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A List of Required Documents for California

Over the years I’ve put together a list of documents you need to supply California employees.

It comes in handy, believe me.

Here is my list so far (you can also download it here):

NEW HIRES
1. State Disability Insurance Provisions (DE 2515). This pamphlet explains an employee’s disability insurance rights and must be distributed to all new hires and again when an employee takes a non-work related disability leave.

2. Workers’ Compensation Rights and Benefits Pamphlets. Give all new employees the Workers’ Compensation pamphlet at time of hire. The following information must be on the pamphlet: a) Name of company‚Äôs current compensation carrier; b) Location and telephone number of the nearest information and assistance officer.

3. Sexual Harassment Pamphlet. Give all new hires and independent contractors the sexual harassment information sheet. It is good practice to provide a copy to each vendor and independent contractor associated with your company. It is also recommended to hand out to your employees on an annual basis.

4. Paid Family Leave Pamphlet (DE 2511). This pamphlet explains California’s new Paid Family Leave program. Give it to new employees and employees requesting time off for a covered reason.

5. Notice to Employees (DE 35). This notice informs employees that their employer is required to send copies of Employee’s Withholding Allowance Certificate (Form W-4 [federal] or DE 4 [state]) to the Franchise Tax Board (FTB) if the certificate meets certain conditions.

EMPLOYEES GOING OUT ON LEAVE OR DISABILITY
1. Unemployment Insurance – For Your Benefit (DE 2320). This pamphlet explains California’s Unemployment Insurance and Disability Insurance programs and must be distributed when any employee is being terminated, laid off or given a leave of absence.

2. State Disability Insurance Provisions (DE 2515). This pamphlet explains an employee’s disability insurance rights and must be distributed to all new hires and again when an employee takes a non-work related disability leave.

3. Paid Family Leave Pamphlet (DE 2511). This pamphlet explains California’s new Paid Family Leave program. Give it to new employees and employees requesting time off for a covered reason.

TERMINATED OR LAID OFF EMPLOYEES
1. Unemployment Insurance – For Your Benefit (DE 2320). This pamphlet explains California’s Unemployment Insurance and Disability Insurance programs and must be distributed when any employee is being terminated, laid off or given a leave of absence.

ALL EMPLOYEES- CURRENT AND TERMINATED
1. Earned Income Tax Credit Notification. As of January 1, 2008, all employers are required to notify all of their employees of the federal Earned Income Tax Credit (EITC). Employers who are subject to unemployment insurance requirements must notify their employees that they may be eligible for the Earned Income Tax Credit (EITC). You must give the notice at the same time you provide employees with an annual wage summary (IRS Form W-2, 1099) or within one week (before or after) of when you provide them with the annual wage summary.

The notice must either be hand-delivered directly to each employee or mailed to his or her last known address.

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