New Hire Guide

Onboarding a new employee requires a lot of paperwork, and HRCalifornia can help. This New Hire Guide contains the forms and access to pamphlets you’re legally required to provide to your new hire. For more information on how to determine starting pay, offering employment, orienting new employees, verifying Social Security numbers and training your new hires, go to the Getting New Employees Started section.

In specific situations, additional paperwork may be necessary. For example, commissioned employees must receive a written commission agreement. The list below is meant to provide the general forms required in most hiring situations, but it is not a guarantee.

Download the checklists, employment applications and new hire paperwork documents individually or click on the "Download All Forms" button to get everything in a .zip file.

Checklists

Use the following hiring and employee orientation checklists to help you during the onboarding process:

Hiring Checklist - Keep track of paperwork you’ve given to employees, including any legally-required forms and notices, as well as other items.
Employee Orientation Checklist - Ensure that you cover all necessary topics with your new hire and distribute all required forms. Ask the new hire to initial receipt of paperwork provided and sign the checklist.

Employment Applications

Sample employment applications crafted specifically for California are included for your use. Make sure to download and read the instructions prior to use.

Employment Application - Long Form (also available in Spanish)
- Instructions
Employment Application - Short Form (also available in Spanish)
- Instructions

New Hire Paperwork

Unless otherwise noted, the following items are legally required for each new hire.

I-9, Employment Eligibility Verification.
General Notice of COBRA Continuation Coverage Rights — California Employees (required for employers with 20 or more employees if offering a health plan — Use this form for employees inside California).
General Notice of COBRA Continuation Coverage Rights — Outside California (required for employers with 20 or more employees if offering a health plan — Use this form for employees outside California).
New Health Insurance Marketplace Coverage Options for Employers That Offer a Health Plan (also available in Spanish). (Required if employer is covered by the FLSA and employer offers a health plan.)
New Health Insurance Marketplace Coverage Options for Employers That Do Not Offer a Health Plan (also available in Spanish). (Required if employer is covered by the FLSA and employer does not offer a health plan.)
Harassment, Discrimination and Retaliation Prevention Policy — Five or More Employees (with confirmation of receipt) (also available in Spanish).
Emergency Contact Information (also available in Spanish).

Harassment, Discrimination and Retaliation Prevention Policy — Less Than Five Employees (with confirmation of receipt) (also available in Spanish).
Lactation Accommodation Sample Policy
Form DE-34: New Employee Report.
W-4 — Employees Withholding Certificate (also available in Spanish)
DE 4 — California Employees Withholding Certificate. (state tax withholding — required if the employee wants different withholding arrangements for state taxes).
Permit to Employ and Work — Form B1-4 (required if employee is a minor).
Wage and Employment Notice to Employees (Labor Code section 2810.5) (also available in Spanish). (You must provide nonexempt employees with specific wage information at the time of hire. See Providing Wage Information Upon Hire in the HR Library.)
Supplemental Wage and Employment Notice for H-2A Agricultural Workers — Spanish (also available in English). (You must provide this notice to workers admitted to work in California under the federal H-2A visa program.)

Download All Forms (.zip file)

Mandatory Pamphlets

All California employers are required to hand out the below pamphlets to new employees upon hire. Pamphlets can be purchased through the CalChamber Store:
- California Worker's Compensation Pamphlet includes:
- California State Disability Insurance Pamphlet (Form DE 2515)
- California Paid Family Leave Pamphlet (Form DE 2511)
- California Sexual Harassment Pamphlet
- California Survivors of Violence and Family Members of Victims Rights Leave and Accommodations
- Workplace Know Your Rights Act Notice (Coming Soon)

New Hire Guide

Checklists

Employment Applications

New Hire Paperwork

Mandatory Pamphlets

Tools and Resources