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The Personnel Advisor library contains over 100 human resource forms, checklists, and policies. Our interactive forms are designed to assist employers and HR professionals in the productive and prudent use of human resources. They save time by reducing the administrative workload and help employers avoid personnel problems and legal compliance issues.

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Note: Mandatory written notices that must be distributed to employees are located in the Posters section under "Mandatory written notices."

 

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SAFETY DEPARTMENT MEETING

Employers can use Form S-2 to document department safety and health meetings, which are conducted to inform employees of chemicals in the workplace as well as other appropriate safety and health items.


PDF Safety Department Meeting - Form SH-2



SAFETY INSPECTION CHECKLIST

Use Form SH-1 to assess the safety of the workplace, and for developing a good safety and health program.


PDF Safety Inspection Checklist - Form SH-1



STAFFING PLAN GUIDE

Form S-2 may be used by the employer to develop an effective staffing or hiring plan. After developing some idea of the type of employees required and the workload requirements, a staffing plan should be developed.


PDF Staffing Plan Guide - Form S-2



TERMINATION CHECKLIST

The Termination Checklist (Form S-10) will assist the employer when planning to terminate an employee. The checklist includes general information to cover with the employee before his/her departure.


PDF Termination Checklist - Form S-10



TIME SHEET

Weekly time sheet employers can use to keep records of employee work hours.


PDF Time Sheet Form



W-4 FORM

Form W-4, Employee IRS Withholding Allowance Certificate, is used by the employer to determine the amount of taxes to withhold from an employee’s paycheck.


PDF Form W-4- Spanish
PDF Form W-4- English



W-9 FORM

Form W-9 is used by individuals and entities to provide their taxpayer identification number to entities that will pay them income during the tax year.


PDF Form W-9: English (revised 10/2018)
PDF Form W-9: Spanish (revised 10/2018)
PDF Instructions for The Requester: English (revised 10/2018)
PDF Instructions for The Requester: Spanish (revised 11/2018)



WAGE AND SALARY PLAN

Use Form C-3 for developing basic wage and salary plans. The target pay rate is the average for all persons in a given job.


PDF Wage and Salary Plan - Form C-3



WAGE DEDUCTION AUTHORIZATION AGREEMENT FORM

The Wage Deduction Authorization Form is use to obtain an employee's written authorization for wage deductions.

Employers should keep in mind the following caveats about certain wage deductions listed on this form:

  •  Line 7 Deductions (repairing/replacing Company equipment): deductions for this purpose that take the pay below minimum wage, or that cut into an exempt, salaried employee's salary, are allowed only in the case of misappropriation of money by the employee; in addition, the employer must be able to prove that the employee was personally responsible for the misappropriation.
  • Line 8 Deductions (cost of uniforms): employers should be cautious as this type of deduction is restricted by federal wage and hour regulations - see the provision for uniform cost deductions in Part 531 of the regulations (Title 29 of the Code of Federal Regulations, Part § 531) (See also Section 30c12 of the Department of Labor's Field Operations Handbook. Regarding the cost of furnishing and maintaining uniforms, Section 30c12 states that where the wearing of clean uniforms is required by law, by the employer, or by the nature of the work, the financial burden of furnishing or maintaining these clean uniforms may not be imposed upon the employees if to do so would reduce their wages below the minimum wage (see 531.3(d)(2), 531.32(c), and 531.35).
  • Line 9 Deductions (cost of meals/lodging): See Part 531 of the wage and hour regulations, as well as Sections 30c00 - 30c09 of the Field Operations Handbook.


PDF Wage Deduction Authorization Form



WORKERS' COMPENSATION FORMS AND NOTICES

POSTING NOTICES: As required by the Texas Workers' Compensation Act, employers must post: Notice of Coverage (or non-coverage), and Notice of the Ombudsman Program. Refer to the "Printable Posters and Notices" section to download the posters.

WRITTEN NOTICES

In addition to the required Posters listed above, employers must provide written notification to employees as follows:

Employers Covered By Workers Compensation: Notice 6. 
In addition to posting Notice 6 in the workplace, a written copy of Notice 6 must be given to all newly hired employees, which includes a statement of their right to reject workers’ compensation coverage and retain their common law right of action.

Employers Not Covered By Workers Compensation: Notice 5.
In addition to posting Notice 5 in the workplace, a written copy of Notice 5 must be given to all newly hired employees.

All Employers: Change in Coverage Status*.
A written notice of coverage or non coverage must be given to employees whenever there is a change in coverage status. For example: If the employer obtains workers compensation coverage, employees must be given written notice of the coverage (Notice 6), which must include a statement of their right to reject workers’ compensation coverage and retain their common law right of action. If at any time the employer cancels or has coverage terminated, written notice of non-coverage must be provided to all employees (Notice 5).

Injured Employees   
The Notice of Injured Employee Rights and Responsibilities in the Texas Workers’ Compensation System must be provided to the employee whenever an injury occurs. Provide the injured employee a copy of this notice along with a copy of the completed injury report (DWC Form-1) at the time the injury is reported to the insurance carrier.


*Note: employers that do not have workers’ compensation insurance (non-subscribers) OR an employer who discontinues or has workers’ compensation insurance terminated must file DWC Form-005 (“Employer Notice of No Coverage or Termination of Coverage”) with the Texas Department of Insurance (TDI), Division of Workers’ Compensation. For more information on when to file, see DWC Form-005 Filing Requirements.


PDF ● Notice of Non-Coverage Notice 5: English (revised 1/2013)
PDF ● Notice of Non-Coverage Notice 5: Spanish (revised 1/2013)
PDF ● Notice of Coverage Notice 6: English (revised 1/2013)
PDF ● Notice of Coverage Notice 6: Spanish (revised 1/2013)
PDF ● Notice of Injured Employee Rights & Responsibilities: English (revised 6/2012)
PDF ● Notice of Injured Employee Rights & Responsibilities: Spanish (revised 6/2012)
PDF ● DWC Form 005: English (revised 1/2013)
PDF ● DWC Form 005: Spanish (revised 1/2013)
PDF ● DWC001-Employers First Report of Injury/Illness



WORKLOAD ACTIVITY LOG

Employers can use Form S-1 to assess workloads in order to determine staffing needs. Job positions that are service oriented, such as receptionists, sales clerks, waitpersons and cashiers—present a challenging problem in determining adequate staffing levels. One of the best ways to determine staffing levels is to collect information about each employee’s workload activity. It also will determine what types of employees may be best utilized (e.g., full-time, part-time, temporaries, independent contractors).


PDF Workload Activity Log - Form S-1


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