Employee Information Form
An employee information form is the new-hire fact sheet a small payroll desk keeps: name, address, emergency contact, and the start date. It is not a W-4, not an I-9, and not a direct-deposit form. Those are separate, and the W-4 and I-9 must be the official forms. Use this for the personnel folder so a manager can reach someone. Collect the full Social Security number only on the official tax form, not here.
For a new employee at a small private employer. When: the first day, beside the official tax and eligibility forms.
Naming a state changes the note on the page. It does not add that state's required clauses, fees, or font rules. Papero does not invent statutes.
15 lines are still blank. You can still print. Write "not applicable" on a line that does not apply.
Leaving this page clears what you typed. Papero does not save it. On a shared computer, press Clear before you walk away.
Preview. This is the page that prints.
Employee Information Form
Employee
Job
Emergency
Signature
Signature
Date
Why this form exists, and what it will not do
Employee Information Form is for a new employee at a small private employer. The moment to use it: the first day, beside the official tax and eligibility forms. It sits in the Employment group on Papero. Applications, time records, leave requests, and letters a private employer can read.
Fill it in this browser. Papero does not create an account, does not upload the answers, and does not keep a copy after you close the tab. When the preview looks right, print it or download a PDF. The PDF is built on your device. A blank download leaves the lines empty so someone else can fill them by hand.
Work through the page in order. The Employee section asks for Full legal name, Preferred name, Home address, Phone, Email, Date of birth. The Job section asks for Job title, Start date, Full time or part time, Pay rate, Paid, Work location, Supervisor. The Emergency section asks for Emergency contact, Emergency phone.
Full legal name. As it should appear on a pay stub. Preferred name. If different. Payroll still needs the legal name. Home address. Street, city, state, ZIP. Phone. Mobile. Email. Personal email, not only the new work address. Date of birth. Payroll matches the file with this. Do not write a full Social Security number. Job title. The role. Start date. First day worked or the agreed start.
Full time or part time. Status. Pay rate. The amount you were offered. Paid. How often. Work location. Site or "remote." Supervisor. Name. Emergency contact. Name and relationship. Emergency phone. A number that works after hours.
People send this back, or refuse it, for ordinary reasons. Someone files this instead of a W-4. The emergency contact is blank. The start date does not match payroll. Read the finished page once as if you were the person receiving it. If a line would make you call back, fill that line.
Sign on the Signature and Date line. A typed name in the signature spot is weaker than ink on a printed page. Date it the day you sign, not the day you hope the other person signs.
What this page cannot do: This is not an I-9, a W-4, a W-9, or a state new-hire form. Those come from the employer and from the agency. Private employment is generally at-will, with a well-known limit in Montana for employees past probation. A letter here does not create a job, end a job, or set the deadline for a final paycheck. That deadline is state law. Papero is not a law firm, not a government agency, and not the office that will accept or reject the paper.
State note for your state. Employee Information Form does not contain your state's required clauses, font size, language, or filing fee. Counties and cities inside your state sometimes add their own rule on top of the state. Before you rely on this for a lease, a school, a court, a bank, or an agency, compare it with the form that office publishes. If the office has no form, this template is a clear record of what you wrote and what you signed on this date.
After you print, use dark ink. Write "not applicable" on a line that does not apply, so a clerk does not treat a blank as a missing fact. Initial a correction beside the line. Do not cover a dollar amount with correction fluid. Each person who has a signature line signs their own name. One person cannot sign for another unless a statutory power of attorney, on the form that office accepts, already says so. Give the other party a copy the same day. On your copy, note the date and whether you handed it over, mailed it, or uploaded it to their portal. Attach copies of supporting papers, not your only original, unless the office demanded the original. Do not attach a Social Security card, a passport image, or a bank statement unless the recipient told you to, and then only in person or through their secure portal. Email is a common way those images are stolen. If the recipient is a government office, stop and use the form on that office's own site. Papero does not transmit this page, does not notarize it, and does not store it.
Keep a copy. Give the other party a copy. If you later change a fact, fill the form again and date the new copy. Do not scribble a second story into the margin of a page someone already signed. Write the date you handed it over, and how, on your own copy.
Before you rely on it
- Someone files this instead of a W-4.
- The emergency contact is blank.
- The start date does not match payroll.
This is not an I-9, a W-4, a W-9, or a state new-hire form. Those come from the employer and from the agency. Private employment is generally at-will, with a well-known limit in Montana for employees past probation. A letter here does not create a job, end a job, or set the deadline for a final paycheck. That deadline is state law.
How to fill and print it
- Fill the lines. Type into the Employee Information Form in this browser. Write "not applicable" on a line that does not apply. What you type stays in this tab and is not uploaded.
- Check the preview. The boxed preview is the page that prints. Read it once as the person who will receive the paper.
- Print or download. Use Print, or download a filled PDF or a blank PDF. The file is built on your device.
More Employment forms
Questions
What is a Employee Information Form used for?
An employee information form is the new-hire fact sheet a small payroll desk keeps: name, address, emergency contact, and the start date.
Who should use this Employee Information Form?
It is for a new employee at a small private employer. Use it when the first day, beside the official tax and eligibility forms.
Does this Employee Information Form need a notary?
No. This Employee Information Form has no notary block. Sign the Signature, Date line in ink on the printed page if you are handing it to someone.
Will a Employee Information Form from Papero be accepted?
Someone files this instead of a W-4. This is not an I-9, a W-4, a W-9, or a state new-hire form. Those come from the employer and from the agency. Private employment is generally at-will, with a well-known limit in Montana for employees past probation. A letter here does not create a job, end a job, or set the deadline for a final paycheck. That deadline is state law.
What gets a Employee Information Form sent back?
Someone files this instead of a W-4. The emergency contact is blank. The start date does not match payroll.