Is an electronic signature valid?

Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are present.

Who must sign the form?

Typically the hiring manager, HR representative, and authorized payroll or finance approver sign. Document your employer-designated approvers in the workflow.

Can I correct a submitted form?

Create an amended version with a change log and new signatures. Maintain the original and revised records for audit trails and retention compliance.

Do I need notarization or witnesses?

Most position information forms do not require notarization or witnesses. If the form is combined with a document that requires notarization, follow the applicable state rule.

Where should completed forms be stored?

Store completed forms in your HRIS or secured records system with role-based access, encrypted backups, and retention aligned with I-9, IRS, and HIPAA requirements.

What if the form contains health information?

Handle any protected health information under HIPAA; execute a BAA with the vendor if electronic storage or processing of PHI will occur.

Electronic Signature
Templates
HR
Employee Position Information Form

Employee Position Information Form

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

EMPLOYEE POSITION INFORMATION FORM

Personal Information

Full Legal Name Home Address

Primary Phone

Email Address

Position Information

Proposed Job Title: Department:

Reporting Manager: Manager Title:

Proposed Start Date

Work Location

Compensation

Pay Frequency: Regular Hours per Week:

Employment Classification (select all that apply) Full-Time Part-Time Exempt Non-Exempt Temporary/Seasonal

Employment History

Employer 1

Company Name

Job Title

Supervisor Name & Phone

Dates of Employment: From to

Primary Responsibilities Reason for Leaving

Employer 2

Company Name

Job Title

Supervisor Name & Phone

Dates of Employment: From to

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certificate Institution Graduation Date Professional Certifications or Training

References

Reference 1

Reference 2

Reference 3

Legal Disclosures and Authorizations

At-Will Employment: I acknowledge that, unless specifically provided otherwise in a signed written agreement, my employment and compensation can be terminated at-will by either the employer or myself at any time, with or without cause or notice.

Equal Employment Opportunity: The employer provides equal employment opportunity to all employees and applicants without regard to protected characteristics as required by applicable law. Employment decisions are based on business needs, job requirements and individual qualifications.

Background and Reference Checks

I authorize the employer to investigate and verify all statements contained in this form and to obtain information about my background, including employment history, education, references and criminal records where permitted by applicable law. I understand that a conditional offer of employment may be contingent on the results of such checks.

I authorize background and reference checks as described above. I authorize the employer to contact my previous employers for employment verification.

Applicant Certification

I certify that all information provided on this form and in any attachments is true, complete and correct to the best of my knowledge. I understand that any misrepresentation or omission of material facts may be grounds for rejection of my application or termination of employment if discovered after hire.

I certify that the statements above are true and I consent to the terms set forth in this form.

Additional Information

Accommodations or Comments

Employee Printed Name:

Signature:

Date:

What the Employee Position Information Form Records

The Employee Position Information Form is an internal HR record used to capture standardized job and payroll details for a new or existing hire. Typical entries include full legal name, job title, department, cost center, exempt/nonexempt classification, FLSA status, regular work location, employment type (full-time, part-time, temporary), start date, supervisor, pay rate or salary, FTE percentage, scheduled hours, and any required certifications or clearances. Employers use the form to feed payroll, benefits, onboarding, workforce planning, and compliance processes while keeping a single authoritative record for audits and reporting.

Why a Standardized Position Form Matters

A consistent Employee Position Information Form reduces payroll errors, clarifies role expectations, and supports compliance with wage-and-hour, tax, and benefit rules. It creates an auditable record for HR, payroll, and legal reviews, streamlining onboarding and reducing rework across teams.

Who Typically Completes and Uses This Form

Human resources, hiring managers, and payroll specialists interact with the form at different stages: HR prepares the template, hiring managers supply role details, and payroll consumes compensation data.

HR administrators — Create templates, enforce required fields, and maintain records in the HRIS.
Hiring managers — Provide job description, supervisor, start date, and essential functions for the position.
Payroll and compliance teams — Use classification and pay-rate data to calculate wages and verify regulatory obligations.

Accurate completion ensures downstream systems (HRIS, payroll, benefits) receive consistent inputs and reduces correction cycles across departments.

How to Complete the Form Step by Step

A straightforward sequence reduces errors: gather documents, enter data, attach supporting items, then route for review and signature.

01

1. Gather documents: Collect job offer, resume, and any licenses.
02

2. Enter core data: Complete name, title, department, classification.
03

3. Attach support: Add offer letter, certificates, and background checks.
04

4. Route and approve: Send for manager and payroll approvals, then finalize.

Configuring an Online Workflow for This Form

Key template settings control validation, routing, and retention when you deploy the form digitally.

Field	Configuration
Template Name	Use a clear name that includes department and hire type
Conditional Fields	Display pay details only for selected employment types
Required Fields	Make legal name, start date, classification mandatory
Signer Order	Route sequentially: hiring manager → HR → payroll

Typical Routing and Submission Flow

A simple send-review-approve-archive flow keeps tasks visible and preserves an audit trail for each step.

Send: HR sends template to hiring manager with prefilled fields
Review: Manager confirms duties, start date, and budget
Approve: Payroll approves compensation and classification
Archive: Finalized form stored in HRIS and records archive

Technical Capabilities for Digital Completion

Use a signing platform that supports secure PDFs, audit trails, and HRIS integrations to streamline processing.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace supported
File formats: Accepts PDF, DOCX, and Excel for templates
Authentication: Email, SMS code, KBA, and SSO options available

Core Sections to Include in a Professional Template

A complete Employee Position Information Form groups related items to improve accuracy, speed verification, and make approvals traceable.

Job Details

Clear job title, level, and a brief duties summary to align expectations and support classification reviews and performance planning.

Compensation

Pay rate, frequency, salary components, and commission details so payroll can calculate taxes, benefits, and withholdings correctly.

Schedule and Location

Primary worksite, remote/hybrid status, regular hours, and shift details for wage calculations and local law compliance.

Classification Flags

Exempt/nonexempt, overtime eligibility, temporary status, and union membership to drive legal compliance and payroll rules.

Attachments

Offer letter, licenses, certifications, and background-check confirmations attached to the record for audit readiness.

Approval Workflow

Designated approvers, signer order, and completion checkpoints to ensure changes are authorized and documented.

Security and Privacy Considerations

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

Access Controls: Role-based permissions and SSO enforcement

Audit Trail: Timestamps, IP, and action history retained

HIPAA Considerations: Use BAA when forms include protected health data

Data Minimization: Avoid storing full SSNs; use truncated IDs

Backups: Regular encrypted backups and retention policies

Consequences of Incorrect or Missing Information

Payroll Errors: Incorrect pay rates cause wage overpayments or underpayments

Misclassification: FLSA misclassification can trigger back pay and penalties

I-9 Violations: Incomplete I-9s expose employers to fines and sanctions

Tax Penalties: Wrong withholding data can prompt IRS assessment

Privacy Breach: Improper handling of PII risks regulatory fines

Operational Delay: Missing approvals slow onboarding and payroll setup

Common Preparation Errors to Avoid

Leaving classification blank or inconsistent across systems causes wage calculation and compliance disputes during audits.
Using different job titles across departments prevents accurate headcount and budget reporting, creating reconciliation work for HR and finance.
Entering informal compensation notes instead of a clear dollar rate leads to payroll processing mistakes and benefits miscalculations.
Failing to attach offer letters or license copies delays background checks and regulatory credential verification for certain roles.

Timing and Deadlines to Observe

Certain dates on the form trigger legal or payroll actions; adhere to internal and statutory timelines to avoid penalties.

Start Date Entry:

Record the employee's first day to trigger onboarding and payroll setup.

Pay-Rate Effective Date:

Specify when the pay rate becomes effective for correct paycheck calculation.

I-9 Completion:

Complete Section 1 by first day and employer review within required timeframe.

Benefits Enrollment:

Capture hire date to determine benefits eligibility and enrollment deadlines.

Probation and Review Dates:

Document evaluation periods to automate performance checkpoints and raises.

Real-World Examples of Digital Form Use

Organizations use digital forms for faster onboarding, better accuracy, and consistent records across HR and payroll systems.

Optica Ventures — COO

Optica streamlined onboarding using standardized digital forms for hires across teams.

The interface was easy to adopt.
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Martin Properties — Founder

A small real estate firm replaced paper forms with electronic templates to speed hires and leasing staff onboarding.

Online completion reduced delays.
I can process and execute all of these documents online with 100% compliance and built-in security.

Tips for Accurate and Efficient Completion

Use these practical controls to reduce errors and speed processing across teams.

Use standardized templates

Lock core fields and use drop-down lists for titles, departments, and pay grades to prevent freeform entries and simplify reporting.

Validate before routing

Implement automated checks for required fields and logical conflicts (for example, exempt status with overtime rate) before sending for approval.

Attach supporting documents

Require offer letters, certificates, or licenses as conditional attachments to ensure completeness during the initial submission.

Maintain an audit trail

Keep timestamps, approver names, and version history to support audits and defend classification decisions if questioned.

Representative eSignature Pricing and Feature Comparison

Compare typical starting prices and key features offered by common eSignature providers; signNow appears first in this comparison for direct platform context.

	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

Answers to common questions about completing, signing, and storing the Employee Position Information Form.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are present.
Who must sign the form?
Typically the hiring manager, HR representative, and authorized payroll or finance approver sign. Document your employer-designated approvers in the workflow.
Can I correct a submitted form?
Create an amended version with a change log and new signatures. Maintain the original and revised records for audit trails and retention compliance.
Do I need notarization or witnesses?
Most position information forms do not require notarization or witnesses. If the form is combined with a document that requires notarization, follow the applicable state rule.
Where should completed forms be stored?
Store completed forms in your HRIS or secured records system with role-based access, encrypted backups, and retention aligned with I-9, IRS, and HIPAA requirements.
What if the form contains health information?
Handle any protected health information under HIPAA; execute a BAA with the vendor if electronic storage or processing of PHI will occur.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now