Required New Hire Documents For California Employers
State and federal law require California employers to provide various documents to their employees at the time of hire.
Form I-9Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States.
Federal law requires the employer and employee to complete Form I-9 by the third day of the employee*s work.
The form can be obtained at https://www.uscis.gov/i-9
Form W-4Employees must complete Form W-4 at the time of hire so that the employer can withhold the correct federal income tax from the employee*s pay.
The form can be obtained at https://www.irs.gov/uac/about-form-w4
Department of Industrial Relations' Time of Hire PamphletThe California Department of Industrial Relations (DIR) requires employers to provide new hires with its Time of Hire Pamphlet no later than the end of their first pay period.
The pamphlet can be obtained at https://www.dir.ca.gov/dwc/DWCPamphlets/TimeOfHirePamphlet.pdf
DLSE - NTE NoticeThe Wage Theft Prevention Act requires employers to provide non-exempt new hires with a notice upon hire that sets forth various items of required information, such as the employer*s legal name and address, the employee*s rate of pay, and the employer*s paid sick leave policy. The DIR has created a template, form DLSE-NTE, that employers may use, and which meets the law*s requirements.
The form can be obtained at https://www.dir.ca.gov/dlse/lc_2810.5_notice.pdf
DFEH Sexual Harassment PamphletThe California Department of Fair Employment and Housing*s (DFEH) Sexual Harassment pamphlet, DFEH-185, must be given to all new hires at the time of hire.
The pamphlet can be obtained at https://www.dfeh.ca.gov/wp-content/uploads/sites/32/2017/06/DFEH_SexualHarassmentPamphlet.pdf
Paid Family Leave Insurance PamphletThe California Employment Development Department*s (EDD) Paid Family Leave Insurance pamphlet, DE 2511, must be given to employees at the time of hire.
The pamphlet can be obtained at http://www.edd.ca.gov/pdf_pub_ctr/de2511.pdf
Disability Insurance Provisions PamphletThe EDD*s Disability Insurance Provisions pamphlet, DE 2515, must be provided to employees within five days of hire.
The pamphlet can be obtained at http://www.edd.ca.gov/pdf_pub_ctr/de2515.pdf
EMPLOYER ACTION ITEMSCalifornia employers should have a checklist of documentation provided to new hires, containing the date each document is provided, with a space for initials or signature of the hiring official who provides the documentation. The checklist should then be maintained in the employee*s personnel file. Employers should note that the above list is simply a starting place, containing documents that are required by law. However, every employer is unique and the information provided to new employees will necessarily vary from employer to employer, and industry by industry.