Human Resource Paperwork Checklist for Small Businesses

1. New Hire Paperwork

• Job Offer Letter or Employment Contract
  • Outlines job role, start date, salary, benefits, and terms of employment.
• Form W-4 (Employee’s Withholding Certificate)
  • For federal tax withholding.
• State Tax Withholding Form (if applicable).
• Form I-9 (Employment Eligibility Verification)
  • Completed and supported by acceptable documents (e.g., passport, driver’s license, Social Security card).
  • Must be verified within three days of hire.
• Direct Deposit Authorization Form
  • For payroll setup.
• Employee Personal Information Form
  • Includes contact details, emergency contacts, etc.
• Acknowledgment of Employee Handbook
  • Confirms employee has read and understood company policies.
• Non-Disclosure Agreement (NDA) (if applicable).
• Confidentiality or Non-Compete Agreement (if applicable).
• Benefits Enrollment Forms (if applicable).
  • Health insurance, retirement plans, etc.

2. Payroll Setup Documents

• Payroll Information Sheet
  • Details salary/hourly rate, pay schedule, etc.
• Time Tracking Policy or System Instructions
  • Explains how to log work hours.
• Form 8850 (Pre-Screening Notice and Certification Request for the Work Opportunity Credit) (if applicable).

3. Compliance Posters and Notifications

• Acknowledgment of Workplace Compliance Notices
  • Anti-discrimination, workers’ compensation, safety procedures, etc.
• State-Specific Labor Law Notices
  • Check your state requirements.

4. Health and Safety

• Acknowledgment of Safety Training
  • OSHA standards and any company-specific procedures.
• Injury Reporting Procedures Document
  • Explains how to report workplace injuries.

5. Ongoing Employment Paperwork

• Performance Review Forms
  • Templates for periodic reviews.
• Training Completion Certificates
  • For required skill or compliance training.
• Expense Reimbursement Forms
  • For approved business-related expenses.

6. Termination Documents

• Exit Interview Form
  • Captures employee feedback.
• Final Paycheck and Benefits Summary
  • Includes unpaid wages, unused PTO, and COBRA information.
• Separation Agreement (if applicable).
• Acknowledgment of Return of Company Property
  • E.g., laptops, ID cards, keys.

Additional Considerations

• Employee File Checklist
  • Ensure all documents are securely filed and accessible as needed.
• HR Software
  • Consider using a platform to streamline paperwork management and compliance.
• Legal and Tax Advisor Review
  • Consult professionals to ensure all forms are compliant with federal, state, and local regulations.