What are new employee forms?
New employee forms are documents that new hires complete before they begin working for a company. They typically contain important details, such as payment and tax information. There might be additional documents for specific industries, such as requiring employees to sign non-disclosure agreements. Some employees may receive their salary via bank transfer and will require a direct deposit form, while others might receive it via cheques.
New employee forms can also play an important role by informing new hires about company policies. For example, you might include a page in the new employee forms you give to new hires that lists important protocols or explains daily operational procedures. These forms can be beneficial for you and new employees, as they can introduce them to information that can help them when they start their new job and save you time.
Types of new employee forms
The format and information fields that new employee forms have can vary depending on the job and the employee. Not every organization will require all of the same forms, but many require new employees to fill out multiple types of forms. Here are some of the most common new employee forms:
Employment application
An employment application form is a document that you can present to prospective employees before you decide to hire them. This form usually includes fields that ask about a candidate’s previous experience, name, contact details, address, and education. In some cases, you may ask for references on this form who you can call to verify a candidate’s employment history. Most companies retain employee application forms after hiring candidates to include them in their official files.
Offer letter
An offer letter is a formal document an employer sends to a potential employee after they decide to hire them. Some employers might make an informal verbal offer first, which you can then follow with a formal written offer. An offer letter includes information such as the terms of employment, benefits, salary, and start date. If the applicant agrees to the terms in an offer letter, they can then sign it and return it to the employer to secure their position.
Copy of background check
Some organizations require new employees to receive background checks before they start at work. Once a new hire completes their background check, they can request a copy of the documentation that confirms the background check is done. Then, the organization can add a copy of the background check to the employee file. A copy of a background check doesn’t always include every detail about the employee’s background, but it can tell you whether a prospective employee passes the check with no flags.
Employee contract
An employee contract, sometimes called the contract of employment, is a signed agreement between an employer and employee. It usually specifies job expectations and any specific requirements of the position, which can help to create an understanding between both parties. The employee contract can also include details concerning temporary recruitment if an employee works somewhere temporarily.
Social Insurance Number (SIN)
All Canadian employers typically request, record and file all employees’ Social Insurance Number (SIN) within the first three days of their joining the organization. In addition to a work permit, temporary residents and non-Canadian employees have a SIN that starts with a nine.
If an employee doesn’t provide their SIN to your organization, you may report the issue to Service Canada within six days. This is because incorrectly recording a SIN can affect your new employee’s Canada Pension Plan (CPP) benefits and can sometimes lead to a wrongly Registered Retirement Savings Plan (RRSP).
Non-disclosure agreement
A non-disclosure agreement (NDA), also known as a confidentiality agreement, protects an organization’s private information. Employees might have access to a company’s proprietary data, such as client information, employee contacts, and business plans. If an employee leaves the organization, having an NDA in place can prevent them from sharing any information with competitors.
Direct deposit form
Today, many employees prefer receiving their payments as direct deposits into their bank account. A direct deposit form states that the employee wishes to receive their payments via bank transfer. It also includes the employee’s bank account details, which are stored by the company to facilitate the necessary transactions.
Non-compete agreement
A non-compete agreement serves a similar purpose to an NDA. Its primary purpose is to protect the organization from employees who wish to leave the company and secure employment with competing firms. Working for a direct competitor can be regarded as a conflict of interest, given their knowledge of their former company. A non-compete agreement prevents the former employee from being employed by a direct competitor within a particular region, for a specific period.
Form TD1
Form TD1, also called a Personal Tax Credit Return, is an important document for reporting taxes. It can be important to have new employees complete these forms as part of their onboarding. As required by the Canada Revenue Agency (CRA), new employees can fill out both a provincial TD1 and a federal TD1 if their earnings exceed the maximum personal allowance. When completing form TD1, an employee can include details for payroll deduction, such as taxable benefits, employment insurance, and Canada Pension Plan (CPP).
Please note that none of the companies mentioned in this article are affiliated with Indeed.
