Free checklist
The California new-hire compliance checklist
Every notice, pamphlet, and filing a California employer owes a new hire, organized by when it's due. Most founders miss two or three of these without knowing it.
Not legal advice. This is general information current as of September 2026. California's notice requirements change often, most recently with the SB 294 "Know Your Rights" notice that took effect February 1, 2026. Confirm current requirements at edd.ca.gov and dir.ca.gov, or with an employment attorney, before relying on this for compliance.
At the job offer
Before or at the time you extend an offer.
- Wage Theft Prevention Act noticeWritten notice of pay rate, pay day, employer's legal name and address, and workers' comp carrier. Required at hire and whenever wage information changes.At offer
Day one
Provide at or before the employee's first day.
- Form I-9Employee completes Section 1 on or before day one. Employer completes Section 2 within 3 business days of the start date. Federal requirement.Days 1 to 3
- Form W-4 and Form DE 4Federal and California withholding certificates. Both are completed by the employee at hire.Day 1
- Sexual harassment prevention informationCalifornia requires employers to provide harassment and discrimination policy information to new hires, in writing.Day 1
- Workers' compensation pamphlet (DWC 7)Explains workers' comp rights and how to report a workplace injury, including your carrier's name.Day 1
- Paid sick leave noticeWritten notice of paid sick leave rights and accrual, separate from your general handbook policy.Day 1
- "Know Your Rights" notice (SB 294)New as of February 1, 2026. Covers constitutional protections, labor rights, and rights under immigration law. Also owed annually to existing employees.Day 1
Within the first week
EDD pamphlets and benefits information, typically covered in orientation.
- Disability Insurance pamphlet (DE 2515)Explains California State Disability Insurance. Must be provided within 5 days of hire.Within 5 days
- Paid Family Leave pamphlet (DE 2511)Explains California Paid Family Leave benefits, funded through employee payroll deductions.Orientation
- Pregnancy Disability Leave and CFRA noticeRequired for employers with 5 or more employees. Covers pregnancy disability leave and California Family Rights Act leave.If 5+ employees
Filings
Paperwork you owe the state, not the employee.
- New Employee Registry report (DE 34)Report every new hire to the EDD within 20 days of their start date.Within 20 days
The part most checklists skip
Having the forms isn't the same as having a process. The employers who get flagged usually had the pamphlets somewhere, they just didn't have a repeatable way to make sure every new hire actually got them, signed for them, and had it filed. That's what the First Hire Kit is built to fix.