Maintaining accurate data and information of the company, especially the employees and staff, is important for ensuring that transactions and benefits are sent to the right recipient. One of the documents to use for this purpose is known as an employee information form that the human resource and the payroll department of a company must use.

Employee Information Form Sample

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What Are Employee Information Forms?

Employee information forms are documents which contain entry fields that center on collecting the details of an employee, specifically his basic data and relevant background history. Most employee information forms are provided by employers to their newly hired employees and to those who will have to change their recorded data due to a change in status. Most importantly, employee information forms must be kept confidential and should not be permitted to be accessed by unauthorized third parties.

Employee Information Form in DOC

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Varieties of Employee Information Forms

Each employee information form below focuses on different types of data to be collected by an employer for maintaining accurate records in the company’s employee information system and database:

Employee Contact Information Form – Monitoring employees can be a difficult task for employers especially if the employee is not present in the company during the intended working hours. In order to ensure that the company will be able to reach out to the employee’s authorized representatives, legal guardian, and physician, an employee contact information form must be a required document to be filled out by the employee on a quarterly or annual basis. This is to make sure that the numbers disclosed and enlisted by the employee are current and available. Basically, an employee contact information form will state the names of the people whom the employee assigned as his emergency contacts along with their individual phone numbers, addresses, and relationship to the employee.

Employee Contact Information Form

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Employee Emergency Medical Information Form – This form is intended for documenting the medical information of an employee to allow the company in knowing who they must reach out and what treatments must be provided when the employee who owns the information gets into an emergency. There are five sections in this form variety which must be completed by the employee. The first section is for the employee’s name and address, while the second section records the name of the employee’s emergency contact person. The third section, on the other hand, is for the details of the employee’s physician. In the fourth section, the employee will have to answer several questions about his medical and health status. And lastly, the fifth section is the signature block for the employee’s signature and the date when he filled out the form.

Employee Emergency Medical Information Form

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Employee Information Change Form – For employees whose intent is to change the data and information recorded by the company, employee information change forms must be used. The form is suitable for three specific information changes: name and address change, campus or branch change, and emergency contact information change. To change and update the information, the employee will just have to state his new data and submit the form along with the required documents that will prove the validity of his information change claims. Some of the supplemental documents that an employee can submit would be an updated social security card and a marriage certificate for name change intents.

Employee Information Change Form

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Employee Information Exemption Form – There are some individuals who are exempted from information disclosure due to their status and previous activity in a State or country. For this, an employee information exemption form must be filled out by all employees to inform the company and document their eligibility for the exemption. In the form, statements regarding the exemption and a list of the eligibility requirements will be indicated which must be marked by the employee to indicate his claim. Then, the employee must state whether or not he is the person who is eligible for the exemption or his spouse along with his job title, company address, and his signature to complete the form.

Employee Information Exemption Form

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Employee Information Report Form – Not only employees are required to complete and submit a type of employee information form but also the company or the employer who is hiring the employees. Specifically, an employee information report form will have to be filled out by the company’s representative in order to comply with the requirements of the State and country with regards to reporting the number of employees that the company currently has. The details of the company will be disclosed in the first section while the employee categories will be defined in the second section, and the last section is the signature block.

Employee Information Report Form

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New Employee Information Form – This form is used by the HR department of the company for obtaining the data of the new employees. The data to be collected in the first portion of the new employee information form will be the employee’s name, social security number, and contact numbers. The race and ethnicity information of the employee will then be stated in the second portion of the form while the employee’s military involvement is the focus of the last part of the form which will indicate whether he is an active, inactive reserve, or had been separated from the military.

New Employee Information Form

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Employee Information Request Form – Most States and countries offer financial aid assistance and programs for citizens who are still job hunting or yet had a job but still needs additional financial help to sustain daily and basic needs. This is when an employee information request form will be used where an employee will be able to authorize the financial aid providers to obtain his data from his employer. In the form, the employee will need to complete three sections: the recipient information section, the information release section, and questionnaire section.

Employee Information Request Form

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Seasonal Employee Information and Acknowledgment Form – Seasonal employees or short-term employees are the target users of this form variety. The purpose of this form is to document and acknowledge an employee’s short-term employment as well as his role in the company. By signing the form, the employee is certifying and affirming that the statements and claims in the form are true and accurate.

Seasonal Employee Information and Acknowledgment Form

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To conclude, employee information forms have several varieties and each must be used by the company based on what they need from their employees. In addition, the company must not also allow immediate changes to be made unless the employee has successfully proved his claims with the right paperwork or legal documentation.

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