12 Step Checklist For Hiring New Employees

checklist for hiring employees

As an employer, you are required to keep excellent records on payroll and payroll taxes, to withhold taxes from employee pay, and to make periodic reports and payments. This article describes the steps necessary to set up a payroll system for your business. Unemployment insurance is paid by employers to provide unemployment insurance to employees who are involuntarily terminated. checklist for hiring employees Federal unemployment insurance taxes must be paid by employers and some states also require unemployment insurance taxes to be paid. When you hire employees, you need to determine how you want to pay them. You can pay them through direct deposit, paychecks, or cash pay cards. But first, you need to obtain bank account information from your employees before you can start.

  • This checklist will be helpful whether you’re hiring your first employee, or your 100th.
  • Keep in mind as you build your own onboarding checklist that you may not need all of these steps or you might need a unique checklist for each position in your organization.
  • Your agency will turn over the information to a national directory of new hires.
  • Some of these documents are required by labor law, while others are optional.
  • You’re required to hold onto employment tax records for six years or more, so it’s a good idea to set up accounting software at this stage to track all this new paperwork.

This phase involves everything that happens before the actual onboarding process takes place. During the pre-boarding process, you are preparing for the new employee’s first day and week to go smoothly. You are making the new arrival feel welcome before they even arrive at the workplace.

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Displays may vary from one state to another, so work with your local Department of Labor to find out more. All employers should maintain records of employee time worked, salary and overtime paid. Simple and easy way to manage checklists, tasks and processes all in one place. This may mean going through a number of applications and checking references before making a decision. If you are short-staffed at the time of creating the new position, then you may have to use an agency or recruitment firm to help you out.

From their work tools, to their office keys, the workspace should be ready when they start. You could even send them a photo of their desk all prepared and ready for their arrival.

checklist for hiring employees

In addition, many states also have their own state laws regulating minimum wage and overtime pay. In some cases, state law is more restrictive than federal law. The Employment Agreements and the employment letters in this program do not address the requirements of minimum wage or overtime law. For additional information, contact an attorney or the local office of the “wage and hour” division of the U.S. There’s a lot to do when a company onboards a new employee, especially for HR professionals.

Schedule A New Hire Orientation

Once you hire an employee, you have to add on a budget for social security taxes, payroll taxes and benefits such as health insurance and worker’s compensation insurance. You need to consider working equipment like computers and a workstation for your employee.

Use our free new hire checklist in Word format to guide your team through the onboarding process. You’ve worked through all the preliminary steps to hiring an employee, so now it’s time to get them set up with your company. For example, an expert in computer systems might provide services to several businesses as a “consultant”. For the HR team, much of the onboarding process happens before a new employee shows up for their first day of work. It’s important to make sure all the pre-onboarding steps are done, because they set up the rest of the process for success. A checklist keeps your team on track and ensures nothing slips through the cracks. It also gives you a single resource for iterating and improving your onboarding process.

  • Set aside time during the employee’s first day for a new hire orientation.
  • Completing the new hire onboarding process is similar to sealing a deal with a customer.
  • In order to overcome that first major hurdle, start by meeting with the hiring manager.
  • This is essential for many positions to ensure the safety and security of clients and colleagues.
  • The insurance is available through commercial carriers, on a self-insured basis, or through your state’s Worker’s Compensation Insurance program.
  • You don’t need to be a Boolean black belt, but you do need to be proficient at finding people who are achievers and one-offs.

Phone screen the shortlist of candidates whose credentials look like a good fit ​for the position. Develop and prioritize the key requirements needed for the position and the special qualifications, traits, characteristics, and experience you seek in a candidate. Let your HR department help you develop the job description that will go in the notice.

New Employee Pre

And payroll software or outsource your payroll to a third-party accountant, you need to get these books set up before your new hire’s first day. There’s comprehensive software out there that makes it easy to get started but be sure that it can handle IRS reporting and invoicing.

  • Let your current employees know what the new hire will be doing and share a few interesting facts to help break the ice.
  • It is also a chance to display the company’s culture and values.
  • In order to effectively attract and retain these talented professionals from a wide pool of applicants, you will have to take a look at your hiring process.
  • The team is based in San Francisco, but has collaborators all over the country.
  • You will also need records to give to your employee or their union/representative, or a regulator if requested.

But keep these few items in mind as you move through your onboarding checklist. Additionally, you can provide a few resources to help new employees set up their hardware and software in a series of short videos that walk them through the steps of the setup process. This reduces help requests to IT and other administrative departments. But acquiring equipment, setting up workspaces, and doing the accounting for new team members takes time. And it all needs to be done before the new employee’s first day of work, if possible. Eddy has a simple, easy-to-use platform that allows you to do your entire onboarding process online. This way, you can easily organize the employee’s to-do list, watch their progress, and store their documents in a safe place.

If not completed already, make sure your business is registered for state and local taxes. Each state will provide you with an ID or number that you will need to set up your payroll processing.

Items To Include In Your New Hire Checklist

Hiring employees can be time-consuming, but get it right and they’ll become your most valuable asset. Review the goals and outcomes of the first three months to ensure that everyone’s aligned. This meeting is a time to reflect on the achieved work, talk about the improvements that can be made and speak about the goals. GitLab prepares educational videos to explain how to get going on specific tools. Here is a template with examples of questions to ask in your survey. Plan to send a welcome email/message to introduce the new hire to everyone on the day they arrive. 📨 New hire is added to team emailing lists, team recurring calendars, etc.

checklist for hiring employees

The final step is to make sure that you are happy with the person you’ve chosen. These are important questions to ask yourself as you begin the interview process. There are important steps to complete in https://xero-accounting.net/ the hiring process to hire a new employee. Even if you are a sole proprietor looking to hire your first staff position, you may want to have someone else sit in on the interviews for added feedback.

Apply For An Employee Identification Number

Now that most of the onboarding process is complete, you should be able to send a quick email to the new hire’s supervisor or manager to make sure there’s nothing left outstanding. If there’s any initial HR training that needs to be completed, make sure you have a plan for new employees to complete that training.

checklist for hiring employees

The IRS has a handy online calendar for businesses you can use for reminders. Check with state tax agencies also for their important dates.

Obtain And Display Posters About Employee Rights

Let’s take a look at all the paperwork you need to collect when you bring a team member onboard—and how to make the process as simple, efficient, and streamlined as possible. All the new hire paperwork you need when you hire a new team member. Each state has a different registration process to acquire an employer identification number.

Keep in mind as you build your own onboarding checklist that you may not need all of these steps or you might need a unique checklist for each position in your organization. Additionally, you might have multiple tasks to check off for each one of these onboarding stages. The complete onboarding checklist we offer here is all-purpose and very comprehensive. This form, once completed, should be submitted to the payroll department or service provider. If you’re hiring a 1099 contractor versus a W2 employee, consider using an independent contractor employment contract. Tasks like state registration, workers comp, and other activities may not be required of you if you hire a freelancer or gig worker that’s not an employee.

Find The Right Fit For Your Business

Many states also have a state withholding form — find your state here to access the required form. When thinking about how to hire your first employee, your fiftieth, or some seasonal help, there are a few important things to consider.

So to avoid any mistakes, let’s make sure you have a clear understanding of everything you need to know about new employee paperwork. Employer ID Numbers are 9-digit numbers assigned and used by the IRS to track business tax information. If not, before you hire your first employee, you need to apply for an EIN on the IRS website. That allows you to set up your payroll with correct tax information about your business. When an employee is hired, it is a good business practice to have them sign the company handbook.

Pay 6.2% of the employee’s wages for Social Security and 1.45% for Medicare taxes. Social Security taxes make up 6.2% of the employee’s pay and Medicare taxes make up 1.45%. There is also a Social Security wage base and additional Medicare tax rate you should familiarize yourself with. Beginning May 1, 2020, employers are required to use a new version of Form I-9 for all new hires and for reverification. To stay compliant, use the October 2019 edition of Form I-9. Before an employee begins working at your business, you need to collect paperwork from them.

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