California New Employee Forms

What are the new employee forms in California?

When a California company welcomes a new employee, it must provide certain forms to meet state requirements. In addition to the state-mandated documents, there are also some extra forms that an employer should provide new employees. Let’s go over the top five new employee forms all California employers should give to new employees.

1. Offer Letter

One of the critical forms an employer should give a new employee is an offer letter. This offer letter should indicate the responsibilities of the position and the start date. It should also list the conditions of employment and the at-will nature of the job. The offer letter should also indicate whether the position is exempt or non-exempt. It should address the salary or wage, as well as any benefits. If there is a mandated drug test or medical exam, the offer letter should also list this as a condition of employment.

2. Employee Handbook

The employee handbook should be included in the new hire packet. This may include information about the job and company, including benefits, policies, and procedures. The new employee should also sign a form acknowledging that they have accepted the handbook.

3. State-mandated forms

In California, companies are required to give new employees certain forms concerning employment, benefits, and taxes. These include the following:

• W-4 state and federal tax withholding forms
• I-9 Employment Eligibility Verification
• Sexual Harassment Pamphlet
• Employees’ Compensation Time of Hire Pamphlet
• Paid Family Leave Pamphlet
• EDD Disability Insurance Pamphlet
• New Health Insurance Marketplace Coverage Options and Health Coverage Form
• Wage and Employment Notice to Employees (only for non-exempt workers)
• Rights of Victims of Domestic Violence, Sexual Assault, and Stalking pamphlet
• General Notice of Consolidated Omnibus Budget Reconciliation Act (COBRA)
• Work Permit for Minors

If a new employee has a first language other than English, the above documents should be provided in their native language. It is also important that companies check with their local counties and cities to make sure they are providing all necessary documents. Some cities have special forms they would like included in new hire packets.

4. New Employee Report

Federal legislation mandates that employers must inform the Employment Development Department (EDD) in California about newly hired employees within 20 days from their start date. This is Form DE 34. This includes reporting employees who return to work after a 60-day separation. This data is utilized by state and county agencies to aid in finding parents who owe overdue child support.

5. Company-specific forms

Employers have their own company-specific documents that new hires will need to fill out. These may include a direct deposit form, an orientation or training packet, an arbitration agreement, and a non-disclosure/confidentiality agreement.