New Hire Paperwork Checklist

The more productive and efficient your employees, the more successful your company will be. That’s why it’s important to properly train your new employees during their first week on the job. By providing them with New Hire Paperwork Checklist the training and tools they need to be successful, you can help set them up for a long and productive career at your company. If so, make sure their timecard is prepared before their first day on the job.

What is the checklist for new employee?

New hiring onboarding checklist

Send and complete new hire paperwork. Send an informative welcome email. Give a copy of the employee handbook. Inform them of company policies.

Have new hires evaluate and sign off on any other policies not listed in your handbook on their first day. Include it with your new hire documentation if you have a written policy about internet activity or security and confidentiality. It’s good to keep all employees’ emergency contact information on file. This straightforward form includes the contact’s name, phone number, email address, and relation to the employee. You’ll also need to use the E-Verify system to verify employment eligibility in the US. Be sure to check the legislation in your state and complete all necessary forms within the deadlines to avoid penalties.

HR software makes onboarding easy

Employers must physically examine the employee’s identification documents and complete the form within three days after the employee starts work. If you’re paying employees by direct deposit , you’ll need to gather your employees’ bank account information so you know where to send their paychecks. The first days after a new employee starts will set the tone for their time with your company and determine if your investment in them will pay off. This checklist will be helpful whether you’re hiring your first employee, or your 100th.

New Hire Paperwork Checklist

Check with your payroll provider on whether there is a standardized form or online direct deposit enrollment page. Copies of job application forms filled out and signed by the new hire need to be included in the new employee paperwork checklist. An application should at least include contact information (phone numbers, addresses, civil status, etc.), date of birth, and an emergency contact person for the new hire. Other than the state and federal documents, you are able to create and customize your own onboarding process for your new hires to complete.

New hire paperwork checklist to keep you on track

Onboarding starts with having all of the correct documents lined up and ready before a potential hire walks through the door. We want to make their first day in the office as seamless as possible. Employees should be able to dive into learning on the first day of work. The initial discussions around compliance will set the tone for how the new hire will view and understand their job with the company. Also, it is at this point that the employer’s priorities will be made known.

New Hire Paperwork Checklist

Additionally, employers are required to maintain the I-9 form for three years after the employee’s hire date OR 1 year after the employee’s termination date, whichever is later. New employees should review all of the benefits awarded to employees and sign an acknowledgment form. This will ensure that new hires are aware of the benefits available to them and prevent any misunderstandings about what is offered.

By the End of Day One, New Employees Should Have These Tasks Completed

For example, the City of Lansing, Michigan, requires new hires to complete Form LW-4 for that purpose. W-4 tax forms on file for existing employees remain in effect until the employee has a change in withholding. Use the updated W-4 for new employees and for future status changes.

New Hire Paperwork Checklist

A trade secret can be a recipe, code, or information about a product or feature in development. This is typically to prevent an employee that leaves your company from sharing your confidential trade secrets with their next employer or leaking information to the media. Some employers also use the questionnaire to collect information on allergies and dietary restrictions. This can be helpful to have on file for catered office lunches, work events, or employee gifts throughout the year. Of course, confidentiality is also an important aspect of record keeping. It’s the responsibility of managers and HR professionals to manage the information – shared verbally or in written form – regarding an employee’s personal status or performance.

State Tax Forms

From posting jobs to scheduling interviews, CareerPlug allows you to automate certain parts of the process to improve your results and save you time. As the Implementation Manager, Ashley and 3 direct reports function as a transition between Sales and Partner Success in helping our clients get set up and established in our software. She spends her free time raising her 2 dogs, playing cornhole, and perfecting the art of charcuterie. Here are some tips to creating a consistent onboarding experience – both for yourself and your new hires.