HR 101: Employee Documents

This is basic information because these are absolutes, with no room for innovation and creativity.

There are certain documents you absolutely are required to have on file for each employee:
- I-9 Form: Mandatory
     Federal form proving legal right to work in U. S.
- W-2 - Mandatory
     Federal Income tax withholding
- State Income Tax form
     State withholdings BUT only Mandatory if differs from W-2 withholdings
- Notice of Pay Details - Mandatory
     State requirement - file original, copy to employee
- Application Form including conditions of employment - Critical
     Company proprietary form
- Signed Agreement of compliance with company policies - Critical
     Better if a Handbook receipt 
- Background Check Release - Mandatory if background check is done
     there is a series of mandatory form for this process
- Company property receipt - Important
- Record of any employee discipline - Critical
- Employee performance reviews - Critical

This is important for a variety of reasons that include possible lawsuits and claims. If you don't have the necessary employee documents you are defenseless and not in compliance with Federal and State labor laws.

Lance