NEW I-9 FORM AND 2020 CALIFORNIA NEW HIRE DOCUMENTS

For employers refreshing their 2020 new hire packets, below is information about the new I-9 Form and links to California’s current government-required new hire forms.

New Form I-9 – Employment Eligibility Verification

On January 31, 2020, USCIS published its notice announcing a new version of Form I-9, Employment Eligibility Verification.  The new version of the form is dated Oct. 21, 2019, the date it was approved by the Office of Management and Budget. Employers should begin using this updated form as of January 31, 2020, but the notice gives Employers until April 30, 2020 to adjust their practices and transition to the new form.  The new form and instructions can be found at: https://www.uscis.gov/i-9.

Tax Forms for California New Hires

• W-4 2020, Employee’s Withholding Certificate (https://www.irs.gov/pub/irs-pdf/fw4.pdf)

• DE-4, California Withholding Allowance Certificate (https://www.edd.ca.gov/pdf_pub_ctr/de4.pdf)

Wage and Hour Forms for California New Hires

• Wage Theft Prevention Notice to Employee, Labor Code section 2810.5 (Required for Non-Exempt Employees) (https://www.dir.ca.gov/dlse/LC_2810.5_Notice.pdf)

• Rights of Victims of Domestic Violence, Sexual Assault and Stalking (For Employers with 25 or more Employees) (https://www.dir.ca.gov/dlse/Victims_of_Domestic_Violence_Leave_Notice.pdf)

(Notices in other languages are available at https://www.dir.ca.gov/dlse/DLSE-Publications.htm.)

Employment Development Department Benefit Forms for California New Hires

• Paid Family Leave Pamphlet (https://www.edd.ca.gov/pdf_pub_ctr/de2511.pdf)

• State Disability Insurance Pamphlet (https://www.edd.ca.gov/pdf_pub_ctr/de2515.pdf)

 (Notices in other languages are available at https://www.edd.ca.gov/Disability/DI_Forms_and_Publications.htm.)

Fair Employment and Housing Forms for California New Hires

• Sexual Harassment Pamphlet (https://www.dfeh.ca.gov/wp-content/uploads/sites/32/2018/12/DFEH_SexualHarassmentPamphlet.pdf)

• Pregnancy Leave Pamphlet (https://www.dfeh.ca.gov/wp-content/uploads/sites/32/2019/08/DFEH_PregnancyLeavePamphlet.pdf)

(Notices in other languages are available at https://www.dfeh.ca.gov/resources-2/posters-and-brochures-and-fact-sheets/poster-and-brochure-tab-list/?target=employment)

California Workers’ Compensation Time of Hire Forms

• Workers’ Compensation Time of Hire Pamphlet (https://www.dir.ca.gov/dwc/DWCPamphlets/TimeOfHirePamphlet.pdf)

Affordable Care Act Forms

• Model Health Insurance Notice (Employers Who Do Not Offer a Health Plan) (https://www.dol.gov/sites/dolgov/files/EBSA/laws-and-regulations/laws/affordable-care-act/for-employers-and-advisers/model-notice-for-employers-who-do-not-offer-a-health-plan.pdf)

• Model Health Insurance Notice (Employers Who Do Offer a Health Plan to Some or All Employees) (https://www.dol.gov/sites/dolgov/files/EBSA/laws-and-regulations/laws/affordable-care-act/for-employers-and-advisers/model-notice-for-employers-who-offer-a-health-plan-to-some-or-all-employees.pdf)

Please note that this summary is not intended to constitute legal advice. If you have questions regarding compliance with these new California laws or other employment laws, please feel free to contact either Kristin Pedersen or Maki Daijogo at Daijogo & Pedersen by emailing us at [email protected] or [email protected] or by calling us at 415.924.9400.