5 sections to complete on a new employee starter form

By Indeed Editorial Team

Published 6 May 2022

The hiring process for a new employee is often lengthy, as companies want to ensure they're getting the best possible talent. In addition, once the company selects its ideal candidate, there are several additional steps to take before an employee can start work. If you're an HR professional, you could benefit from learning about the forms that new starters complete. In this article, we discuss what these forms are, the deadline for completing them, look at a list of five sections to complete on the form and four other types of forms for new employees to complete.

What is a new employee starter form?

A new employee starter form, or starter checklist, is a document that a company and employee complete at the beginning of a new hire's employment period. By collecting the form, the employer can obtain the details necessary to set up the employee on their payroll system and assign the correct tax code. It is important that this information is correct and that the employee tax brackets aren't adjusted or investigated by HMRC.

Related: How To Create an Effective Onboarding Process

What is the deadline for completing the form?

Employers should submit the information on the form before the new employee's first payday. This ensures that every payslip the employee receives has the correct tax code and that the employee pays the right amount of tax. If the employer doesn't submit the form on time, the employee pays an emergency tax rate. For the majority of employees, this significantly exceeds the right amount of tax to pay.

In this event, employees can get in touch with HMRC to rectify the situation. HMRC then asks the individual a range of questions to establish the correct tax code and then provides a rebate for any excess tax the individual has paid. Although solving the problem is a simple process, submitting employee starter forms on time can avoid this issue in the first place.

Related: Time-management skills: definition, examples and tips for improvement

5 sections to complete on a new employee starter form

Answering all the questions on a new starter checklist is key. This involves providing a wide range of information due to the nature of the questions. Below, you can find a list of five sections to complete on a new starter checklist, which is correct as of February 2022:

1. Employee personal details

In the first six questions of the new starter checklist, the employee enters their personal information. Questions one and two require the individual to enter their last name and first name. In the third question, the employee ticks a box to state if they're male or female. In question four, the employee enters their date of birth. Question five requires the individual to provide their address, including their postcode and country. In question six, the employee enters their national insurance number if the individual knows it.

2. Employment start date

This part of the form establishes when an employee's first paid day of work was and therefore the date at which the employee received the relevant tax code. As the employee fills in this section, it's a good idea for them to check with the employer just in case they're not sure what the exact start date is.

After completing this section, it's useful for the employee to make a note of this start date as they may require this information to complete reference checks at a later date, such as when they apply for a mortgage or rent a new property.

3. Employee statement

In the employee statement section, the employee chooses from three options on the form. Each of these options describes a different financial situation for the individual and this selection is key to ensuring that the individual receives the correct tax code. The three options in this section are:

  • Statement A: 'This is my first job since 6 April and since 6 April I've not received any pension or state benefit.'

  • Statement B: 'I receive no pension and either this isn't my first job since 6 April and/or I've received a state benefit.'

  • Statement C: 'I have another job or receive a pension.'

Related: Gross pay vs. net pay: definitions and examples

4. Student loans

The final two questions relate to the employee's student loan status. This section establishes if the employee has a student loan and what their position is in regards to repayment. The first question of this section asks if the employee has an outstanding student loan to repay. If the new employee doesn't have a student loan to repay, they can move straight to the declaration section. But, if the employee does have a student loan to repay, then they go to question 10.

In question 10, the employee indicates what student loan plan they're on. The first option is 'Plan 1', which applies to those that studied in Northern Ireland and those in England and Wales that started their course before 1 September 2012. The second option is 'Plan 2', which applies to those in England and Wales that started their course on or after 1 September 2012. The third option is 'Plan 4', which applies to those who studied in Scotland and applied for their loan through the Students Award Agency Scotland. The final option is 'Postgraduate Loan', which applies to:

  • those that lived in England and started their postgraduate master's course on or after 1 August 2016

  • those that lived in Wales and started their postgraduate master's course on or after 1 August 2017

  • those that lived in England or Wales and started their postgraduate doctoral course on or after 1 August 2018

5. Declaration

The final section of the new starter checklist is the declaration. This confirms that, to their knowledge, everything on the form is accurate and doesn't contain any false or misleading information. In the declaration, the employee dates the document, writes their name and then signs it. After completing the declaration and the other sections of the form, the employer can then use this information to add the new employee to their payroll system.

4 types of other forms for new employees to complete

Although the Government's starter checklist is the most common type of new employee form, there's a range of other forms employees complete when starting a new job. These vary, from company to company, depending on factors such as the industry and the specific nature of the role. Below, you can find a list of four other common types of form for new employees to complete:

1. Non-compete forms

One of the most common types of forms to complete, in more competitive industries, is a non-compete form. These ensure that a member of staff doesn't join a direct rival for a set period after their employment at a company. The goal of a non-compete form is to ensure that opposing companies don't poach an organisation's talent. Companies tend to use these forms for highly-skilled roles that require a significant amount of training.

Related: What is a non-compete agreement? (A comprehensive guide)

2. Company policy forms

Companies have a wide range of different policies that are specific to the nature of the role and the work that the business completes. These are key documents, as they protect businesses from employees who act inappropriately or outside their remits. For example, a confirmation of an employee's understanding of health and safety regulations help protect the business from any litigious action by an employee.

3. Health forms

Some physically demanding roles require the individual to have a certain level of fitness to perform the role effectively. For example, if you work as a firefighter, you typically require a level of physique and personal health beyond that of the average person. Health forms assess a person's height, weight and diet to establish if they're suitable for the role and what adjustments are necessary for the individual to work at their best.

4. Confidentiality forms

In some industries, such as IT, having a high level of information security is essential. Companies in these industries typically protect their information more, as a data breach can lead to the loss of a business's competitive advantage. One way that a business can do this is by asking its staff to sign a confidentiality form. These forms act as confirmation from members of staff that they won't share the company's information. Usually, if an employee breaches this agreement it leads to litigation.

Please note that none of the companies, institutions or organisations mentioned in this article are affiliated with Indeed.