3 Things to Include on an Employee Information Form
It’s essential to collect and store important employee information as soon as they start working. If you want to save time, ensure consistency, and keep important information within reach, create a standardized employee information form. Employee information forms can help you know how to contact each team member and identify who to reach out to in an emergency.
Give the information form to all new hires during onboarding
and encourage your employees to update the information anytime something
changes. What information should you ask for?
1. Contact information
Ask your employees to provide the following basic
information so you can communicate with them when necessary:
You may need an employee’s health information for health
insurance or wellness plans. You might also need to know whether your employee
has any allergies or any health-related requirements to ensure they’re safe
while doing their job. Be careful, however, that you don’t ask for any
information you don’t need.
Keep any medical information in a separate, secure file to make sure you’re complying with Health Insurance Portability and Accountability Act (HIPAA) laws. Consider asking for this information on the second page of your employee information form to ensure it’s filed separately.
3. Optional information
You might consider asking your employee about their
interests and hobbies outside of the workplace. You might even ask them about
important dates – like their birthday or wedding anniversary. If you do ask for
any of this information, make sure your worker knows it’s entirely optional.