HR Forms and Checklists

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G-L Forms

  • Guest and Visitor Request Form

    Personalize

    ​​Use this sample request form if your Company allows employees to bring guests or visitors to the workplace. ​

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  • Guide for Pre-Employment Inquiries

    Share this outline of discriminatory and acceptable interview topics with any managers responsible for hiring employees to help ensure the hiring process is nondiscriminatory. ​​

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  • H-2A Program Employee Rights

    Free

     Required H-2A poster for employers with agricultural (H-2A) workers.

    Preview  |  Download

  • H-2A Program Employee Rights - Spanish

    Free

     Required H-2A poster for employers with agricultural (H-2A) workers.  

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  • Harassment Complaint Form

    Use this form to enable employees to report incidents of harassment.

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  • Harassment Complaint Form - Spanish

    Use this form to enable employees to report incidents of harassment.

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  • Harassment Complaint Procedure

    Personalize

    Use this form to explain your company's harassment complaint procedure. Distribute the procedure along with your nonharassment policy to new employees, unpaid interns and volunteers. Consider annual redistribution of the form. Best practices would include distribution to independent contractors.​​

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  • Harassment Complaint Procedure - Spanish

    Use this form to explain your company's harassment complaint procedure. Distribute the procedure along with your nonharassment policy to new employees, unpaid interns and volunteers. Consider annual redistribution of the form. Best practices would include distribution to independent contractors.​​

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  • Harassment Discipline Checklist

    Use this checklist to implement any disciplinary actions that must be taken as a result of a harassment investigation.

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  • Harassment Discrimination and Retaliation Prevention Policy - Five or More Employees

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    Provide this policy to employee which states that you prohibit harassment, discrimination and retaliation in the workplace. A written prevention policy is mandatory for California employers. You must also ensure distribution of the policy to all employees.​​​​​ Download and read the Instructions prior to using this policy.

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  • Harassment Discrimination and Retaliation Prevention Policy - Five or More Employees - Instructions

    ​Download and read these instructions prior to using the Harassment, Discrimination and Retaliation Prevention Policy - Five or More Employees or the Harassment, Discrimination and Retaliation Prevention Policy - Spanish - Five or More Employees.​​​

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  • Harassment Discrimination and Retaliation Prevention Policy - Less Than Five Employees

    Personalize

    Provide this policy to employee which states that you prohibit harassment, discrimination and retaliation in the workplace. A written prevention policy is mandatory for California employers. You must also ensure distribution of the policy to all employees.​​​​​ Download and read the Instructions prior to using this policy.


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  • Harassment Discrimination and Retaliation Prevention Policy - Less Than Five Employees - Instructions

    ​Download and read these instructions prior to using the ​Harassment,​ Discrimination and Retaliation Prevention Policy - Less Than Five Employees or the Harassment, Discrimination and Retaliation Prevention Policy - Spanish - Less Than Five Employees.

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  • Harassment Discrimination and Retaliation Prevention Policy - Spanish - Five or More Employees

    Personalize

    Provide this policy to employee which states that you prohibit harassment, discrimination and retaliation in the workplace. A written prevention policy is mandatory for California employers. You must also ensure distribution of the policy to all employees.​​​Download and read the Instructions prior to using this policy.

    Preview

  • Harassment Discrimination and Retaliation Prevention Policy - Spanish - Less Than Five Employees

    Personalize

    Provide this policy to employee which states that you prohibit harassment, discrimination and retaliation in the workplace. A written prevention policy is mandatory for California employers. You must also ensure distribution of the policy to all employees.​​​​​ Download and read the Instructions prior to using this policy.

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  • Harassment Investigation Credibility Assessment Guidelines

    It is important to determine the credibility of those testifying as part of a harassment complaint investigation. Use these guidelines to help you determine the credibility of an interviewee.

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  • Harassment Investigation Interview Guidelines

    Complete this checklist to ensure a legally complaint investigation in the case of a harassment complaint in your workplace.

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  • Harassment Investigation Letter to Alleged Harasser

    Use this form to inform an employee accused of harassment of his/her rights and obligations during the investigation process.​

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  • Harassment Investigation Letter to Complainant

    Use this form to inform an employee making a harassment complaint of his/her rights and obligations during the investigation process.​

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  • Harassment Investigator Case Study

    Use this form as a training tool for harassment investigators.​​ Formerly, Harassment Investigator Case Studies.​

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  • Harassment Prevention Policy Implementation Checklist

    Review this checklist when implementing a harassment prevention policy at your company. ​​​​

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  • Hazard Assessment and Correction Record

    Use this form to document hazard identification and correction, and to assure compliance with applicable Cal/OSHA standards.

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  • Hazard Communication Information Summary

    Use this form to collect information about potential hazards in your workplace. This information is critical for creating an effective and thorough Hazard Communication Program (HAZCOM).

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  • Hazard Communication Program

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    Use this form to create a Hazard Communication Program (HAZCOM). An effective program includes a list of persons responsible for maintaining the program, how often the program is reviewed and updated, and how employees can receive safety data sheets. ​

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  • Heat Illness Prevention Plan - Outdoor Employees

    Personalize

    Use this sample form to develop your company's plan and procedures for complying with Cal/OSHA regulations on heat illness prevention for outdoor workers. This form describes minimal steps applicable to most outdoor work settings to help prevent heat illness.  Make sure to modify this sample form with specific procedures tailored to your workplace and the specific conditions at your worksites.  Additional helpful information is available from Cal/OSHA.​

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  • Heat Illness Prevention Plan - Outdoor Employees - Spanish

    Personalize

    Use this sample form to develop your company's plan and procedures for complying with Cal/OSHA regulations on heat illness prevention for outdoor workers. This form describes minimal steps applicable to most outdoor work settings to help prevent heat illness.  Make sure to modify this sample form with specific procedures tailored to your workplace and the specific conditions at your worksites.  Additional helpful information is available from Cal/OSHA.​​​​​

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  • Heat Illness Prevention Regulation Amendments Guidance

    Free

    This chart was created by Cal/OSHA to address 2015 changes to Cal/OSHA heat illness prevention regulations. It is intended to provide guidance on how to implement the new requirements; it does not address every possible situation.
    ​​

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  • HIPP Notice

    Send this English version at the same time you send the COBRA Notice, to notify terminating employees of special state programs that provide for the state to pay the COBRA premium under certain circumstances. Be careful not to confuse HIPP, California's Health Insurance Premium Payment Program, with HIPAA. ​​​

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  • HIPP Notice - Spanish

    Send this Spanish version at the same time you send the COBRA Notice, to notify Spanish-speaking terminating employees of special state programs that provide for the state to pay the COBRA premium under certain circumstances. Be careful not to confuse HIPP, California's Health Insurance Premium Payment Program, with HIPAA.​​

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  • Hiring Checklist

    Use this checklist when hiring a new employee to ensure that you have completed all legally required forms. ​​

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  • Human Trafficking Model Notice

    Free

    Certain businesses must post this model notice providing information relating to how to report suspected human trafficking and access to help and services. For information on who must post this notice, see Facts on Human Trafficking Posting.​

    The notice to be posted must be at least 8.5 x 11 inches and size 16 font.

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  • Human Trafficking Model Notice - Spanish

    Free

    Certain businesses must post this model notice providing information relating to how to report suspected human trafficking and access to help and services. For information on who must post this notice, see Facts on Human Trafficking Posting.

    The notice to be posted must be at least 8.5 x 11 inches and size 16 font.

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  • I-9 - Employment Eligibility Verification

    Free  |  Updated

    Use this required form for every employee to verify legal employment eligibility. The USCIS will only accept the 11/14/16 edition of this form. You can find the edition date at the bottom of the page on the form. Use these I-9 - Employment Eligibility Verification - Instructions​ or I-9 - Employment Eligibility Verification - Instructions - Spanish​​ to assist you in properly completing the ​Form I-9. ​​

    Note: There was a problem with the USCIS’s initial release of the Form I-9 on 11/14/16. If an employee completed and printed Section 1 using a computer, numbers entered in the SSN field were transposed. Employers should review their form to ensure their employees’ Social Security numbers (SSN) appear correctly in Section 1. You can find more information here.


    How to Download​
    We suggest you download the PDF directly to your local computer. You should use the latest version of the free Adobe Reader. The Internet Explorer, Firefox and Safari web browsers will prompt you to open or save the form. To download the form from the Chrome web browser:​​
    1. Click the link to the Form I-9 you wish to download.
    2. Click the arrow that displays in the PDF file download box that will appear in the bottom left-hand corner.
    3. Select “Show in folder” from the drop-down that appears.
    4. ​Open the form that appears in your Download folder.
    For best results, ​use the most current version of the browser of your choice.​

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  • I-9 - Employment Eligibility Verification - Instructions

    Free

    ​Both employers and employees are responsible for completing their respective sections of Form I-9 to verify legal employment eligibility. ​Use these USCIS instructions to assist you in properly completing the Form I-9.​

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  • I-9 - Employment Eligibility Verification - Instructions - Spanish

    Free

    ​Both employers and employees are responsible for completing their respective sections of Form I-9 to verify legal employment eligibility. ​Use these USCIS instructions to assist you in properly completing the Form I-9.​​

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  • I-9 - Employment Eligibility Verification - Spanish

    Free

    The Spanish version of Form I-9 may be filled out by employers and employees in Puerto Rico ONLY. Spanish-speaking employers and employees in the 50 states and other U.S. territories may print this for their reference but may only complete the form in English to meet employment eligibility verification requirements.

    Starting 01/22/17, USCIS will only accept the 11/14/16 edition of this form. You can find the edition date at the bottom of the page on the form. See the I-9 - Employment Eligibility Verification - Instructions​ or I-9 - Employment Eligibility Verification - Instructions - Spanish​ ​to assist you in properly completing the Form I-9​.​

    Instructions​​​​​​​​​​​​​​​

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  • I-9 Retention

    Use this form to determine how long the employer needs to retain the employee's completed Form I-9.​

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  • Immigration Law - Questions and Answers

    Use this form to review frequently asked questions about employing legal foreigners and the responsibilities of every employer under the Immigration Reform and Control Act (IRCA) of 1986 and the Immigration and Naturalization Act of 1990. ​

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  • Independent Contractor vs. Employee - How Six Agencies Determine Relationships

    Review this table for IRS, EDD/FTB, INS, workers' compensation, US DOL, and California Labor Commission definitions of an independent contractor. ​

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  • Independent Contractors Report - DE542

    Free

    Any business or government entity that is required to file a Federal Form 1099-MISC for service performed by an independent contractor must report using this form. You must report to the Employment Development Department within twenty (20) days of EITHER making payments of $600 or more OR entering into a contract for $600 or more with an independent contractor in any calendar year, whichever is earlier. This information is used to assist state and county agencies in locating parents who are delinquent in their child support obligations. ​​

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  • Individual Safety Training Certificate

    Personalize

    Use this certificate to document training provided to an employee, and to satisfy Cal/OSHA standard compliance. Keep the certificate in the employee's personnel file. Provide a copy of the certificate to the employee if requested.

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  • Initial Safety Training Certificate

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    Use this sample form to record an employee's initial formal training regarding potential occupational hazards and Codes of Safe Practices.

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  • Injury and Illness Incident Report - Form 301

    Free

    Along with an accompanying Summary, you must fill out this form or an equivalent within 7 calendar days after you receive information that a recordable work-related injury or illness has occurred. Some state workers’ compensation, insurance, or other reports may be acceptable substitutes if the forms contain all the information asked for on this form. You must keep this form on file for 5 years following the year to which it pertains.​

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  • Injury and Illness Prevention Program Administration Guide

    Begin using this Injury and Illness Prevention Program (IIPP) administration guide before your business opens, or as soon after as possible, to ensure you meet Cal/OSHA requirements. For easy reference, print out this guide along with each form listed and review them in conjunction with one another. This will assist you in completing each of the forms.​

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  • Injury and Illness Prevention Program for Non-High Hazard Employers

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    Use this form to create an Injury and Illness Prevention Program to meet the written program requirements of Cal/OSHA (8 CCR sec. 3203).

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  • Injury or Illness at the Workplace Checklist

    Use this checklist to make sure you respond properly to a reported illness or injury in your workplace.​

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  • Instructions to Buyer for Establishing a Letter of Credit

    Shortly after reaching agreement with a buyer that a L/C will be opened, an exporter is well-advised to provide the buyer with instructions or a pro forma example of what the exporter wishes to receive in the letter of credit (L/C) instrument.

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  • International Bill of Lading

    A signed document issued by a transportation company (“carrier”) to evidence receipt of goods for transport, and to constitute a contract for such transport from/to indicated points. If issued in negotiable ("to order") form, it is also a title document to the goods. An original of the document must be presented at the point of delivery to claim the goods. A full set of original bills of lading means a set of 3 originals.​

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  • International Trade Transaction

    The steps and associated documentation required required to carry out an international trade transaction.

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  • Job Categories by EEOC

    This table describes the job categories recognized by the Equal Employment Opportunity Commission (EEOC) for the purpose of completing government reports.

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  • Job Description

    Use this form as a guide to help you define duties for an open position for which you are recruiting a new employee or to clarify existing job duties, skills or essential functions of the job. Use also when considering temporary modified duty or when returning an injured employee to work​. ​This is for reference only and any job description should be tailored to the specific duties and requirements of the particular job and legal requirements of the state within which you are doing business.​

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  • Job Description - Administrative Exemption

    Use this sample form as a guide to help you define job duties and essential functions for administrative employees. This is for reference only and any job description should be tailored to the specific duties and requirements of the particular job and legal requirements of the state within which you are doing business.​

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  • Job Description - Managerial or Executive Exemption

    Use this sample form as a guide to help you define job duties and essential functions for managerial or executive employees. This is for reference only and any job description should be tailored to the specific duties and requirements of the particular job and legal requirements of the state within which you are doing business. ​

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  • Job Specification - Requisition

    Use this form to describe your minimum job requirements when preparing to recruit for, and advertise, a job.

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  • Jury Duty Checklist

    Use this checklist to create and implement a jury duty policy for your company.

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  • Last Chance Agreement Checklist for Employee with Substance Abuse Problem

    Use this checklist when creating a Last Chance Agreement to give employees that were once productive and valuable but have developed recent performance problems—and have failed to correct them when identified—a last chance to improve their performance before termination.  For example, a last chance agreement might be used with an employee that has developed a recent substance abuse problem.​

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  • Late Night Retail Violence Prevention Checklist

    Review this Cal/OSHA checklist if you have employees who are known to be at risk of late night retail workplace violence.

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  • Laws That Apply to Your Organization

    This table is designed to help you quickly identify which employment laws affect you. Use the following chart to determine which labor laws apply to you based on the number of employees you have. ​

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  • Leave Interaction

    When an employee considers a leave, use this form to determine the relationships among the various state-mandated leaves of absence and benefits during the time off. Employees also benefit from this information.

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  • Leave of Absence Notification with Pay

    Use this form to inform the alleged harasser that he/she is being put on a leave of absence with pay pending the outcome of a harassment investigation.

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  • Letter to Applicants Not Hired

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    Use this sample letter to inform applicants that the available position with your company has been filled and that his or her resume will be kept on file.

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  • Letter to Temporary Employees

    Use this sample letter to detail a job position to a temporary employee, stating the period of time for which he or she has been hired, the procedure should employment status change and the benefits that are not available to temporary employees. The letter does not serve as a contract of employment.​​

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  • Local Minimum Wage and Paid Sick Leave Ordinances

    This chart provides information on local ordinances that contain minimum wage and paid sick leave laws. The minimum wage rates in these cities may change at any time; employers should closely monitor them. Some localities also have industry specific rates, such as specific rates for hotel workers. ​Check with your local city government as to whether any local minimum wage ordinance might apply to your workforce/industry.

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  • Los Angeles Fair Chance Initiative - Notice to Rescind Employment Offer - Sample Letter

    Free

    ​For use by employers located or doing business in the City of Los Angeles and employing 10 or more employees. Use this sample letter to provide notice to a job applicant that you are considering rescinding a job offer. This letter provides the applicant with an opportunity to provide additional information for the employer t​o consider. This sample letter is provided by the Los Angeles City ​Bureau of Contract Administration.

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