Forms Management & New Hire Paperwork

EMP Trust’s Forms Management system allows you to electronically manage all forms required for employment, providing a comprehensive solution for new hire paperwork. The system supports a wide range of forms including Electronic Form I-9, Federal and State Tax Withholding Forms, Direct Deposit and Paycheck Forms, Employee Information and Application Forms, Offer Letters, NDAs (Non-Disclosure Agreements), Non-Compete Agreements, Beneficiary Forms, HR Policy and Employee Handbooks, Background Checks, Drug Screening, and Reference Checks. Additionally, you can create and manage custom forms based on your specific needs. Onboarding packages can include all required legal and corporate forms, ensuring that new hires complete all necessary documentation with compliant electronic signatures.

The fully electronic forms system collects and tracks all new hire data to ensure you can easily produce compliance reports and seamlessly integrate this information into your HRIS, Payroll, and Benefits systems. All forms include full audit trails for employee electronic signature capture that meet Federal and Global e-sign regulations, providing the documentation needed to demonstrate compliance during audits. By eliminating paper forms and moving to a digital system, you reduce the risk of lost or incomplete paperwork, ensure data accuracy through automated validation, and streamline the flow of information between systems. This integration capability means that data entered once by the employee automatically populates across all connected systems, eliminating duplicate data entry and reducing errors.

EMP Trust provides an extensive form library designed to meet every need, allowing HR managers to easily create and manage onboarding packages for every job description. No matter what country or state your employees work in, the form library has you covered with location-specific required employment forms. The library includes all standard employment forms required by federal, state, and international regulations, as well as common corporate documents. You can add your own custom forms, HR policies, and handbooks to the library, creating a centralized repository of all documents needed for onboarding. This comprehensive library ensures that you always have access to the right forms for each employee based on their location, role, and specific requirements.

One of the key advantages of EMP Trust’s Forms Management system is that the EMP Trust team updates all required documents and legal forms as regulations change, so you don’t have to. This means you can focus on your core HR responsibilities while EMP Trust ensures that your forms remain compliant with the latest federal, state, and international employment regulations. When tax forms are updated, new compliance requirements are introduced, or employment laws change, EMP Trust automatically updates the forms in your library. This proactive approach to form maintenance eliminates the risk of using outdated forms that could lead to compliance violations, and ensures that your onboarding process always reflects current legal requirements.

Yes, EMP Trust’s Forms Management system allows you to maintain and update all required employment forms for every location or country you do business in, and easily manage job-specific documents for employee onboarding. You can create customized onboarding packages tailored to specific roles, departments, locations, or employee types. This flexibility means that a remote software engineer in California might receive a different set of forms than an on-site warehouse worker in Texas, ensuring that each employee only completes the forms relevant to their position. You can add your own custom forms to supplement the standard form library, incorporate company-specific policies and handbooks, and configure which forms are required versus optional for different employee groups. This customization capability ensures that your onboarding process reflects your unique organizational needs.

EMP Trust’s Forms Management system includes compliant electronic signature capabilities that allow new hires to sign all required documents digitally. All forms include full audit trails for employee electronic signature capture that meet Federal and Global e-sign regulations, ensuring legal validity and compliance. Employees can sign documents using various methods such as typing their name, drawing their signature with a mouse or stylus, or using click-to-sign functionality on mobile devices. The system captures and stores detailed information about each signature including who signed, when they signed, what they signed, and from what device or location, creating a comprehensive audit trail. This electronic signature capability eliminates the need for printing, signing, scanning, and storing paper documents, while providing legally defensible proof of signature that meets or exceeds the requirements of traditional wet signatures.