The HR Arsenal
An essential part of any HR professional or company’s compliance toolkit (especially in California). Think of it as your Mary Poppins carpet bag filled with wonder and delight, aka required documents 💫
A Spoonful of Instructions
Expand each section for more information and the links to download each notice.
Some notices require specific information to be completed (noted in the instructions of each document).
While all forms provided are in English, most notices are required to be provided in the employee's primary language.
This information is provided for HR guidance purposes only and is not legal advice. Laws change. When in doubt, book a consulting session or seek legal counsel.
Agent Woof’s Compliance Tip
Forms are an important part of compliance (especially in California), but there’s so much more.
Need the whole kittenkaboodle pupakaboodle?
California New Hire - Required Forms & Notices
Below are ALL of the mandatory forms required to be provided to employees based in California at the time of hire (additional triggers noted where applicable). Yes, it is all of these forms, yes it is a lot, yes we love California for the weather mostly.
Best Practice: Have employees acknowledge receipt of all these forms and notices as part of your onboarding checklist.
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Provide to: All nonexempt employees
When: At hire (and when salary changes)
Instructions: Must be a standalone document; it cannot be included in the offer letter
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Provide to: All employees
When: At hire (can be updated anytime)
Instructions: Use alongside federal W4 for state tax withholding
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Provide to: All employees
When: At hire & Annually
About: Informs employees of their labor rights regardless of immigration status and outlines protections if an employee is detained or arrested by immigration authorities.
Instructions: Employers must provide a way for employees to designate an emergency contact specifically for immigration-related detentions.
TIP: This can be added to your standard emergency contact form.
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Provide to: All employees
When: At hire & upon change in relationship status (e.g., layoff).
About: Informs employees of benefits if they become unemployed, disabled or need to take family leave.
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Provide to: All employees
When: At hire & when leave is requested
About: Informs employees of benefits available to care for a family member or bond with a new child.
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Provide to: All employees
When: At hire
About: Informs employees on their rights and remedies regarding the prevention of sexual harassment in the workplace.
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Provide to: All employees
When: At hire & when an employee is disabled
About: Informs employees of wage replacement benefits for non-work-related disabilities.
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Provide to: All employees
When: At hire & Annually
About: Informs employees of their right to take time off or request accommodations if they are a victim of domestic violence, sexual assault, or stalking.
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Provide to: All employees
When: At hire
Instructions: This document must be filled out with employer-specific information
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Provide to: Benefit-eligible employees (Companies with 20+ employees)
When: Within 90 days of coverage start date
About: Provides a general overview of COBRA continuation coverage rights. Note: A separate COBRA notice is required at the time of termination or loss of coverage
Instructions: COBRA administrators usually provide the form, but the employer is responsible for compliance
Federal New Hire - Required Forms & Notices
Required forms for all US employers regardless of state. Additional instructions can be found on the respective government sites.
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Provide to: All employees
When: At hire
About: Verifies identity and authorization to work in the US.
Instructions: Employees complete section 1 by Day 1. Employers complete Section 2 by the end of the third business day of employment.
Original documents must be physically examined (or follow authorized remote procedures).
Refer to USCIS for the latest guidance from the current remote verification rules.
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Provide to: All employees
When: At hire (can be updated anytime)
About: Determines the correct amount of federal tax to withhold from paychecks.
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Provide to: All employees (even if employer does not offer health insurance)
When: Within 14 days of start date
About: Informs employees about the Health Insurance Marketplace coverage options.
Instructions: Employers must select the notice that applies (whether they offer coverage or not) and complete the form with their specific information.
California End of Employment - Forms & Notices
Parting ways is never easy, but doing it right is mandatory. Below are the required notices (where applicable) that must be provided to employees at the time of separation. Yes, even on the way out, California has requirements.
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Provide to: All employees
When: Immediately at time of termination, layoff, leave of absence, reduction in hours, or change of status.
About: A required written notice informing the employee of their change in status (required by CA Unemployment Insurance Code 1089).
Instructions: Use the more robust custom version available in the Template Vault. This form requires a signature from the employee.
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Provide to: Employees covered by health insurance (for employers with 20+ employees)
When: At time of termination
About: Health Insurance Premium Payment (HIPP) informs employees that the state may help pay COBRA premiums for certain high-cost medical conditions.
Instructions: Often forgotten, but mandatory for any employee who was enrolled in your group health plan.
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Provide to: All employees
When: At time of termination, layoff, or reduction in hours (also required at time of hire, see CA new hire section).
This does not need to be provided for a voluntary resignation.
About: Informs employees of unemployment insurance benefits if they become unemployed.
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Provide to: Employees covered by health insurance
When: At time of termination
About: Provides information about health plan continuation via COBRA
Instructions: Generally provided by the COBRA administrator, if you don’t have a COBRA administrator, you will be responsible for compliance. If employees are eligible for Cal-COBRA extension, that notice is generally provided by carrier or COBRA administrator once COBRA has been exhausted.
TIP: The regulations for COBRA notices are complex and time sensitive; hiring an administrator is worth the cost. Description text goes here
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Provide to: Employees covered by health insurance
When: At time of termination
About: Provides information about health plan continuation via Cal-COBRA
Instructions: Generally provided by the insurance carrier.