After a job contract is signed, it is standard for employers to have new hires fill out Employee Information Forms as part of the onboarding process. If you’re using an HRM software, you will probably fill in all employee information at the time of employee registration in your system. However, it is also essential that you have a physical copy of the employee’s information in your file. These forms record basic information such as employees’ contact details, past or ongoing health conditions, employment specifics, as well as their educational and professional histories!
Our pre-built form features easily fillable sections for your convenience. To make this template truly yours, simply upload your company’s branding, drag and drop to add or change text boxes, adjust fonts and colors, or add additional signature fields as needed and preferred.
As an internal record of employee-related information, EI Forms help you create a complete and updated database of all formal employees of a company. You can also use these forms to store emergency contact information in case of workplace injuries or mishaps.
On the regulatory side of things, they ensure your compliance with federal & state laws requiring employers to maintain records for labor, tax, and workplace safety purposes. In the U.S., laws such as the ADA, FMLA, and Title VII require employers to keep documentation related to leaves, accommodations, or complaints (respectively). Jump to this section if you want to learn more about what different laws require you to document!
Key Features of Our Template
- Primary Users: Employees/HR Departments
- Purpose: To collect basic information about the employees of the company.
- Formats: PDF, Word, Google Docs, and ODT formats
- Level of Customizability: 100% Editable
Now, let’s explore each section of our pre-made a bit more…
Personal Details
For legal and internal record-keeping purposes, HR needs to keep a record of each employee’s personal details such as:
- Name & Date of Birth
- Gender & Marital Status
- Contact Number and Email Address
- Current & Permanent Postal Address
- Nationality
- SSN (If US resident)
What’s an SSN number?
Our form also asks applicants to share their SSN Number. For those who don’t know, Social Security number (SSN) is a unique identifier assigned to U.S. citizens and residents to track their income and process government benefits & services.
HR departments need the SSN of all employees for tax reporting and withholding purposes. This step ensures regulatory compliance and prevents a case of identity or tax-related fraud.
Employments Details
Use this section to flesh out details about the employee’s role & position within the overall organizational hierarchy, such as their job title & the date they joined the company, and the names of their supervisor and Head of Department.
Now, check the applicable option to select ‘Type of Employment’. We use five default types (Full-time, Part-time, Temporary, Intern, Contractor), hoping to cover most employment contracts a company may sign. You can remove or rename these categories to suit your company’s needs & requirements.
You might also need to add an Employee ID – a unique identification number assigned to employees by most companies at the time of joining.
Educational Background
From high-school choices to graduate majors, educational records help you decide if an applicant has what it takes!
Use this section to record details about an employee’s educational qualifications, preferably starting with the most recent ones. Add the following for each entry:
- Degree name
- Field of study
- Institution
- Date of completion
For most employers, a record of high school, undergraduate, and post-graduate qualifications should suffice. However, employees can also add details about any relevant short courses, exchange programs, or training diplomas they completed that make them more eligible or desirable for the position they are applying for.
Professional Background
Professional history can tell you if someone is the right fit for a specific role!
Use this tabulated section to list down past roles they worked in, in what capacity, and for how long. With all this information in one place, you can quickly & easily make more informed judgements about the employee’s past behaviour, personality, work ethic, or level of expertise.
We also add space for employees to identify their reasons for leaving past workplaces. During the pre-employment background checks, this can be a telling point of discussion between prospective and past employers.
Our template only allows you to list details of up to 3 organizations the employee has worked for. You can always delete or add more columns in our pre-made table as per your hiring needs & requirements.
Professional Credentials
Use this section to highlight any certificates or licences the employee holds that may be relevant to the nature of their job. We use a tabular format to make it easier to fill out & analyze a candidate’s professional credentials.
Emergency Contact Details
HR must ensure that new employees add their emergency contact details in case of a workplace accident or other emergency. Use this section to identify at least two emergency contacts.
For each contact, also specify:
- Two contact numbers
- Postal Address
- Relationship to the employee (say, a family member, friend, or other trusted individual)
Medical Details
It is also common for new employees to fill out a medical information form designed to streamline employee health data collection and management in an organization.
Use this section to record details about medical history that may impact other employees or require special accommodation at the workplace. Obtain consent for a pre-employment physical examination, and apprise HR of any special workplace measures needed to create a welcoming environment.
For Office Use Only
Unlike the rest of the form, this section is to be filled out by a member of HR.
Based on company salary estimates & negotiations with the employee during initial interviews, you should now have a solid salary figure in hand.
Now, specify:
- Amount
- Payment Type (Choose from either Direct Deposit or Check Payment to specify payment mode)
- Payment Schedule (Specify the duration of the salary period as either weekly, biweekly, monthly, or yearly, as the case may be)
Once basic salary details are added, the HR manager (or a deputy) must add their dated signature before filing the Form in the employee’s file.
What are my Legal Obligations as an Employer?
Here’s a quick legal map of what companies are obliged to record & document for their employees in the U.S:
| Law | Obligations |
|---|---|
| Fair Labor Standards Act (FLSA) | Requires employers to keep payroll records, time cards, wage rates, etc. for at least 3 years |
| Equal Employment Opportunity (EEO) Laws | Employers must retain hiring, promotion, and termination records to defend against discrimination claims |
| Americans with Disabilities Act (ADA) | Requires medical records to be kept confidential and stored separately |
| Family and Medical Leave Act (FMLA) | Requires documentation of leave and related health info |
| Occupational Safety and Health Act (OSHA) | Requires employers to keep records of work-related injuries and illnesses |
| Immigration Reform and Control Act (IRCA) | Requires verification of employment eligibility (Form I-9) |
| HIPAA (for employers who manage health plans) | Requires secure storage and limited access to employee health information |
| Sarbanes-Oxley Act (for public companies) | Requires retention of certain personnel records for audits and legal reviews |
Our template is available in multiple file formats, including Microsoft Word for easy offline editing, OpenDocument (ODT) for compatibility with various word processors, and via Google Docs for cloud-based sharing, editing, and collaboration.
The template is fully editable and can be customized to your needs and requirements.
Just upload your company logo, and share the form with your new employees. You can customize the fields and change the fonts, colors, and backgrounds. Feel free to embed this form into your system or use it standalone – either way, you save yourself hours in research, design, and formatting work!
