Is an electronic signature valid?

Yes. Electronic signatures are legally valid under federal ESIGN and state UETA laws when intent, consent, attribution, and record retention requirements are met.

Do employees need a special account to sign?

Not necessarily. Many platforms permit guest signing via secure link and authentication methods such as email or SMS; stronger verification is available if required.

When is notarization required?

Notarization depends on state or employer policy and the document’s legal purpose. If notarization is required, use a recognized in-person or RON process that meets state rules.

How long should signed forms be retained?

Follow federal minimums such as three years for IRS-related records and six years for HIPAA-covered health records; check state or industry rules for longer periods.

What if a field is filled incorrectly?

Correct errors via an agreed amendment or re-execution of the form. Maintain version control and an audit trail showing who made corrections and when.

How to confirm document authenticity?

Use the platform’s audit trail, signer authentication logs, and tamper-evident PDF features to demonstrate a valid signing event and chain of custody.

Electronic Signature
Templates
HR
Employee BORs Form

Employee BORs Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE BORS FORM

This form is used to request an update, correction, or other action to the employee personnel record (Basis of Record - BOR). Employee Name: Employee ID: Requested effective date:

Personal Information

Full Legal Name Current Home Address Phone Personal Email

Position Information

Current Job Title Department Reporting Manager

Start Date (current position)

Salary / Hourly Rate

Employment Status (check all that apply) Full-time Part-time Contractor Inactive

Employment History (Most recent 2 employers)

Employer 1 - Company Name Employer 1 - Job Title

Employer 1 - Primary Responsibilities Employer 1 - Reason for Leaving Employer 2 - Company Name Employer 2 - Job Title

Employer 2 - Primary Responsibilities Employer 2 - Reason for Leaving

Education

Highest Degree Institution Graduation Date Additional Education / Certifications

References (Professional)

Reference 1 - Name

Reference 2 - Name

Reference 3 - Name

BOR Request Details

Type of BOR action requested (check applicable):

Name change Address change Compensation change Title change Department change Benefits enrollment/change Termination / Separation Other

Effective Date of Requested Action Description of Requested Change Business Justification and Supporting Details Supporting Documents (list documents provided)

Legal Disclosures and Authorizations

At-Will Employment: I acknowledge that my employment, if applicable, is at-will, which means either I or the employer may end the employment relationship at any time, with or without cause or advance notice, unless a written agreement states otherwise. I understand that no representative other than an authorized officer can modify at-will status, and any modification must be in writing and signed by the authorized officer.

I acknowledge and understand the At-Will Employment statement

Equal Employment Opportunity: The employer maintains a policy of equal employment opportunity and will not discriminate against employees or applicants on the basis of protected characteristics. Complaints of discrimination should be reported in accordance with company policy.

I acknowledge the Equal Employment Opportunity statement

Authorization to Verify and Conduct Background Checks: By signing below I authorize the employer to verify all information provided and to contact prior employers, references, and educational institutions. I further authorize the employer to obtain consumer and/or investigative background reports, as allowed by law, for employment, record correction, or eligibility determination purposes.

I authorize verification and background checks as stated above

Applicant Certification

I certify that all information provided on this form and any attachments is true, complete, and accurate to the best of my knowledge. I understand that falsification, omission, or misrepresentation of information may result in disciplinary action up to and including termination, or nullification of this request.

I certify that the information provided is true and complete

Privacy & Personnel Record Notice

Information provided on this form will be maintained in the employee personnel record and used for employment and administrative purposes. The employer will manage personal information in accordance with applicable privacy laws and company policy. Requests to amend personnel records are subject to review and supporting documentation may be required.

HR Use Only

Action Taken

HR Approver Name

HR Review Date

Employee Name:

Signature:

Date:

What the Employee BORs Form Is and when it’s used

The Employee BORs Form is a standardized human resources document used to record an employee’s basic onboarding and role-related information, acknowledgements, and administrative responses. Typical contents include identity details, job title, start date, payroll and tax selections, role responsibilities, policy acknowledgements, and signature blocks. Employers use the form to create a consistent personnel record, establish employer-employee expectations, and capture legally relevant declarations. The form can be completed on paper or electronically and is often integrated into onboarding workflows and personnel files for retention and audit purposes.

Why maintaining a clear Employee BORs Form matters

A well-structured Employee BORs Form reduces onboarding errors, centralizes employee data for payroll and compliance, and documents consent and acknowledgements needed for policies or benefit enrollment. It also creates an auditable record for HR, payroll, and legal reviews.

Who completes and who receives the Employee BORs Form

Typical participants include HR staff who prepare the form, hiring managers who review responsibilities, and employees who complete and sign required sections.

Human resources teams and payroll administrators who store the form and use it to set payroll, benefits, and tax withholding information.
Hiring managers and supervisors who verify job title, responsibilities, and reporting structure before final approval and onboarding.
Employees who complete personal data, emergency contact, policy acknowledgements, and provide a signature to confirm consent and accuracy.

Copies are retained by HR; limited extracts are shared with payroll, benefits providers, and other authorized business units as needed.

Step-by-step: completing an Employee BORs Form

Follow a clear sequence to reduce errors and processing delays; complete, verify, sign, and route the form.

01

1. Gather documents: Collect ID, tax forms, and benefit selections before you begin.
02

2. Enter data: Complete personal, job, and tax fields accurately using required formats.
03

3. Review and verify: HR or manager confirms job details and checks for missing entries.
04

4. Sign and route: Apply signature, date, and route to payroll and personnel file.

Core sections every professional Employee BORs Form should include

A complete form organizes employee data, payroll selections, role details, and legal acknowledgements into discrete sections for clear processing and retention.

Personal Details

Contact information, legal name, date of birth, social security or TIN, and emergency contact details to support payroll and benefit enrollment procedures.

Employment Data

Start date, job title, department, manager name, work location, exemption status, and employment type to drive access, scheduling, and compensation.

Payroll & Tax Selections

Direct deposit account details, federal/state withholding selections, and any local tax elections necessary for accurate payroll processing.

Benefits & Eligibility

Health, retirement, and voluntary benefits enrollment choices, along with coverage effective dates and dependent information where applicable.

Policy Acknowledgements

Signed acknowledgements for handbook policies, confidentiality, acceptable use, and any role-specific agreements required by the employer.

Signature & Auth

Signature block, printed name, date, and any witness or notary blocks required by state or employer policy for enforceability.

Security and compliance items to note

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encryption at rest

Audit Trail: Timestamps, IP, action log

HIPAA: BAA available for PHI

Authentication: Multi-factor options

Legal compliance: ESIGN and UETA compliant

Concise penalties and legal risks to be aware of

Incorrect TIN: 24% backup withholding

Late filing: IRS information return penalties

I-9 errors: $281–$2,789 per violation

Privacy breach: HIPAA civil and corrective penalties

Missing signature: Enforceability challenges

Intentional disregard: $660+ per form

Common mistakes that delay processing

Incomplete tax or direct-deposit details cause payroll holdbacks and require manual correction by HR, often delaying the first paycheck.
Mismatched legal name or TIN leads to IRS notices and possible backup withholding or correction filings that increase administrative burden.
Skipping required acknowledgements or failing to sign electronic consent creates uncertainty about policy acceptance and may invalidate certain protections.
Using an unsecured email or public link to submit sensitive employee data increases the risk of unauthorized access and regulatory exposure.

Recommended online workflow settings for the form

Configure the form to capture complete data, enforce required fields, and automate routing to payroll, benefits, and personnel files.

Field	Configuration
Required Fields	Mark name, TIN, signature, and bank details as required
Conditional Logic	Show benefits fields only when eligibility checkbox selected
Routing Order	Route HR → Manager → Payroll automatically
Reminders	Set automated reminders for unsigned forms

Typical eSubmission flow for the Employee BORs Form

An online flow reduces manual handoffs: upload, place fields, authenticate, sign, and store with an audit trail.

Upload Document: HR uploads the BORs template to the signing platform
Place Fields: Add required text, checkbox, date, and signature fields
Authenticate Signer: Use email, SMS code, or stronger verification
Complete and Store: Signed PDF and audit trail saved to HRIS

Technical and integration considerations

Ensure the eSignature platform supports required authentication, file formats, integrations, and retention controls before deployment.

Integrations: Salesforce, NetSuite, Microsoft 365
File formats: PDF, DOCX, HTML supported
Authentication: Email, SMS, KBA, SSO

Choose platform features that align with HRIS, payroll, and records-retention policies to avoid manual reconciliation and to preserve auditability.

Comparing eSignature vendors for processing Employee BORs Forms

Price and feature differences matter for high-volume HR workflows; signNow is shown first for direct comparison across common criteria.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no credit card	Free trial available	Free trial available	Free trial available	Free trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and troubleshooting for the Employee BORs Form

Answers to typical questions about validity, signing, storage, and common processing problems.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally valid under federal ESIGN and state UETA laws when intent, consent, attribution, and record retention requirements are met.
Do employees need a special account to sign?
Not necessarily. Many platforms permit guest signing via secure link and authentication methods such as email or SMS; stronger verification is available if required.
When is notarization required?
Notarization depends on state or employer policy and the document’s legal purpose. If notarization is required, use a recognized in-person or RON process that meets state rules.
How long should signed forms be retained?
Follow federal minimums such as three years for IRS-related records and six years for HIPAA-covered health records; check state or industry rules for longer periods.
What if a field is filled incorrectly?
Correct errors via an agreed amendment or re-execution of the form. Maintain version control and an audit trail showing who made corrections and when.
How to confirm document authenticity?
Use the platform’s audit trail, signer authentication logs, and tamper-evident PDF features to demonstrate a valid signing event and chain of custody.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now