed below.
- Job designation and job description.
- Company profile and ‘about us’ information.
- Employee compensation and benefits.
- Employee responsibilities.
- The schedule of work (weekly timetable).
- The duration of employment (in case of contract-based work).
- Conditions for possible termination.
Internal Company Forms
New employment paperwork also includes internal company forms that are mandated by law. Employers will hand out these forms to new hires on the first day of work. These internal company forms will include the following details.
- The employee handbook.
- Security and confidentiality agreements.
- Non-disclosure agreements.
- Non-compete clauses.
- Alcohol and drug related policies.
- Criminal record of new employees (and time served).
The W-4 form is mandated by the Internal Revenue Service (IRS). This allows your employer to know the amount of money to withhold from your paycheck for federal taxes. The W-4 form is also called the Employee’s Withholding Certificate, it can help prevent an employee from overpaying taxes.
W-4 allowances refers to the number of allowances an employee can claim. The higher the number, the lesser the amount of money your employer can withhold. By claiming additional allowances, an employee can offset tax deductions and claim tax returns on itemized deductions.
Form I-9 is also called the Employment Eligibility Verification form. In order to get employment, new hires will be required to prove their eligibility to work in the United States. You will need to submit Form I-9 to your employer who will add it to your employee profile for compliances purposes.
When submitting Form I-9, photo ID such as a driver’s license, state ID or passport is required as well as a document that proves you are legally in the country such as a social security card or a notarized birth certificate.
HCM Softwares and its Main Features
Human Capital Management (HCM) softwares can automate and manage human capital processes from recruitment and onboarding to employee training and performance. HCM softwares are widely used by organizations as they can be easily integrated into the existing business affairs and departments such as operations, HR, payroll management, compliance regulations and other third-party applications. Some of the standout features of HCM softwares are listed below.
When a company hires new employees, they will need access to the company’s social media accounts and job boards. HCM softwares can index and categorize new employees resumes on a searchable database, schedule interviews and prescreen selected job applicants.
Once the applicant is selected for the job. HCM softwares can automate the new employment paperwork process, set up work projects and register new employees on the payroll system. New employees can submit the onboarding documents on the HCM software itself where employers can track the documents, performance and progress report of new hires.
Time Tracking and Attendance
HCM softwares allow managers and employers to precisely track the time and attendance of new hires. This way the payroll can be efficiently calculated for each new employee and ‘Buddy Punching’ can be avoided.
The HR department deals with any compliance related issues and any concerns new employees may have. To ease and manage the HR department’s workload, a HCM software can store, classify and update all HR documents, handbook policies and compliance related job descriptions.
Most HCM softwares have payroll integration. This allows employees to access their payroll data when needed by accessing the software. Each employee can view a detailed list containing the breakdown of charges.
The benefits of HCM softwares are immense. Employers can access payroll information when required at the press of a button. Even during routine updates, the software can be used without any hiccups. All that is required is a single login in order to access business intelligence, time tracking and attendance, onboarding, human resources, payroll data and much more.