Can this form be e-signed?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are generally legally binding for employee forms unless an exception applies.

Are special disclosures required?

Consumer-facing financial or benefit authorizations may require an ESIGN consumer disclosure and opportunity to withdraw consent per 15 U.S.C. §7001(c).

How long must I keep the form?

Keep tax-related items at least three years (IRC §6501(a)), I-9s per 8 CFR §274a.2, and HIPAA-related records six years (45 CFR §164.530(j)).

Who should sign the listing?

The employee must sign to attest to accuracy; HR or authorized payroll officer signs when verifying receipt and verification of supporting documents.

When is notarization required?

Notarization is rarely required for standard employee listings; notarization or witnesses apply only to specific legal instruments, as governed by state law.

How do I correct errors after signing?

Create a dated amendment or replacement listing signed by the employee and HR; retain both records to preserve audit trail and continuity.

Electronic Signature
Templates
HR
Employee Information Listing

Employee Information Listing

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

EMPLOYEE INFORMATION LISTING

Personal Information

Full Legal Name Home Address

Phone:

Personal Email:

Date of Birth:

Social Security Number:

Position Information

Job Title Department Reporting Manager

Start Date:

Salary / Rate:

Employment Status (select applicable)

Full-Time Part-Time Temporary Exempt

Work Location

Emergency Contact

Primary Contact Name

Relationship:

Phone:

Secondary Contact (optional)

Employment History (Most Recent First)

Employer 1 - Company Name Address

Title/Position:

Start Date:

End Date:

Primary Duties / Responsibilities Reason for Leaving

Employer 2 - Company Name Address

Title/Position:

Start Date:

End Date:

Primary Duties / Responsibilities Reason for Leaving

Education

Highest Degree Institution

Major/Field:

Graduation Date:

Professional References

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Legal Disclosures and Certifications

At-Will Employment: I understand and acknowledge that my employment with the Company is at-will, unless otherwise specified in a separate written agreement signed by an authorized representative of the Company. Either the Company or I may terminate the employment relationship at any time, with or without cause or advance notice.

Equal Employment Opportunity: The Company is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, or any other classification protected by applicable law.

Applicant Certification: I certify that all information provided on this Employee Information Listing is true, accurate, and complete to the best of my knowledge. I understand that omission, misrepresentation, or falsification of information may result in rejection of my application or, if employed, disciplinary action up to and including termination.

Authorization to Verify: I authorize the Company and its agents to investigate all statements contained in this form and to obtain verification of my employment history, education, and references. I authorize all former employers, educational institutions, and references to release information about my employment and character to the Company. I hereby release those parties and the Company from liability for any claim arising from such inquiries.

I consent to employment-related background checks and verification as permitted by law.

I authorize the Company to contact my previous employers and references to verify information.

Authorization Release: I release from liability any person or entity furnishing information pursuant to this authorization and release the Company and its representatives from liability for reliance on such information in making employment decisions.

Additional Information

Professional Licenses / Certifications Notes / Accommodations

For Human Resources Use Only

Employee ID Benefits Eligible

Yes No

Employee Name:

Signature:

Date:

What the Employee Information Listing Is and When It’s Used

The Employee Information Listing is a structured form employers use to collect and record key personnel data for payroll, benefits, emergency contacts, tax reporting, and compliance. Typical entries include legal name, address, Social Security number or TIN, employment start date, job title, withholding status, direct deposit details, and emergency contact information. Accurate completion supports payroll setup, tax withholding, I-9 and new-hire reporting, benefits enrollment, and record retention obligations under federal and state law.

Why a Complete Employee Information Listing Matters

A properly completed listing reduces payroll errors, ensures correct tax withholding, supports benefits enrollment, and creates an auditable record for compliance with federal rules such as I-9 retention and IRS reporting requirements.

Who Completes and Maintains the Employee Information Listing

Maintain a central signed copy in the personnel file and update it when key data changes to reduce payroll interruptions and support compliance audits.

New hires and employees — provide personal, tax, and bank information for payroll setup and benefits
HR / Payroll administrators — verify entries, enroll employees in systems, and retain records per policy
Hiring managers and business units — confirm job title, department, reporting structure, and effective date

Step-by-step: How to complete the listing

Follow these steps to collect, verify, and store employee information efficiently and in compliance with federal rules.

01

Collect Data: Ask employee to complete all required fields and attach supporting documents
02

Verify Identity: Check ID, SSN, and work authorization documents where applicable
03

Configure Payroll: Enter data into payroll system and confirm direct deposit
04

Retain Record: Store signed listing per retention policy and compliance rules

Typical processing flow for an Employee Information Listing

Most organizations follow a simple sender→signer→verify→store workflow for employee listings submitted electronically or on paper.

Create Form: HR prepares a standardized listing template
Send to Employee: Distribute via secure email, HR portal, or eSignature link
Employee Signs: Employee reviews, completes and signs electronically or on paper
Verify & Store: HR verifies entries and archives signed copy in personnel file

Configuring an online workflow for the Employee Information Listing

Use these settings as a baseline when creating an online completion and signing workflow.

Field	Configuration
Signature Field	Require signer signature and date
Authentication	Email or SMS code for signer verification
Conditional Fields	Show state-specific tax fields when applicable
Retention	Auto-save signed PDF to secure HR folder

Technical considerations for eSubmission and storage

Ensure the selected platform supports encryption in transit and at rest, audit logs, and role-based access controls before transmitting employee data.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File Formats: PDF and DOCX supported for upload and export
Authentication: Email, SMS code, or SAML/SSO options

Essential sections to include in a professional Employee Information Listing

A complete listing organizes employee data into clearly labeled sections so HR can process payroll, benefits, and compliance tasks without follow-up.

Personal Details

Captures legal name, preferred name, date of birth, and contact information to ensure correct identification and communication channels.

Identification

Records SSN/TIN and government ID details used for tax reporting, identity verification, and background checks where permitted.

Employment Data

Includes hire date, job title, department, manager, FLSA status, and pay frequency required for payroll and classification.

Tax Withholding

Collects federal and state withholding elections, allowances, and any additional withholding amounts for accurate payroll deductions.

Payment Details

Direct deposit routing/account numbers or pay card options, plus backup payment preferences to avoid pay interruptions.

Emergency Contacts

Names, relationships, and phone numbers for emergency notifications; note consent to contact for privacy compliance.

Security and compliance controls to apply

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Access Controls: Role-based permissions and SSO

Audit Trail: Timestamp, IP, action history

HIPAA: BAA required when PHI present

Record Formats: Signed PDFs and exportable CSV

Data Minimization: Collect only necessary personal data

Common preparation mistakes to avoid

Accepting handwritten SSNs or illegible entries causes payroll delays and increases audit risk; validate entries before finalizing.
Failing to obtain a dated signature or consent can weaken the record’s evidentiary value for tax and compliance audits.
Storing signed listings in unsecured email or shared drives exposes sensitive data; use encrypted HR repositories with access controls.
Neglecting to update listings after life events (name change, bank account change) leads to payment errors and reporting mismatches.

Penalties and legal risks from inaccurate listings

Incorrect 1099 Info: IRC §6721: $60–$330 per form

I-9 Violations: 8 CFR §274a.2: $281–$2,789 per violation

Backup Withholding: 24% withholding triggered by bad TIN

HIPAA Breach: Civil/criminal penalties for PHI exposure

Payroll Errors: Overpayments or late payments can trigger fines

Employment Litigation: Poor records increase liability in disputes

Key timeframes and reporting deadlines to watch

Some obligations depend on filing type and federal deadlines; maintain calendar triggers for tax and employment reporting requirements.

Provide W-2 to Employee:

Jan 31 each year for employee copies

1099-NEC Deadline:

Jan 31 to recipient and IRS

I-9 Retention:

Retain 3 years after hire or 1 year after termination, whichever is later

Federal Tax Return:

Individual return typically due April 15 unless extended

New-hire Reporting:

State new-hire reports often due within 20 days of hire

eSignature vendor comparison for Employee Information Listing workflows

Compare core pricing and compliance features across common eSignature vendors; signNow is listed first in accordance with platform data.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Employee Information Listings

Answers to common questions about e-signing, retention, verification, and updating employee listings used in HR and payroll workflows.

Need help? Contact support

Can this form be e-signed?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are generally legally binding for employee forms unless an exception applies.
Are special disclosures required?
Consumer-facing financial or benefit authorizations may require an ESIGN consumer disclosure and opportunity to withdraw consent per 15 U.S.C. §7001(c).
How long must I keep the form?
Keep tax-related items at least three years (IRC §6501(a)), I-9s per 8 CFR §274a.2, and HIPAA-related records six years (45 CFR §164.530(j)).
Who should sign the listing?
The employee must sign to attest to accuracy; HR or authorized payroll officer signs when verifying receipt and verification of supporting documents.
When is notarization required?
Notarization is rarely required for standard employee listings; notarization or witnesses apply only to specific legal instruments, as governed by state law.
How do I correct errors after signing?
Create a dated amendment or replacement listing signed by the employee and HR; retain both records to preserve audit trail and continuity.

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