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California required new hire documents

I. Pre-Employment Requirements

Verify eligibility to work in the U.S. (Form I-9)

Request employee to provide required identification documents

II. Employment Forms

Complete and sign the W-4 form for federal tax withholding

Complete and sign the DE 4 form for California state tax withholding

III. California-Specific Forms

Provide the "Notice to Employee" regarding workers’ compensation insurance

Obtain the notice from the California Department of Industrial Relations.
Fill in your company information, including name and address.
Provide the notice to the employee at the time of hire.
Keep a copy for your records.

Provide the "California Employee Rights" pamphlet

Download the pamphlet from the California Department of Fair Employment and Housing website.
Ensure it is the most recent version.
Distribute the pamphlet to the new hire during orientation.
Verify receipt by having the employee sign a form.

Distribute the "Payday Notice" outlining pay schedule and paydays

Create a document detailing the pay schedule, including frequency and paydays.
Provide this notice to the employee on their first day.
Ensure clarity on how and when employees will be paid.
Keep a signed acknowledgment of receipt in the employee file.

Here are some additional steps that could be included in the III. California-Specific Forms section of the new hire documents checklist

Provide the "California Fair Employment and Housing Act (FEHA) Notice" regarding discrimination and harassment protections

Obtain the FEHA notice from the California Department of Fair Employment and Housing.
Distribute it to the new hire at the time of hiring.
Ensure the new hire understands their rights under the act.
Document the distribution in the employee's records.

Distribute the "California Paid Sick Leave" notice outlining employee rights and accrual of sick leave

Get the notice template from the California Labor Code.
Explain the accrual process and usage of sick leave.
Provide this notice to the new hire during onboarding.
Keep a record of the distribution.

Provide the "Health Insurance Marketplace" notice informing employees about the availability of health insurance options

Download the notice from the U.S. Department of Labor.
Ensure it is the current version before distribution.
Provide this notice to the employee at hire.
Document the distribution for compliance purposes.

Distribute the "California Family Rights Act (CFRA) Notice" regarding family leave rights

Obtain the CFRA notice from the California Department of Fair Employment and Housing.
Distribute the notice to the new hire at onboarding.
Clarify the rights and responsibilities under CFRA.
Keep a signed acknowledgment in the employee file.

Provide the "Employee Rights Under the Labor Code" notice outlining rights related to wages and hours worked

Access the notice from the California Labor Code.
Ensure it includes all required information on employee rights.
Distribute to the new hire during orientation.
Get a signature for your records.

Distribute the "Notice of the California Minimum Wage" to inform employees of current minimum wage rates

Update the notice with the current minimum wage rate.
Distribute the notice to the new hire at hire.
Ensure the employee understands their pay rate.
Document the distribution in the employee file.

Provide the "Sexual Harassment Prevention Training" information, including required training resources and deadlines

Prepare a document outlining training requirements and deadlines.
Provide this information to the new hire upon hiring.
Ensure the employee understands the training process.
Keep a record of distribution and acknowledgment.

Distribute the "California Safe at Home Program" brochure for employees who may need to protect their address for safety reasons

Obtain the brochure from the California Secretary of State's website.
Ensure the employee knows how to apply for the program.
Distribute the brochure during onboarding if applicable.
Document the distribution in the employee's file.

Provide the "Whistleblower Protection" notice outlining employee rights to report violations without fear of retaliation

Access the whistleblower notice from the California Labor Code.
Ensure it includes comprehensive information on protections.
Distribute this notice to the new hire at hiring.
Document the distribution in the employee's records.

IV. Employee Handbook and Policies

Distribute the employee handbook for review

Obtain signed acknowledgment of receipt of the employee handbook

Review company policies on harassment, discrimination, and leave

V. Benefits Enrollment

Provide information on health insurance options and enrollment process

Distribute information about retirement plans (if applicable)

VI. Payroll Setup

Collect and verify banking information for direct deposit (if applicable)

Confirm employee’s classification (exempt/non-exempt)

VII. Additional Documentation

Request and file any required certifications or licenses

Collect any other necessary documentation specific to the position

VIII. Recordkeeping

Ensure all forms are completed and signed

Store documents securely in compliance with privacy regulations

IX. Follow-Up Actions

Schedule orientation and training sessions

Provide employee with contact information for HR support

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