California New Hire Guide & Checklist

A plain-language leader guide for California new hires: what each item is for, when to handle it, who does it, and where to take the official next step. This tool runs entirely in your browser—no answers are stored, transmitted, or associated with an account.

Important Limitation:This is a practical reference, not legal advice or a compliance certification. Local rules, industry rules, benefit plans, collective bargaining agreements, remote-work facts, and exemptions can change the answer. Last reviewed September 23, 2026.

Source: California Civil Rights Department; Employment Development Department; U.S. Citizenship and Immigration Services (Cal. Gov. Code §12950.1; EDD DE 9C; USCIS Form I-9). Last verified 2026-09-21; review safe through 2027-01-15. Educational information only—not legal advice.

Before you personalize the plan

Start with the distinction that prevents missed work.

Review required workplace posters

Individual notices are not posters

This guide separates documents you give or collect for a particular hire from workplace posting duties. An online copy does not universally replace a physical posting; check the official agency instructions and your worksite arrangement.

Keep this tool free of employee details

Use it to organize work only. Do not enter names, Social Security numbers, addresses, immigration documents, signatures, or form answers. Nothing in this tool is submitted to an agency.

Start with scope, then act

The personalized plan opens only for California W-2 employees. Federal Form I-9 and Form W-4 still apply to California hires.

1. Confirm California employee scope

Is this employee working in California?

Are you confident this role is a W-2 employment relationship (not an independent contractor)?

Is the employee classified as exempt or nonexempt?

This affects whether the California wage notice appears. This tool does not determine exemption status.

Is the employee covered by California State Disability Insurance payroll deductions?

This controls whether the state disability and paid family leave pamphlets appear.