Collect the basic details you need for each new hire: contact, job, pay setup and emergency contact.
One form with the basics saves chasing details later. Keep it separate from federal forms such as the W-4 and I-9, which have their own rules.
Collect only what you need and store it securely. Do not ask for information that could be used to discriminate, such as age, religion or medical history, on a general form.
15 items. Fill it in on screen or print a copy.
A new hire at a car wash completes the form on her first morning. HR notices the emergency contact phone is missing and gets it before the first shift ends.
Federal wage and hour rules require employers to keep basic identifying and pay information for each non-exempt employee, such as name, address, occupation and pay rate. Having those details plus an emergency contact on one sheet means a manager can reach the right person quickly if the employee is hurt at work.
| Legal and preferred name | Anthony Ruiz; goes by Tony |
|---|---|
| Job title and location | Detailer, Sparkle Auto Spa, Mesa |
| Start date and manager | March 3; manager Dana |
| Status | Part-time, non-exempt |
| Pay rate and frequency | $17.00 per hour, paid biweekly |
| Usual availability | Weekday afternoons and Saturdays |
| Emergency contact | Lucia, mother, cell number on file |
The preferred name goes on the schedule and badge while the legal name stays on payroll records, and the non-exempt box tells the manager this hire’s hours must be tracked for overtime.
No, those are separate federal forms.
Information unrelated to the job, such as age or religion.
In a secure personnel file.
Yearly and when details change.
It is collected for payroll and tax forms, so many employers gather it during payroll setup rather than on a general information sheet that managers see. If you do record it here, keep the form locked away with restricted access, because it is the most sensitive item on the page. Never post or email it in plain text.
Non-exempt employees are entitled to overtime pay under the Fair Labor Standards Act when they work more than 40 hours in a workweek, and their hours must be tracked. Exempt employees meet specific salary and duties tests and are not owed overtime. Marking the right box here tells payroll and managers how to treat the person’s hours from day one.
More for the same job
Once the employee information form is in place, the next question is usually about shifts and hours. Book a demo to see how EZTime handles scheduling and time tracking.