Hiring a new employee is a big accomplishment in any small business, and there are a lot of steps involved, too. Here’s a handy checklist to help you stay organized when you bring that new hire on board.
First things first, the legal and accounting items:
· Signed employment agreement, typically an offer letter. There may also be a supplemental agreement outlining employee policies.
· Payroll documents include:
o IRS form W-4
o Form I-9
o Copy of employee’s government-issued ID
· Most states require a new hire report to be filed; sometimes your payroll system vendor will automatically file this for you.
· Notify your workers comp insurance carrier.
Next, it’s time for employee benefits enrollment:
· Health insurance
· Any other benefits you provide
· Provide the employee with the holiday schedule
· Explain their PTO and vacation if not already explained in the offer letter
Set your new employee up for success with the right equipment:
· Coffee mug, Water bottle
· Locker space
· Facility access, parking assignment
· Desk space and computer access
· Office supplies
· Other supplies
Your new employee may need access to your computer software systems:
· Employee email address
· Any new user IDs and password for all the systems they will need to access
· Document access
How will your new employee learn the ropes?
· Set up training
· Assign a buddy
Hopefully, this list will give you a start toward making your employee onboarding process a little smoother. And if we can help with any additional questions, please contact us at any time.