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Background Check Authorization
Company Policy
Emergency Action Plan
Emergency Contact Form
Employee of the Month Nomination
Employment Eligibility Verification (Form I-9)
Employment Offer Letter
Equipment Agreement
Evaluation Form
Exit Interview Form
Final Paycheck Acknowledgment
Job Application
Leave of Absence
Mileage Reimbursement Form
Non-Disclosure Agreement (NDA)
Onboarding Checklist
Reimbursement Form
Rejection Letter
Self-Evaluation Form
Time Off Request
Write-up Form
Onboarding New Employees
The following forms are generally needed when a new hire joins a company:
Employee’s Withholding Certificate (Form W-4) – Completed by the employee to enable their employer to calculate the amount of federal income tax to withhold from their pay. A state-level W-4 form is also typically required.
Employment Eligibility Verification (Form I-9) – The employer and employee must complete this form to verify the employee’s eligibility to work in the U.S.
Direct Deposit Authorization Form – Allows an employer to deposit an employee’s pay directly into their bank account.
Employment Records
| Record Type | Duration | Details |
| Employment Tax | 4 years | after tax due date or payment date (whichever is later).[1] This includes forms W2, W4, 940/941/944, and wage/tip records |
| Payroll | 3 years | Payroll records, collective bargaining agreements, employment contracts. |
| Wage Computations | 2 years | Documents used to calculate wages (schedules, timecards, etc.) |
| Form I-9 | 1-3 years | 3 years after hiring for employees who worked <2 years, 1 year after termination for employees who worked 2+ years |
| Work Injury/Illness | 5 years | Applies to most employers with 11+ employees. Includes OSHA forms 300, 300A, and 301 (available online). |
| EEO-1 and Personnel | 1 year | 1 year from termination. Includes applications, resumes, performance-related documents. |
Employment Records
U.S. workplace regulations require employers to keep the following records for the prescribed durations:
Employment tax records – 4 years after tax due date or payment date (whichever is later).[1] This includes forms W2, W4, 940/941/944, and wage/tip records.Payroll records – 3 years.[2] Documents used to calculate wages (schedules, timecards, etc.) must be kept for 2 years.Form I-9 – 3 years after hiring or 1 year after termination (whichever is later).[3]Work injury records – 5 years (if 11+ employees).[4] This includes OSHA forms 300, 300A, and 301 (available online)EEO-1 and personnel records – 1 year (or 1 year from firing).[5] Personnel records include applications, resumes, and performance related documents.
Sample
EMPLOYMENT/JOB APPLICATION
PERSONAL INFORMATION
Full Name: [APPLICANT NAME] Date: [MM/DD/YYYY]
Address: [APPLICANT ADDRESS] E-mail: [APPLICANT EMAIL]
Phone: [APPLICANT PHONE] Social Security Number (SSN): [SIN #]
Date Available: [MM/DD/YYYY] Desired Pay: $[AMOUNT] ☐ Hour ☐ Salary
Position Desired: [POSITION] Employment Desired: ☐ Full-time ☐ Part-time ☐ Seasonal
EMPLOYMENT ELIGIBILITY
Have you ever been convicted of a felony? ☐ Yes* ☐ No *Explain: [EXPLAIN FELONY]
EDUCATION
High School: [HIGH SCHOOL NAME] City/State: [CITY/STATE]
From: [MM/DD/YYYY] To: [MM/DD/YYYY] Graduate? ☐ Yes ☐ No
College: [COLLEGE NAME] City/State: [CITY/STATE] Period: [MM/DD/YYYY][MM/DD/YYYY]
Graduate? ☐ Yes ☐ No Degree: [FIELD OF STUDY]
Other: [INSTITUTION NAME] City/State: [CITY/STATE]
From: [MM/DD/YYYY] To: [MM/DD/YYYY] Certification: [FIELD OF STUDY]
PREVIOUS EMPLOYMENT
Employer 1: [EMPLOYER NAME] E-mail: [EMPLOYER EMAIL]
Phone: [EMPLOYER PHONE] Address: [EMPLOYER ADDRESS]
Start Pay: $[PAY AMOUNT] ☐ Hour ☐ Salary End Pay: $[PAY AMOUNT] ☐ Hour ☐ Salary
Job Title: [PREVIOUS POSITION] Responsibilities: [PREVIOUS DUTIES]
From: [MM/DD/YYYY] To: [MM/DD/YYYY] Reason For Leaving: [EXPLAIN TERMINATION]
Employer 2: [EMPLOYER NAME] E-mail: [EMPLOYER EMAIL]
Phone: [EMPLOYER PHONE] Address: [EMPLOYER ADDRESS]
Start Pay: $[PAY AMOUNT] ☐ Hour ☐ Salary End Pay: $[PAY AMOUNT] ☐ Hour ☐ Salary
Job Title: [PREVIOUS POSITION] Responsibilities: [PREVIOUS DUTIES]
From: [MM/DD/YYYY] To: [MM/DD/YYYY] Reason For Leaving: [EXPLAIN TERMINATION]
REFERENCES
Name: [REFERENCE NAME] Relationship: [REFERENCE RELATION]
Company: [REFERENCE EMPLOYER] Title: [REFERENCE TITLE]
E-mail: [REFERENCE EMAIL] Phone: [REFERENCE PHONE]
Name: [REFERENCE NAME] Relationship: [REFERENCE RELATION]
Company: [REFERENCE EMPLOYER] Title: [REFERENCE TITLE]
E-mail: [REFERENCE EMAIL] Phone: [REFERENCE PHONE]
MILITARY SERVICE
Are you a veteran? ☐ Yes ☐ No Branch: [MILITARY BRANCH]
From: [MM/DD/YYYY] To: [MM/DD/YYYY]
Discharge Rank: [MILITARY RANK] Discharge Type: [DISCHARGE TYPE]
If not honorable, please explain: [EXPLAIN DISHONORABLE DISCHARGE]
DISCLAIMER
If asked, are you willing to consent to a background check? ☐ Yes ☐ No
The applicant understands that this is an Equal Opportunity Employer who is committed to excellence through diversity. To ensure this application is acceptable, please complete the application fully in order for it to be considered. Please complete each section even if a resume is attached.
I, the applicant, certify that my answers are true and honest to the best of my knowledge. If this application leads to my eventual employment, I understand that any false or misleading information in my application or interview may result in my employment being terminated.
Applicant Signature: Date:
Print Name: [APPLICANT NAME]