Can this form be e-signed?

Yes. Electronic signatures meeting intent, consent, attribution, and retention requirements are valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; certain exceptions may still require wet signatures.

Is a notary required?

Most pre-start employee forms do not require notarization. If a state or specific document (e.g., power of attorney) requires it, follow that state rule or use approved RON procedures.

How do I correct an error?

Correct minor errors by issuing an amended form with a new signature or annotate and initial the correction. Retain both versions to preserve audit history.

Can I accept remote I-9 inspection?

Remote procedures were available under temporary guidance previously; verify current DHS rules. Employer must complete Section 2 per 8 CFR §274a.2 requirements unless an approved alternative is in place.

How long must I keep records?

Retain I-9s, payroll, and health records per federal rules: I-9 retention (8 CFR §274a.2), payroll (29 CFR §516.5), HIPAA (45 CFR §164.530(j)); state law may require longer retention.

Are electronic copies admissible?

Yes. Electronic records that meet ESIGN/UETA tests for integrity and reproduction are admissible; maintain audit trails, secure storage, and an exportable record copy.

Electronic Signature
Templates
HR
Hourly Pre-Started Employee Form

Hourly Pre-Started Employee Form

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

HOURLY PRE-STARTED EMPLOYEE FORM

Personal Information

Full Legal Name Home Address

Phone:

Email:

Date of Birth Social Security Number (last 4 allowed if withheld)

Position Information

Position Title Department

Reporting Manager:

Anticipated Start Date:

Hourly Rate: $ Estimated Hours Per Week:

Employment Classification Non-Exempt (eligible for overtime) Exempt Temporary

Employment History

Employer 1

Company Name

Job Title:

Dates Employed: From To

Primary Duties / Responsibilities Reason for Leaving

Employer 2

Company Name

Job Title:

Dates Employed: From To

Primary Duties / Responsibilities Reason for Leaving

Education

Highest Degree or Credential Institution Graduation Date Relevant Certifications or Licenses

References

Reference 1

Name

Phone:

Email:

Relationship

Reference 2

Name

Phone:

Email:

Relationship

Reference 3

Name

Phone:

Email:

Relationship

Emergency Contact

Primary Contact Name

Relationship:

Phone:

Legal Notices & Authorizations

At-Will Employment: I understand and agree that my employment, if offered and accepted, is for no definite period and may be terminated by me or the employer at any time, with or without cause or notice, unless expressly provided otherwise in a written agreement signed by an authorized representative of the employer.

I acknowledge the At-Will employment statement above.

Equal Employment Opportunity: The employer provides equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, or any other protected characteristic under applicable law.

I acknowledge the Equal Employment Opportunity statement above.

Authorization to Verify Information and Conduct Background Checks: I authorize the employer and its agents to investigate and verify all information provided in this form, including contacting prior employers, educational institutions, references, and licensing authorities. I further authorize consumer reporting agencies and other third parties to prepare reports and disclose information about my background to the employer. I understand that information obtained will be used only for employment-related purposes and that any offer of employment may be conditioned on the results of such checks.

I authorize and consent to background checks and verification as described above.

Release: To the maximum extent permitted by law, I release from liability all persons, companies, and organizations that provide information in good faith regarding my background and I release the employer and its agents from liability for conducting such inquiries.

Applicant Certification

I certify that all information provided on this form is true, complete, and accurate to the best of my knowledge. I understand that any falsification, omission, or misrepresentation of information on this form may result in withdrawal of an offer, disciplinary action, or termination of employment. I agree to notify the employer of any changes to the information contained herein prior to my start date.

I certify that the information provided is true and complete.

Additional Information (Optional)

Work Restrictions or Accommodations Additional Comments

Signature

Printed Name:

Signature:

Date:

What the Hourly Pre-Started Employee Form Is

The Hourly Pre-Started Employee Form documents essential information for a worker before their first paid hour. Typical content includes personal and contact details, tax and payroll elections, wage rate, scheduled start date, emergency contacts, policy acknowledgements, equipment or uniform needs, and required pre-employment checks. Employers use it to verify eligibility to work, configure payroll, and confirm the worker understands workplace rules. This form supplements—but does not replace—separate federal forms such as Form I-9 or federal tax filings.

Why completing this form matters

Completing the Hourly Pre-Started Employee Form reduces payroll setup delays, clarifies hourly rate and schedule, and documents employee consent to workplace policies and background checks. Accurate pre-start data minimizes errors in pay, tax withholding, and I-9 processing.

Who typically fills out and manages this form

This form is used by HR, hiring managers, and new hourly hires to record pre-start requirements and agreements.

HR administrators responsible for onboarding and payroll setup, ensuring required fields are complete and documents attached.
Hiring managers verifying job details, worksite assignments, start date, and shift schedules prior to first day.
New hires providing personal information, tax elections, emergency contacts, and acknowledgements of workplace policies.

Proper role assignment speeds completion and ensures legal and payroll compliance before the first shift.

Representative roles who sign or approve

Hiring Manager

A supervisor or manager confirms the job title, hourly rate, scheduled shifts, and any site-specific requirements, then approves the employee record for payroll activation.

New Hire

The incoming hourly employee provides identifying details, completes tax and payroll elections, acknowledges policies, and signs to confirm accuracy prior to starting work.

Security and compliance controls to include

Encryption: TLS 1.2/1.3; AES-256

Audit Trail: Timestamped signing history

HIPAA: BAA required for PHI

Access Controls: Role-based permissions

Data Residency: Policy per jurisdiction

Authentication: Email, SMS, or stronger MFA

Key risks of an incomplete or incorrect form

Payroll Errors: Delayed or incorrect pay

Tax Withholding: Backup withholding triggers

I-9 Noncompliance: Civil penalties possible

Wage Disputes: Claims over rate or hours

Privacy Breach: Exposure of SSN or PHI

Document Rejection: Missing signatures void form

Common mistakes to avoid

Entering nicknames instead of the legal name can cause mismatches with payroll and tax records and trigger backup withholding.
Delaying I-9 verification past employer inspection deadline risks compliance actions and audit findings under immigration rules.
Collecting unnecessary sensitive data without a clear business need increases privacy and breach risk; limit SSN access and storage.
Using inconsistent date formats causes processing errors; agree on MM/DD/YYYY and validate before submission.

How to complete the form step by step

Follow these sequential steps to gather required documents and complete the Hourly Pre-Started Employee Form accurately.

01

Gather identity documents: Collect ID and I-9 supporting documents.
02

Enter personal data: Complete legal name, address, contact, SSN.
03

Select tax/pay choices: Provide W-4 elections and direct deposit.
04

Sign acknowledgements: Employee signs policies and consent fields.

Typical processing flow after submission

This describes routing after the employee submits the pre-start form so stakeholders can act before the first shift.

HR Review: HR validates fields and required attachments.
I-9 Verification: Employer inspects documents and completes I-9.
Payroll Setup: Pay rate, schedule, and deposit configured.
Onboarding Confirmed: Access and orientation scheduled for start.

Essential fields to include in a professional form

A complete Hourly Pre-Started Employee Form groups identity, payroll, legal acknowledgements, and role-specific items to minimize follow-ups and meet compliance needs.

Employee Identity

Full legal name, date of birth, mailing address, phone and email to match government ID and payroll records for accurate identification and background checks.

Tax Elections

W-4 information and any state withholding selections captured to ensure correct tax withholding before the first paycheck is issued.

Pay Instructions

Hourly rate, pay schedule, overtime eligibility, and direct deposit or pay card details so payroll can be configured without delay.

Authorization & Acknowledgement

Employee initials and signs policy acknowledgements, at-will statements, and consent to background checks or drug testing where permitted by law.

Work Details

Job title, site location, supervisor name, expected start date, and shift assignment to coordinate orientation and access provisioning.

Attachments/Checks

Placeholders for I-9 documents, certifications, proof of licensing, or drug-screen results required before or shortly after hire.

Recommended digital workflow settings

Configure these settings for reliable online completion and secure routing of the pre-start form.

Field	Configuration
Required Fields	Make name, tax, and I-9 attachments mandatory.
Conditional Logic	Show additional fields for roles or certifications.
Signer Order	Employee then HR reviewer sequentially.
Retention Setting	Set archival retention per policy.

Technical and platform requirements for eSubmission

Choose a platform that supports secure e-signing, common file formats, and integration with payroll or HRIS systems.

File Formats: PDF and DOCX supported
Integrations: HRIS and payroll connectors
Authentication: Email, SMS, or stronger MFA

Key timing rules and practical deadlines

Observe these timing expectations to meet regulatory and payroll requirements before or immediately after an hourly employee starts work.

Before first paycheck:

Complete W-4 and direct deposit before payroll processing.

I-9 verification:

Employer must complete Section 2 within three business days of hire (see 8 CFR §274a.2).

Policy acknowledgements:

Obtain signed acknowledgements prior to work or at orientation.

Background checks:

Run and clear any required checks before site access for safety-sensitive roles.

Payroll cutoff:

Submit pre-start data ahead of payroll cutoff to ensure timely pay.

Milestones from offer to first payroll

A compact milestone sequence helps teams coordinate onboarding tasks and confirms the worker is paid correctly for the first period.

01

Offer Accepted

Candidate accepts terms and confirms start date and pay rate.

02

Form Completed

Employee fills and signs the pre-start form online.

03

Verification Complete

HR completes I-9 and clears required checks.

04

Payroll Active

Employee record enabled and first paycheck scheduled.

Frequently asked questions and quick answers

Answers to common questions about electronic completion, signature validity, corrections, and storage of the pre-start form.

Need help? Contact support

Can this form be e-signed?
Yes. Electronic signatures meeting intent, consent, attribution, and retention requirements are valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; certain exceptions may still require wet signatures.
Is a notary required?
Most pre-start employee forms do not require notarization. If a state or specific document (e.g., power of attorney) requires it, follow that state rule or use approved RON procedures.
How do I correct an error?
Correct minor errors by issuing an amended form with a new signature or annotate and initial the correction. Retain both versions to preserve audit history.
Can I accept remote I-9 inspection?
Remote procedures were available under temporary guidance previously; verify current DHS rules. Employer must complete Section 2 per 8 CFR §274a.2 requirements unless an approved alternative is in place.
How long must I keep records?
Retain I-9s, payroll, and health records per federal rules: I-9 retention (8 CFR §274a.2), payroll (29 CFR §516.5), HIPAA (45 CFR §164.530(j)); state law may require longer retention.
Are electronic copies admissible?
Yes. Electronic records that meet ESIGN/UETA tests for integrity and reproduction are admissible; maintain audit trails, secure storage, and an exportable record copy.

Select eSignature vendor comparison for processing the form

Pricing and feature highlights to consider for high-volume hourly onboarding; signNow is listed first for column alignment and comparison.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now