Can employees sign the CI form electronically?

Yes, electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the employer obtains consent to electronic records and captures intent and attribution.

When is notarization required?

Notarization is uncommon for standard CI updates. It is required when the changed item involves a notarized affidavit, power of attorney, or where state law specifically requires an acknowledgement.

How long should HR keep CI records?

Retain CI records at least 3 years after filing for tax and audit purposes (IRC §6501(a)); retain HIPAA-protected records for 6 years if PHI is present (45 CFR §164.530(j)).

What if the employee entered incorrect bank info?

Immediately suspend direct deposit updates, request corrected documentation, reverse any misdirected payments per payroll policy, and document corrective actions in the personnel file.

How to revoke or correct a submitted CI form?

Submit a signed correction or a new CI form indicating the change and effective date. Document both the original and corrected entries for auditability.

Who must sign the CI form?

Typically the employee completes and signs. HR or payroll may countersign to indicate verification; managers sign only when the change impacts job status or approvals are required.

Electronic Signature
Templates
HR
Employee CI Form

Employee CI Form

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

EMPLOYEE CI FORM

Personal Information

Full Legal Name Preferred Name / Alias Home Address

Phone:

Email:

Date of Application:

Position Information

Position Applying For:

Department

Reporting Manager (if known): Proposed Start Date:

Salary / Compensation Request

Employment Type Full-Time Part-Time Contract

Employment History

Employer 1

Company Name

Job Title:

Dates Employed From:

To:

Primary Responsibilities (brief) Reason for Leaving

Employer 2

Company Name

Job Title:

Dates Employed From:

To:

Primary Responsibilities (brief) Reason for Leaving

Education

Highest Degree or Diploma Institution

Major / Field:

Graduation Date:

GPA / Honors (optional)

Professional References

Reference 1

Reference 2

Reference 3

Legal Disclosures & Authorizations

At-Will Employment: I acknowledge that, unless otherwise agreed in a separate signed written agreement, my employment with the company is at-will. Either I or the employer may terminate employment at any time, with or without cause or advance notice. This acknowledgment does not create a contract of employment for any specified period.

Equal Opportunity: The employer provides equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, or other legally protected status in accordance with applicable law.

Authorization to Contact & Background Checks: I authorize the employer and its designated agents to investigate my background, references, employment history, education, and other matters related to my suitability for employment. I understand that such investigations may include criminal history, verification of credentials, and other records as permitted by law. I hereby release from liability any person or entity providing information to the employer in good faith.

I authorize the employer to contact my previous employers and references. I consent to a pre-employment background check and verification procedures as described above.

False Statements: I understand that any false or misleading statements, omissions, or misrepresentations on this form or during the application process may result in refusal to hire, or, if hired, disciplinary action up to and including termination.

Applicant Certification

I certify that all information provided on this Employee CI Form and any attachments is true, accurate, and complete to the best of my knowledge. I understand that omission or falsification of information may be grounds for denial of employment or termination. I acknowledge that I have read and understand the disclosures and authorizations above.

I certify that the above statements are true and consent to the terms stated.

Additional Information

Have you ever been convicted of a felony or misdemeanor that has not been annulled, expunged, or sealed by a court? (Conviction will not necessarily disqualify an applicant.)

No Yes — please explain below If yes, explain:

Applicant Name:

Signature:

Date:

What the Employee CI Form Is and when organizations use it

The Employee CI Form (Employee Change of Information Form) is a standardized HR form used to record updates to an employee's personal, contact, tax, emergency, and employment-related details. Employers use this form to keep personnel records current for payroll, benefits administration, I-9 verification, emergency response, and compliance with internal policies. The form typically captures employee name, legal identifiers, home and mailing addresses, phone numbers, preferred contact method, emergency contact(s), changes to withholding or direct deposit, and any certifications or licensure updates that affect job eligibility.

Why maintaining an accurate Employee CI Form matters

Accurate CI forms reduce payroll errors, ensure timely benefits enrollment, support regulatory compliance (I-9, tax withholding), and improve emergency response. They also create a reliable audit trail for personnel changes and protect the organization from administrative penalties and communication failures.

Who completes and relies on the Employee CI Form

The form is completed by employees when personal or employment details change and is used by HR, payroll, benefits, and hiring managers.

New hires and returning employees who need to report updated legal names, addresses, or banking information.
HR and payroll teams that process withholdings, direct deposit, benefit elections, and statutory forms.
Managers and safety officers who require current emergency contact and certification information for operational continuity.

Departments keep copies in personnel files and update HRIS systems to maintain a single source of truth for employee records.

Essential components of a professional Employee CI Form

A complete CI form balances clear data capture with privacy and auditability. Include sections for identity, contact, employment status, payroll details, emergency contacts, and consent for electronic records.

Identity

Full legal name, former names if applicable, date of birth, and a unique employee ID to match payroll and personnel records accurately.

Contact Details

Home and mailing address, primary phone number, email address, and preferred communication method for HR and benefits notices.

Payroll Information

Direct deposit account details, tax withholding allowances or W-4 changes, and paycheck delivery preferences to prevent payment interruptions.

Emergency Contacts

Primary and secondary emergency contacts with relationship and daytime phone numbers to support timely response in incidents.

Employment Status

Job title, department, manager, work location, full-time/part-time status, and any status changes affecting benefits eligibility.

Consent & Attestations

Employee attestation of accuracy, consent to electronic recordkeeping where applicable, and signature block for acknowledgment.

Step-by-step: Completing and processing the Employee CI Form

Follow these sequential steps to ensure the form is completed, approved, and updated in HR systems without delays.

01

Fill the Form: Complete all required fields and provide supporting documents if requested.
02

Sign and Date: Sign the form in the signature block; use an e-signature if permitted by employer policy.
03

Submit to HR: Send the completed form to HR or upload to the HRIS per internal routing procedures.
04

HR Verification: HR reviews changes, updates payroll/benefits systems, and retains a copy in the personnel file.

Digital workflow for eSubmission and verification

Use a secure digital workflow to reduce errors and create an auditable trail. The following stages reflect a typical eSubmission process.

Upload Document: HR or the employee uploads the CI form to the secure platform or HRIS.
Place Fields: Designate required fields, signature block, and any conditional fields for approvals.
Notify Signers: System sends signer notifications with authentication options and instructions.
Complete and Store: Signed form is stored with an audit trail and the HRIS record is updated.

Technical requirements for eSigning and secure submission

Ensure the chosen eSignature platform supports required integrations, security, and authentication before using it for CI forms.

Document Formats: PDF, DOCX supported
Integrations: HRIS/HRMS, Google Workspace, Microsoft 365
Authentication: Email, SMS or stronger MFA

Configuring an online workflow for the Employee CI Form

Map fields, routing, and verification steps before rolling out the form to employees to ensure consistency and compliance.

Field	Configuration
Required Fields	Full legal name \| address \| signature
Authentication	Email link or SMS code
Routing	Employee → HR reviewer → Payroll
Retention	Store signed copy in HRIS, archive per policy

Best practices for accurate and efficient completion

Apply these practical steps to reduce rework, speed processing, and maintain compliance when collecting CI updates.

Use standardized fields

Design form fields to match payroll and HRIS schema to avoid manual rekeying and misalignment.

Require supporting documents

Request PDFs of voided checks or updated IDs when banking information or legal name changes to validate entries.

Enable conditional fields

Show additional fields only when relevant (for example, tax change details shown only after selecting 'Change W-4').

Keep an audit trail

Capture timestamps, IP addresses, and signer authentication to document who made changes and when.

Common mistakes to avoid when preparing the Employee CI Form

Incomplete name fields or use of nicknames that do not match payroll records, leading to mismatched tax reporting and payment delays.
Entering incorrect bank routing or account numbers without verification, which can cause failed or misdirected direct deposits.
Failing to record the effective date in MM/DD/YYYY format, causing ambiguity about when changes should take effect for payroll or benefits.
Not obtaining explicit consent to receive and store records electronically, which can create legal issues under ESIGN for consumer-facing disclosures.

Penalties and operational risks from incorrect or missing CI forms

Payroll Errors: Overpayments or underpayments

Tax Withholding: Backup withholding may apply

I-9 Noncompliance: Civil fines and remedial action

Benefits Misenrollment: Coverage gaps or delayed claims

Data Breach: Unauthorized access to PII

Recordkeeping Failures: Audit penalties or liability

eSignature vendor price and capability snapshot for Employee CI workflows

Compare basic pricing and a few capability points relevant to CI form workflows. signNow is listed first per comparison convention.

	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	Varies	Varies	Varies	Varies
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-world examples of Employee CI Form use

These condensed examples show how organizations use CI forms in practice and the outcomes they track.

Optica Ventures

HR digitized CI updates to eliminate paper handling

Bulk updates saved administrative time across 50 locations
The project reduced payroll exceptions and improved response time to employee inquiries by centralizing records and audit trails.

Martin Properties

Real estate employer standardized CI forms across properties

Integrated CI updates with payroll and vendor systems
The standardized form reduced address-related tax issues and accelerated benefits enrollment for new hires.

Frequently asked questions about the Employee CI Form

Answers to common questions about completion, eSigning, retention, and what to do when information changes after submission.

Need help? Contact support

Can employees sign the CI form electronically?
Yes, electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the employer obtains consent to electronic records and captures intent and attribution.
When is notarization required?
Notarization is uncommon for standard CI updates. It is required when the changed item involves a notarized affidavit, power of attorney, or where state law specifically requires an acknowledgement.
How long should HR keep CI records?
Retain CI records at least 3 years after filing for tax and audit purposes (IRC §6501(a)); retain HIPAA-protected records for 6 years if PHI is present (45 CFR §164.530(j)).
What if the employee entered incorrect bank info?
Immediately suspend direct deposit updates, request corrected documentation, reverse any misdirected payments per payroll policy, and document corrective actions in the personnel file.
How to revoke or correct a submitted CI form?
Submit a signed correction or a new CI form indicating the change and effective date. Document both the original and corrected entries for auditability.
Who must sign the CI form?
Typically the employee completes and signs. HR or payroll may countersign to indicate verification; managers sign only when the change impacts job status or approvals are required.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now