New hire data collection form template

Form Control Information

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1. Requester & Subject Details

1.1 Completion Instructions

1. The hiring manager or recruiter completes Section 1.2 and Section 2.1 upon issuing a conditional or confirmed offer of employment.
2. The incoming employee completes Section 1.3, Section 2.2, Section 2.3, Section 3, and Section 4.2.
3. Submit the completed form and verified supporting documents to [OWNER_OR_MANAGER] within [N_BUSINESS_DAYS] business days prior to the employee's start date.
4. Incomplete forms will delay payroll onboarding, benefits enrollment, and systems provisioning in [HRIS_NAME] and [PAYROLL_SYSTEM].

1.2 Requester Information

Requester Identification Fields

1.3 Subject (New Hire) Personal Information

New Hire Personal Identification Fields

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2. Request or Assessment Information

2.1 Position & Employment Classification

Position Architecture and Employment Terms

2.2 Compensation & Payroll Profile

Payroll and Remuneration Parameters

2.3 Workplace Accommodation & Accessibility Information

Workplace Accommodation Inquiries

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3. Supporting Documentation

3.1 Verification Checklist

Mandatory Onboarding Documentation Checklist

3.2 Document Verification Protocol

1. The hiring manager or designated onboarding coordinator must physically inspect or digitally verify original identity and work authorization documents before the employee's first day of active work.
2. Under Canadian human rights principles, documents confirming work authorization must only be used to establish legal entitlement to work in Canada and must not be used to assess citizenship, ancestry, or place of origin.
3. Securely upload all verified supporting files to the employee profile in [HRIS_NAME] or the restricted personnel file in [FILE_LOCATION].

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4. Review & Decision

4.1 Privacy Notice & Consent

[ORGANIZATION_NAME] collects, uses, and discloses the personal information provided on this form solely for the purposes of administering the employment relationship, including establishing employee records, processing remuneration through [PAYROLL_SYSTEM], remitting statutory withholdings, providing organizational benefits, administering workplace health and safety protocols, and meeting statutory reporting requirements. Access to this information is restricted to authorized personnel managing HR, payroll, and direct supervisory functions. All personal data is retained in accordance with organizational retention standards [RETENTION_PERIOD] in [FILE_LOCATION] and applicable privacy legislation.

4.2 Employee Attestation

Employee Attestation and Authorization

Employee Signature: ____
Printed Name: [EMPLOYEENAME]
Date: [DD-MMM-YYYY]

4.3 Intake Verification Assessment

Intake Verification & Assessment Scoring

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5. Approval & Recordkeeping

5.1 Final Authorization & Sign-Off

Internal Onboarding Authorization

5.2 Recordkeeping and Audit Protocol

1. Store this completed form, signed offer letter, and tax forms in the employee's confidential electronic file within [FILE_LOCATION].
2. Maintain record separation: keep medical or accommodation documentation distinct from general personnel files to protect confidential personal health information.
3. Retain this record across active employment and for the defined organizational retention schedule [RETENTION_PERIOD] following termination or departure.

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What to fill in

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