Templates
Employee information form template free & workplace-ready
Free Excel and Google Sheets employee information form: contact details, tax withholding, employment terms, and bank details for US and UK teams.
- 100% free
- Workplace-ready
- Excel & Google Sheets
What is an employee information form?
An employee information form (also called an employee details form, new-hire questionnaire, or employee master data sheet) collects the facts HR and payroll need before someone is paid. Without a legal name, tax identifiers, bank details, and employment terms on file, the first pay run is delayed or payroll rejects the record.
A free employee information form template in Excel or Google Sheets replaces scattered emails with one workbook. Store completed forms in Ordio employee files for access-controlled storage, or export the sheet to your payroll provider.
Employee details format: Excel, Sheets, PDF, or Word?
Teams often search for a fixed employee details format. Spreadsheets fit repeat hiring, dropdown validation, and CSV handoff to payroll. PDF or Word works for a signed one-off packet when someone else re-keys data into your system.
An employee information sheet template in Excel (or a Google Sheets copy) keeps columns stable for finance. Save as PDF after completion when you need a read-only archive.
Employee form vs employee file vs timesheet
Use this template for static master data at hire. An employee file is the long-term folder for contracts and HR documents. A timesheet records hours over time. All three support good HR practice, but they are not interchangeable.
Worked examples: capturing hire data once
Two common setups below show what “complete” looks like before payroll. Rules differ by provider and country; confirm what applies to you. Both scenarios use the same new hire form template layout, with tax and bank fields adjusted for the US or UK.
US café hiring a barista (first W-2 employee)
Before day one, the manager sends the Excel template. The employee enters address, Social Security number, and federal and state withholding choices using Form W-4 guidance. HR verifies routing and account numbers with a voided check or bank letter if policy requires, then enters the row in payroll or imports a CSV. Form I-9 verification is a separate step; it does not replace this payroll master-data sheet.
UK retail store (starter checklist)
HR shares a Google Sheets copy during onboarding. The employee adds their National Insurance number, address, and starter checklist answers following GOV.UK new employee guidance, including whether they have a P45 from a previous employer. Payroll uses the data for PAYE setup. After sign-off, the manager exports a PDF to the digital employee file and restricts edit access on the live sheet.
How to complete the employee information form: step by step
The employee usually completes the form; HR or payroll reviews it before the first pay date. Aim for before or on the first working day, alongside your onboarding checklist for equipment, access, and training tasks (separate from payroll master data).
Workbook layout: one row or section per employee, grouped into personal data, tax identifiers, employment terms, and bank details, with short notes in the file on US vs UK columns where needed.
- Share the template: Excel download, Google Sheets copy, or a secure link. Avoid sending unencrypted personal data in open email when a controlled folder is available.
- Personal details: Legal name, date of birth where required, home address, phone, email, and emergency contact if your policy requires it.
- Tax and statutory IDs: US: Social Security number and federal and state withholding (W-4 elections). UK: National Insurance number and starter checklist details. Match your payroll software field list.
- Employment: Start date, job title, department, employment type, contracted hours, work location, and pay rate reference if collected at hire.
- Benefits (if applicable): Pension or health plan enrollment choices your scheme needs at joiner stage.
- Bank details: Routing and account number (US) or sort code and account number (UK) for net pay.
- Payroll handoff: Compare the completed row to your provider import template, or use the payroll template for pay-run structure, before the first submission.
Before you submit, check for wrong withholding elections, transposed account digits, a missing start date, or a nickname instead of a legal name. This template uses dropdowns and hints where possible.
What belongs on an employee information form?
Collect only what you need for employment, payroll, and benefits. That is data minimization under US state privacy laws and UK GDPR-style rules. For UK-oriented guidance, see the ICO employment guidance (orientation only, not legal advice).
US vs UK fields at a glance
- United States: Legal name, address, SSN where payroll requires it, federal and state withholding per Form W-4, direct deposit routing and account, start date, job title, pay rate reference, employment type.
- United Kingdom: Legal name, address, National Insurance number, starter checklist answers per GOV.UK new employee, sort code and account, start date, role, contracted hours, pay frequency.
Core field groups on most forms
- Personal: Identity and contact details required to employ someone.
- Tax and payroll: Country-specific identifiers and withholding (US W-4 process; UK starter information).
- Benefits and pensions: Enrollment choices where schemes require them at hire.
- Employment: Start date, role, department, hours, pay frequency.
- Bank: Details for salary payment.
Do not collect irrelevant or discriminatory data, such as political affiliation, unrelated health history, or prior salary, unless local law explicitly allows it and you have a lawful basis.
This template stays within standard HR fields. For tasks beyond data capture, use the onboarding checklist template.
Payroll portal vs Excel template
Many teams use both: a spreadsheet to collect data, then a payroll system as the system of record. Use the portal when every hire already enters your provider. Use the spreadsheet when you hire in batches, lack portal access for joiners, or want finance to review rows before import.
| Payroll system form | Excel template (Ordio) | |
|---|---|---|
| Format | Web portal or provider PDF | Excel, Google Sheets |
| Import | Direct to payroll | Manual entry or CSV handoff |
| Validation | Built into provider workflows | Dropdowns and format hints in the workbook |
| Updates after hire | Employee self-service in portal | Edit the row and re-export CSV |
| Ideal for | Teams already on a payroll platform | Small teams, pre-payroll collection, flexible edits |
| Security | Provider-hosted access controls | You choose storage; use controlled employee files, not open drives |
| Cost | Included with payroll subscription | Free download on this page |
This workbook covers the core fields most US and UK payroll setups need. After HR signs off, treat the sheet as read-only where you can. Rename the file (for example EmployeeInfo_Smith_2026-09_final.xlsx) so payroll does not import a half-edited draft.
Handoff checklist
- Map each column to your provider import template or manual entry screen.
- Check withholding or starter checklist answers against source documents (W-4 or starter checklist).
- Import CSV or key data before the first pay date; archive a PDF copy in Ordio employee files.
- Use the payroll template for pay-run layout, not for replacing this master-data form.
Controlled storage limits who can see bank and tax data and reduces duplicate copies in email or chat.
Why teams use this free employee information form template
Small US and UK teams often start in a spreadsheet before data lands in payroll software. This template keeps hire information structured without a paid HRIS.
Data minimization built in
Fields focus on payroll-relevant master data, not an open-ended questionnaire, so you collect what you can justify under privacy rules.
- Core hire fields only
- Aligned with ICO-style employment data guidance (UK orientation)
- Separate from contracts and policy acknowledgements
Validation hints
Dropdowns and format hints reduce transposed tax IDs and bank details before the first pay run.
- Employment type and pay frequency dropdowns
- Consistent date and text fields for import
- Fewer re-keying errors than free-text email replies
Excel or Google Sheets
Download for offline HR laptops or copy to Sheets when multiple people review joiner data in the browser.
- Free Excel download—no subscription
- Sheets copy preserves structure for remote hiring
- Export CSV or PDF when payroll is ready
Employee information form for part-time and variable hours
Part-time, seasonal, and variable-hour workers still need accurate master data: contracted hours, pay rate, and work pattern affect classification. UK zero-hours and casual contracts still need correct starter information for PAYE. US part-time W-2 employees need the same core identifiers as full-time staff. Your payroll provider or advisor can confirm mandatory fields.
Seasonal and burst hiring
Retail, hospitality, and events often add many joiners in one week. One shared Google Sheet with a row per person beats separate PDFs if you lock columns, avoid public links, and archive each row after import. The Excel download works the same way offline.
Employment type (full-time, part-time, casual) and hours fields help payroll classify the role. Track actual hours separately with a timesheet or time tracking when hours vary week to week.
For mixed employment types in one team, pair this form with Ordio payroll or the payroll template.
Privacy, retention, and secure storage
Treat the form as lawful, minimal collection, not a catch-all survey. US employers follow IRS withholding rules (Form W-4 guidance). UK employers align with ICO employment data guidance. This section is practical orientation, not legal advice.
Permissible: Identity, contact, tax and payroll identifiers, bank details, and employment terms needed to pay someone.
Avoid: Questions you cannot justify or that could support discrimination in hiring or pay.
Retention: Keep completed forms as long as tax, payroll, and employment rules require, often several years after employment ends. Restrict access, encrypt digital storage where possible, and record who can view bank and tax fields.
Storage in practice
Storage in practice: Do not use company-wide shared folders for NI numbers, SSNs, or bank details. Prefer HR-only libraries or Ordio document management with role-based access.
Download this free template in Excel or Google Sheets and adapt it to your payroll process.
Workbook tips and next steps
Use the workbook guide sheet first, then complete the structured fields for your team. Store approved documents in your HR records and keep dates aligned with your scheduling system.
If you operate in Germany, confirm any legal wording with qualified counsel—the template is a practical drafting aid, not legal advice.
Workbook tips and next steps
Use the workbook guide sheet first, then complete the structured fields for your team. Store approved documents in your HR records and keep dates aligned with your scheduling system.
If you operate in Germany, confirm any legal wording with qualified counsel—the template is a practical drafting aid, not legal advice.
Workbook tips and next steps
Use the workbook guide sheet first, then complete the structured fields for your team. Store approved documents in your HR records and keep dates aligned with your scheduling system.
If you operate in Germany, confirm any legal wording with qualified counsel—the template is a practical drafting aid, not legal advice.
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Frequently asked questions about Employee information form template
What is an employee information form?
An employee information form is a document that collects master data for HR and payroll: name, contact details, tax identifiers, bank details, and employment terms, usually when someone joins. It is not a timesheet or an employment contract. It supports payroll setup and the employee file. Downloadable templates are often provided as Excel or Google Sheets workbooks.
When should a new hire complete the employee information form?
Have new hires complete it before or on the first working day so payroll can run on time. Send the Excel or Google Sheets file during pre-boarding when the start date is tight, and use your onboarding checklist for non-payroll tasks.
What fields are required on an employee information form?
At minimum, most employers need legal name and contact details, tax and statutory identifiers (such as US W-4 withholding or UK starter checklist data), employment start date and role, and bank details for pay. Use the same field layout your payroll tool expects for imports. Collect only what your jurisdiction and provider require.
Is there a free employee information form template for Excel?
Yes. You can download a free employee information form template for Excel on this page, with structured fields, dropdowns, and validation hints. A Google Sheets copy is available if you prefer to edit in the browser.
Can I use this employee information form in Google Sheets?
Yes. Download the Excel file or use the Google Sheets flow on this page. Formulas and dropdowns stay intact when you copy the workbook into Sheets. That helps when HR, the hiring manager, and payroll review the same joiner remotely.
What is the difference between an employee information form and Form W-4?
What is the difference between an employee information form and Form I-9?
How long should employers keep employee information forms, and how should they store them?
Keep forms as long as tax, payroll, and employment rules require, often several years after employment ends. Confirm the period with your payroll provider or legal advisor. Store copies with restricted access in an HRIS, encrypted storage, or Ordio employee files, not company-wide shared folders or open drives.
Do part-time employees need the same information form?
Usually yes for core master data: name, tax identifiers, bank details, start date, and contracted hours, even when weekly hours vary or the role is seasonal. Track actual hours on a timesheet if they change week to week. This form still captures pay rate and employment type for payroll setup.
Should I use Excel or a payroll portal for new-hire information?
Use a payroll portal when you already run payroll in that system and want direct import with audit logs. Use a free Excel or Google Sheets employee information form when you are pre-payroll, hiring in bursts, or want to review rows before entry. Many teams collect in a spreadsheet, then import CSV or key fields into payroll, and store finished forms in Ordio employee files or another access-controlled library.
Is there an employee information form template for Word?
Ordio ships the employee information form as Excel (.xlsx) and Google Sheets—not as a separate Word file. Print or save as PDF from Excel for HR. US and UK employers often use their HRIS export instead of Word; adapt the workbook fields to your payroll provider.
Do apprentices need a different employee form?
Core fields (tax ID where applicable, bank details, start date) are similar. In the Ordio workbook, pick the employment type and add apprenticeship role and start date. Your payroll provider may require an additional apprentice form—the Ordio file works for in-house pre-capture.