What Different Employment Forms do New Hires Need to Fill?

employment forms do new hires need to fill

The employee is a valuable asset for the company. To mark his security is the prime motive of an employer. For ensuring employees’ safety, the company is mandated to provide the benefits administration to the employees so they can be made aware of various profitable schemes. Therefore, employment forms are essential for employees to fill out and submit to receive the benefits they can avail themselves of.

What are the Employment Forms?

As soon as the company hires new employees, it is essential to prepare a list of forms and keep them up-to-date with an effective onboarding. For every new hire, completing such forms becomes necessary for an employer to avoid the imposition of violation of legislative laws. These forms can be mandated by the government of India or optional forms by the company itself.

There are many employment forms like eligibility and tax forms that employees need to finish and submit as lawful compliance signs. These forms form a primary option according to which an employer can legislatively compensate their employees without triggering any charges. Such laws may change across different states and countries, thus ensuring to gather all such related forms at the beginning.

During the accomplishment of this form, filling a few things to consider are:

  • First, brush up the regulatory laws and ensure their total compliance.
  • The forms also encapsulate sensitive information regarding the employees; thus, secure storage of the same is a priority.

Why do New Employees need to Fill out Forms?

As the forms highlight that the employee is working with your organization legally, the importance of the same is increased. On account of the statutory compliance, the employees need to sign various forms related to tax and general information for both employee and employer benefit.

For example, during the beginning of the employment, the employee submits ESIC forms, then he’ll receive the benefits of the same when surrounded by health issues. Similarly, other states have different advantages over the employees.

Even if the employer forgets to get those signed, the employee needs to remind and fulfill the same as soon as possible.

What Different Forms do new Employees need to fill out?

When talking about the forms, there are many countable forms that the employees need to sign and submit to the company. These forms can be bifurcated into categories:

  • Statutory tax laws
  • General employment forms

Statutory Tax Laws

Tax is an amount deducted from the gross salary of the employee. According to the rules, some tax amount is essential to withhold from the payment regardless of the employee. These taxes can be divided into payroll and income tax. For both taxes, the employee needs to fill out the respected forms to receive health and social security benefits.

1. ESIC Forms

The ESIC scheme helps employees by covering social and medical security. This coverage includes sickness, disablement, and maternity benefits to the employees who registered under the scheme.

The beneficiaries need to fill out relevant ESI forms for claiming the benefits of the ESIC scheme. These forms can be downloaded from the ESIC portal.

  • Form 72 – Used for requesting a duplicate ESIC smart card
  • Form 23 – Life certificate form to receive the permanent disablement benefit
  • Form 24 – To declare the certificate of disablement benefit
  • Form 22 – For claiming funeral expenses
  • Form 20 – For claiming maternity benefits after the death of an insured person
  • Form 15 – To claim dependent benefits
  • Form 14 – A claim form for permanent disability benefits
  • Form 12 – Accident report form by the employer
  • Form 11 – lists of accidents noted down in the Accident book
  • Form 9 – To claim sickness, temporary disablement, and maternity benefits
  • Form 5A – For making any advance contributions to the fund, this form is helpful
  • Form 5 – to return the contributions made by the employee
  • Form 3 – Form for the returns of declaration
  • Form 2 – To upgrade the changes in the declaration form
  • Form 1 – Declaration form of employee’s ESIC details
  • Form 01 – Employer’s registration form
  • Form 1A – Declaration form of the employee’s family
  • Form 142 – To claim the compensation for the loss of conveyance allowance and earnings
  • Form 105 – Certificate of Entitlement of employees
  • Form 86 – Certificate of Employment
  • Form 53 – To change the particulars of an insured employee
  • Form 37 – Certificate of re-joining of employment or continuous employment

2. EPF Forms

Employee Provident Fund provides retirement benefits to the employees signed under this scheme. The members of the funds have to contribute to the accounts of EPFO using specific forms for various purposes. Below mentioned are the forms that employees have to fill out if they want to receive such benefits.

  • Form 31 – To withdraw the EPF amount by the employees
  • Form 14 – To register and buy LIC policy
  • Form 10D – To claim monthly pension by the employees
  • Form 10 C – To claim for withdrawal benefits and scheme certificate of EPS
  • Form 13 – To apply for account transfer of EPF
  • Form 19 – To make the settlement of employees’ provident fund
  • Form 20 – To make the settlement of EPF in case of an insured person’s death
  • Form 2 – To apply for declaration and nomination form of EPS and EPF
  • Form 5(IF) – To claim according to the EDLI scheme
  • Form 15G – To save income tax on the amount of EPF
  • Form 5 – For new employees who registers for EPF and EPS

3. Income Tax Forms

Income Tax is a percentage of the amount deducted on the gross salary of an employee to support the economic development of the nation. Though the amount removed depends on the income received by the employee, they can recover it back at the year-end. For filing returns, the employee has to submit form 16. This form consists of details of the employee’s tax deducted and net income.


General Employment Forms

General Employment forms specify the details of the company employees and are used mainly for internal purposes. This guarantees the candidates’ employment with the company and helps establish a mutual interactive environment.

Here are the various forms for marking the employment

  • Non-disclosure agreements
  • Employee handbook forms
  • Drug and alcohol test forms
  • Asset assignment forms
  • Confidentiality forms
  • Emergency contact list of the employee
  • Brief medical history
  • Bank account information
  • PAN and Aadhar Number information

Ending Notes

Employment forms thus conclude the onboarding process of the employees. As a sign of permanent employees who can also receive various benefits from the government, they must fill out forms, including both statutory tax forms and the general employment forms. These forms represent a sign that employees are liable to receive the benefits and are regarded with permanent employment. And any violation from the side of the employer can attract charges that no one wishes, and thus employers are required to get these signed as soon as an employee joins the company.

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