Failing to collect employee information in an accurate and timely manner can lead to costly payroll errors of over $600 per incident , as well as compliance issues. Avoid these potential problems by utilizing a streamlined employee information form.
Written by Nadine von Moltke 10 minutes read
An employee information form is an essential tool for all organizations. It serves the dual purpose of streamlining administrative processes and ensuring employee safety.
New employee information forms capture extensive personal and job-related data and act as a snapshot of an individual’s employment within the company. As part of an efficient onboarding process, creating and updating this form is a non-negotiable for every HR professional’s new hire checklist.
We have created a free printable employee information form in PDF and as a Word doc to help you develop and customize your own form template.
An employee information form is a simple document that captures essential data about an employee, such as their full name, address, contact numbers, emergency contacts, social security number, and other relevant personal details. It serves as a foundational record for each individual employee within an organization.
Effective management and administration of employees requires accurate and up-to-date personnel records. The employee information form plays a central role in this. Not only does it serve as a quick reference for basic employee data, but it’s also crucial in various organizational processes, including payroll processing, benefits administration, and maintaining contact in case of emergencies.
All personal data captured within each form must also be secured and protected.
An employee information form template serves as a standardized method for gathering personal, contact, employment, compensation, educational, medical, and additional information. This template allows you to consistently and accurately record all necessary data.
You can use the employee information form template below as the base for your organization’s form:
To download the free employee information form as a Word document, click the button below:
Various federal regulations mandate that organizations collect and retain certain types of employee information. In addition, the collected information must be accurate.
Compliance is crucial not only for meeting requirements but also for safeguarding your organization’s reputation and prioritizing the trust and privacy of your workforce. That’s why your organization’s gathering and utilization of employee data should be carefully considered.
The regulations related to collecting employee information will differ based on your organization’s location, size, and other factors. Some notable regulations to pay attention to include:
The FLSA establishes minimum wage, overtime pay, and other employment standards affecting employees in the private sector and in federal, state, and local governments. To ensure compliance, employers must maintain accurate records of employees’ work hours, pay rates, and other related data.
While the employee information sheet might not record daily hours worked, it often captures the type of employment (exempt vs. non-exempt), which has implications under the FLSA.
The FMLA grants eligible employees the opportunity to take up to 12 weeks of unpaid, secure job leave every year for specific family and medical-related circumstances, with continuation of group health insurance coverage.
To determine eligibility, HR must keep accurate data on the duration of an employee’s service, their work hours, and other pertinent information. Even when the foundational details are recorded in the employee information form, supplementary documentation might be necessary for full FMLA compliance.
Among the various legislations that HR in the U.S. must be aware of, the Health Insurance Portability and Accountability Act (HIPAA) is important. HIPAA is primarily triggered by certain medical data that forms a portion of employee information.
HIPAA mandates that any personal health data collected by employers, whether for insurance purposes, employee wellness programs, or medical leaves, must be stored and managed with the utmost care. Unauthorized disclosures can lead to severe penalties, both financial and legal. For HR departments, ensuring HIPAA compliance means rigorous data protection measures, employee training, and regular audits.
Beyond the specific mandates of GDPR and HIPAA, there is a broader crucial theme: the importance of data privacy and security.
Legislations like the General Data Protection Regulation (GDPR) in the European Union have set stringent standards for managing personal data, especially for businesses that span international borders.
The GDPR mandates that personal data (which includes almost all of the information that HR collects) be processed transparently, securely, and with the clear consent of the data subject (the person whom the information is about).
Violations aren’t costly in monetary terms, and while no specific legislation like the GDPR exists in the US, it is seen as best practice.
If any data is stored in private or public cloud data centers in Europe, the GDPR would automatically apply. From a strictly reputational perspective, employees expect their personal data to be handled carefully as well.
Apart from the above-mentioned rulings, other federal and state regulations mandate the collection of employee data. These can range from health and safety regulations to equal employment opportunity rights.
Managing employees’ personal information is a critical responsibility for HR departments, particularly in a world where data privacy concerns are paramount. HR professionals must design and adopt a series of best practices to navigate this landscape effectively.
Let’s take a look at the most critical elements of HR best practices when it comes to collecting and using personal employee information.
From collecting candidate information to employee onboarding – once an employee has been hired, the collection of personal information should be a seamless part of the entire recruitment and onboarding process.
New employees should be introduced to standardized forms or digital portals where they can input their details, ensuring that HR captures all necessary information from day one. To streamline and secure the entire process, it may be worth considering an investment in HR information systems (HRIS) or employee self-service portals, which facilitate easy input, updates, and retrieval of data.
It’s important to conduct regular reviews of the stored data. This ensures that information remains relevant, especially in dynamic areas like contact numbers or addresses. It also means that you can better control the duplication of data or storing data for too long.
There are many complexities around the collection, storage, and usage of personal information, and regular reviews are a good way to keep a handle on the state of the data your organization is holding.
As an HR professional, regularly encourage employees to report any changes in their personal details through reminders or notifications via email or company communication platforms. If you are using digital systems, you could also implement features that prompt employees to annually or bi-annually review and update their details.
Emergency contact details should be mandatory on all employee information forms. Stress the importance of this data for the safety and wellbeing of employees. It’s always a good idea to allow space for more than one emergency contact, ensuring that your department has alternative points of communication if the primary contact is unreachable.
The best practice is to capture the relationship of the emergency contact to the employee, which can also be crucial in emergencies.
As mentioned above, protecting employee data is of paramount importance. Below are some tips on how to ensure employee data is adequately protected,
It is also important for employees to understand the data held, its purpose, and their rights. Conduct regular workshops or training sessions to educate employees on data importance, protection measures, and recognizing phishing attempts. Develop a system for voicing concerns or reporting vulnerabilities to enhance trust and collective vigilance.
Often, HR departments collaborate with third-party vendors to access services like payroll management, benefits administration, or HRIS solutions. It’s crucial to rigorously vet these vendors for their data protection protocols.
Establish clear contractual clauses that mandate adherence to your organization’s data protection standards and then regularly review and audit third-party practices, ensuring they meet your predefined standards. This can be facilitated through periodic reports, security audits, or direct communication to gauge any potential vulnerabilities or breaches.
New employee information forms can be a checkbox or a critical tool to ensure you have all key personal information on hand for every employee in your organization. The key is to ensure that the data you collect remains safe.
As regulations such as GDPR and HIPAA continue to shape the landscape, as an HR professional, you will increasingly be entrusted with compliance and fostering a culture of data privacy within your organization.
The blueprint for achieving this lies in robust systems and processes, continuous updates, clear communication, and a firm commitment to data protection. Whether through the design of employee information sheets or rigorous vetting of third-party vendors, every step you take should reflect your department’s dedication to upholding the highest data privacy standards.
An employee information form is a comprehensive document used by organizations to gather and record essential details about their workforce. This form is a centralized repository of personal and professional data, ranging from basic contact information to more intricate details like tax codes, benefits, and emergency contacts. Its primary function is to streamline HR processes, ensure timely communication, and facilitate informed decision-making regarding workforce management.
Who should fill out an employee information form?Every new hire within an organization should complete an employee information form as a foundational step in their onboarding process. The responsibility of filling out this form lies with the employee, ensuring that the data provided is accurate and up-to-date. However, HR departments or managers may assist in clarifying any ambiguities or questions that arise during the completion of this important document.
What should be on an employee information sheet?An employee information sheet should contain key personal and professional details. This includes the individual’s full name, contact information, date of birth, Social Security or Tax Identification number, emergency contacts, employment details such as position and date of hire, compensation, tax information, and potentially relevant medical information. It’s also important to include spaces for any changes or updates and a section for the employee’s declaration and consent regarding data storage and processing.
How often should the employee information form be updated?The employee information form should be reviewed and updated annually, at a minimum. However, employees should be encouraged to promptly notify HR and update the form whenever there’s a significant change in their personal or professional details, such as a change in address, marital status, or emergency contact. Regular updates ensure that the organization maintains current and accurate records, facilitating smooth administrative processes and effective communication.
