What is an HR Form?
Some of the forms in HR offices are employment application forms, employee appraisal forms, complaint forms, disciplinary forms, exit interview forms, and so on. These forms are essential in ensuring that the company has all the records for each employee on the start of their employment up to the end. Since these documents come in form format, it is expected that these documents have writing fields where the writer can provide the corresponding information for each element or question. The main purpose of these forms is to help the HR have a comprehensive and efficient process in gathering all the necessary information to provide a smooth process for all the needs within the office.
How to Create an HR Form
Following state and national employment laws, HR (Human Resources) forms can change from time to time. Hence, the necessity to constantly update and change your current HR forms. We have provided an easy guide that you can refer to when creating HR forms for your company:
1. Determine the Purpose of the Form
There is a need to be specific when creating HR forms. Since HR is in charge of a lot of things and processes, having specific legal documents for each purpose guarantees convenience, efficiency, and accuracy. In this sense, before you create the form, you should know what it will be used for to determine how to approach it, how to format it, what elements to include, and so on.
2. Tailor the Contents to the Purpose and Your Needs
As mentioned, there is a need for a specific form for each process and purpose. This also means that the contents for each form may vary depending on what information you're trying to gather from the employee or writer. It is important to tailor the contents of the form to the purpose it will be used for as well as your needs to ensure effectiveness and efficiency. For example, if you're trying to conduct a performance evaluation, the form should have questions relevant to your objectives just like in a survey.
3. Use a Comprehensive Format
The main purpose of an HR form is convenience and efficiency, and how to achieve that? With the help of a clear and straightforward format, of course. This means that you need to create a form with a comprehensive format that presents a clear hierarchy for all the information you need to gather from the writer. This also means that you need to follow or at least adhere to a professional standard i.e. what the state or national employment law states.
4. Ensure Uniformity
Although HR forms serve different purposes, it is important to follow uniformity when it comes to format, layout, and some contents. It is important to ensure that the company name and other business details are written as the header in all forms, provide the company and department logo, provide the name of the form along with the control number or circular number, and so on.
What are the Must-have HR Documents?
Here you can review 10 must-have files to get the HR department up and running.
- The Handbook.
- Create a Company Hierarchy.
- Put a Document Management System in Place.
- The Salary Structure Document.
- Attendance and Time Documents.
- Expenses and Travel Tracking.
- Performance Tracking.
- Employee Time Off.
What Forms does the HR Create for a New Employee?
Forms You Must Have New Employees Complete at Hire:
- First, Register as an Employer with the IRS.
- Form W-4 for Federal Income Tax Withholding.
- Form I-9 and E-Verify System for Employment Eligibility.
- Job Application Form.
- Register With State Employment Agencies.
- Almost Done - Get Workplace Posters.
Define a New Hire Checklist.
A new hire checklist helps employers prepare for a new employee's first day at work. It includes key tasks to complete and documents to prepare before their arrival. Avoid legal risks, by reminding you to submit all employment documents within deadlines.
What is the Hiring Package of a Company?
A hiring package is essentially a packet of employment-related forms and documents for the new employee, which is provided at the start of employment to help streamline the on-boarding process.
What are the Main Departments under HR?
The six main departments operating under HR are:
- Workplace safety
- Employee relations
- Compensation planning
- Labor law compliance