Personal Details
Full legal name, date of birth, mailing address and contact numbers used for tax and payroll matching and background checks.
Complete Employee New Start Paperwork ensures legal compliance, enables timely payroll and tax reporting, supports background and eligibility checks, and reduces downstream onboarding delays or penalties.
Employers, HR or recruiting teams, and payroll administrators typically prepare the Employee New Start Paperwork package before the new hire's start date.
Organizations may use a centralized HRIS, secure eSignature platform, and document retention policy to manage who prepares, reviews, and stores each completed item.
Full legal name, date of birth, mailing address and contact numbers used for tax and payroll matching and background checks.
W-4 and state withholding forms to establish federal and state tax withholding; accuracy affects payroll tax reporting and withholdings.
Form I-9 documentation list and copies of acceptable IDs required to verify work authorization under 8 CFR §274a.2.
Bank account and routing numbers, account type, and authorization consent for payroll deposits and reimbursements.
Offer letter, position title, start date, exempt/nonexempt status, pay rate, and any probationary or at-will language.
Handbook receipt, confidentiality or IP assignment acknowledgements, benefits enrollment consents and any industry-specific disclosures.
| Field | Configuration |
|---|---|
| Authentication Method | Email link with optional SMS code or KBA depending on sensitivity. |
| Field Types | Required fields, date pickers, SSN masked entry, and file upload for ID documents. |
| Routing Order | New hire → HR reviewer → Payroll approver to ensure checks before payroll activation. |
| Storage Destination | Secure HRIS or encrypted document repository with access logging. |
Choose delivery channels that meet authentication and retention needs while minimizing signer friction.
Ensure chosen platforms support required access controls, audit trails, encrypted storage, and role-based permissions before accepting sensitive employee data.
Complete before the first payroll so withholding is applied correctly.
Employers must provide W-2 to employees by January 31 each year.
Issue to contractors and file by January 31 when applicable.
Keep I-9 for three years after hire or one year after termination, whichever is later (8 CFR §274a.2).
Provide bank details before payroll cutoff to avoid deferred payment.
Save final signed documents as PDF/A for long-term archival and consistent rendering across platforms.
Keep a template DOCX copy for future hires; do not store sensitive signed data in editable formats.
Export key fields (name, SSN last4, start date, bank routing hashed) for payroll import and reporting.
Archive signed packets to encrypted cloud storage with access controls and audit logs.
| 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 | 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 |
| Envelope Cap | No cap | 100 envelopes/user/year limit | Varies by plan | Varies by plan | Varies by plan |