As an HR professional, you’re often the unsung hero behind the scenes, ensuring smooth operations and keeping the workplace in order. One of the secret weapons in your arsenal? Forms! Yes, those humble templates might be simple, but they hold the power to streamline your HR processes and save the day. At HR Partner, we understand the importance of having the right forms at your fingertips. So, we’ve compiled a list of the top 15 forms every HR pro must have. Are you ready to level up your HR game?
The Essential HR Forms
Having the right forms readily available is essential for managing various aspects of human resources. Although it can seem overwhelming, these are the core forms we recommend every HR department should have ready to use, in order to reduce the HR administration burden.
Remember, these are universal forms that apply to almost all companies, but your company may also have additional requirements depending on the company’s location, industry, and applicable laws. It is advisable to consult with legal professionals to ensure compliance is fully met.
Recruitment and Onboarding Forms
Make sure to have these forms ready to get the dream team on board smoothly and efficiently!
1. Job Application Form: The gateway to finding the perfect candidate during the recruitment process. Use this form to collect all the essential information about job applicants, such as their contact details, employment history, education, and skills. You might even ask a question here that will help you with the first pass at screening.
2. Offer Letter: Extend a warm, official welcome with a formal job offer letter. Leave no room for confusion, clearly stating all the exciting details. This form should outline the terms and conditions of employment, including salary, start date, job title, and other relevant details.
3. Employee Personal Information Form: Capture the essential personal details of your new employees, including their contact information, emergency contacts, social security number, date of birth, and other relevant data required for HR records.
4. Direct Deposit Authorization Form: Collect information necessary for setting up direct deposit for employee paychecks. This should include details such as the employee’s bank details, account number, routing number, and account name.
5. Confidentiality Agreement: Protect sensitive company information and keep trade secrets under lock and key. Employees sign this form to acknowledge their responsibility to maintain confidentiality during and after their employment.
6. Non-Disclosure Agreement (NDA): Similar to a confidentiality agreement, an NDA is a legal contract that prohibits employees from disclosing proprietary information or trade secrets to third parties. This helps seal the deal on confidential company information.
We recommend having an onboarding checklist that helps ensure you don’t forget any of these forms or additional training materials necessary for the onboarding process. Onboarding checklists are built into our HR system so that you can assign several forms to an employee and ensure they have a simple checklist to provide you with all the information needed.
General and Everyday HR Forms
Everyday HR is made much simpler with these forms on hand and ready to use. They cover most of the everyday requests and common employee issues will ensure the right processes are being followed.
7. Expense Reimbursement Form: If employees need to request reimbursement for business-related expenses incurred on behalf of the company, this should be their go-to form to fill out all the necessary details. This form helps document the expenses, ensures proper reimbursement, and collects the receipts/invoices needed for accounting records.
8. Employee Handbook: While not a form per se, having a comprehensive employee handbook is crucial. It outlines the company’s policies, procedures, expectations, and benefits, serving as a reference guide for employees.
9. Time Off Request Form: Employees use this form to request time off for vacation, personal reasons, or other approved leave. It helps track employee absences, manage staffing, and maintain accurate records. This can help ensure smooth scheduling and happy faces all around.
If you have an HR system such as HR Partner, you may have a leave management portal. With our leave management system, you can manage requests, approvals, and accruals seamlessly. This means you can ditch the manual form and switch to a more automated process that saves you time to focus on other tasks!
10. Employee Complaint Form: This will allow employees to formally report grievances or complaints regarding workplace issues, discrimination, harassment, or other concerns. It ensures that employees have a proper channel to express their concerns and initiates the investigation process.
11. Workplace Incident Report Form: Document and report workplace accidents, injuries, or near-miss incidents. This will help in conducting investigations, implementing corrective measures, and complying with legal reporting requirements.
Training and Performance Management Forms
These forms are important for employee growth and development. Supercharge your workforce with these tools!
12. Performance Evaluation Form: Unleash the power of employee feedback! Assess and document employee performance with this form. It should typically include criteria for evaluating different aspects of job performance, along with space for open comments and ratings.
You may want to create two (or multiple) separate versions of this for employee self-assessments and manager-employee evaluations. Beyond manager and employee evaluations, you can also add peer-review forms for a 360 review.
HR Partner offers a performance review and goal-setting feature that helps make performance evaluations easy and effective! Check out our seamless performance appraisals & goal tracking.
13. Training Acknowledgment Form: Confirm that employees have attended and understood specific training sessions or programs. This serves as evidence of compliance and ensures that employees have received the necessary information or instructions.
14. Disciplinary Action Form: This is an unfortunate, yet highly important form to have ready. Document instances of employee misconduct or performance issues by capturing all the details of the incident, any investigations conducted, and the corrective action taken.
Separation Forms
Bid farewell like a pro! We hate to see employees go, but this will help when transitioning an employee out of their role swiftly and professionally.
15. Employee Separation Form: Use this form when an employee is leaving the company voluntarily or involuntarily. This captures information related to the employee’s departure, such as the reason for separation, final paycheck details, return of company property, and exit interview information.
Getting Started with HR Partner’s Form Builder
Are you ready to take your HR forms to the next level? Whether you’re building a form for recruitment, performance reviews, or general purposes, HR Partner’s form builder makes it easy to set up a form for your purposes. Watch the video to walk through the main features of the form builder, and how you can easily create efficient and user-friendly forms directly within the HR system.
All form builders in the HR Partner system share a consistent look and feel, making them easy and intuitive. Here are some takeaways that should help when building your forms:
Exploring Field Types
To create a well-structured form, it’s essential to understand the different field types available in our form builder. Customize your forms like a pro using the following field types:
- Text Field: Perfect for capturing short responses of one or two words, such as role titles or names.
- Paragraph Field: Allow form creators to include their own text within the form, such as instructions or additional context for respondents.
- Number Field: Input numerical data like telephone numbers or bank account numbers.
- Header Field: Headers play a crucial role in breaking up the form into logical sections, enhancing the form’s appearance, and making it more user-friendly.
- Multiple Choice Fields: There are three field types—select, checkbox group, and radio group—that enable the inclusion of multiple-choice options.
- Additional Field Types: Additional fields are available such as the final upload field for file attachments, the date field for capturing dates, and the star rating field for rating using a star system.
Field Formatting and Customization
To ensure clarity and ease of data management, it’s important to properly format and customize the fields in your form. Master the art of creating visually appealing and functional forms:
- Editing Fields: When adding or formatting fields, it is very important to label and name fields correctly, as they affect data representation when exporting to a CSV file.
- Fine-tuning Multiple Choice Fields: For select, checkbox group, and radio group fields, labels and names are your sidekicks. There is a need for a proper population of raw data fields to ensure smooth data representation when exporting to a CSV file.
With these 15 essential HR forms and the power of HR Partner’s form builder, you’re equipped to conquer your HR workload like never before. Creating effective and functional forms is a critical aspect of data collection. By familiarizing yourself with the key features and field types of our form builder, you’ll be able to stay organized and up to date on all the information you need from employees.
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Are you ready to unleash your HR superpowers? Schedule a free demo with our customer success team today!
Amanda Rivera
HR Knowledge Navigator