Position and Duties
A clear job description defining duties, work location, schedule, exempt/nonexempt status, and any newborn care responsibilities or accommodations to avoid role ambiguity and wage misclassification disputes.
A concise contract reduces disputes by documenting duties, pay, parental accommodations, and data privacy handling, and it aligns onboarding with legal requirements such as I-9 and tax reporting.
HR, hiring managers, and legal counsel collaborate to complete and approve the contract before first day.
Once signed, HR stores the executed contract with the employee file and triggers onboarding tasks.
The HR Manager typically reviews benefits, compliance language, and retention requirements, and signs on behalf of the employer to confirm administrative obligations and recordkeeping practices.
The new hire signs to accept position terms, parental accommodations, and confidentiality obligations; their signature establishes mutual obligations and starts time‑based deadlines.
A clear job description defining duties, work location, schedule, exempt/nonexempt status, and any newborn care responsibilities or accommodations to avoid role ambiguity and wage misclassification disputes.
Salary or hourly rate, pay frequency, overtime eligibility (if nonexempt), any premium pay for irregular shifts, and how benefits affect total compensation calculations.
Parental leave, lactation breaks, flexible scheduling, and any paid time off policies with eligibility, notice requirements, and interaction with FMLA and state leave laws.
Nondisclosure clauses for protected employer information and instructions on handling employee or dependent health information; include HIPAA addenda when PHI is involved.
References to required onboarding documents (I-9, W-4, state new‑hire reports), background checks, and conditions precedent to employment.
Notice periods, severance terms (if any), arbitration or venue clauses, and how final pay and accrued benefits are handled at separation.
| Field | Configuration |
|---|---|
| Required Fields | Mark name, signature, and effective date as required |
| Conditional Fields | Show leave details only when parental leave is selected |
| Signer Authentication | Use email or SMS code; increase to KBA for sensitive roles |
| Template Use | Save as template for repeat hires with role-specific variables |
Confirm your eSignature platform supports required formats, audit trails, and integrations before eSubmission.
Maintain tamper-evident signed PDFs and export copies to HRIS, payroll, and document retention repositories for compliance.
| 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 |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |
Set before or on first day of work
Complete within 3 business days (8 CFR §274a.2)
Create before first payroll run
Employee copy due Jan 31 each year
Report per state new‑hire timelines
Employee signs and returns the offer or contract
HR gathers I-9, W-4, and direct deposit info
Payroll and benefits systems are configured for the hire
Employee receives first paycheck under new setup
| Document | Type | Key Difference |
|---|---|---|
| Employment Contract | binding | long-term obligations |
| Offer Letter | conditional | short-term or provisional |
| Contractor Agreement | independent | no employee benefits |
| Employee Handbook | policy | broad workplace rules |
A hospital HR team uses the contract to define a lactation specialist role and schedule accommodations.
A childcare employer uses the contract to set duties, live‑out versus live‑in status, and overtime rules.