checklist for hiring employees

Some states also require you to send a notice to employees before deducting anything from their wages. For more information about wage deductions by state, please click here. These laws are becoming more widespread, so be sure to check state and local legislation for any related requirements. For more information about fair scheduling laws, please click here. Some states base overtime on the number of hours an employee works in a week. Others base it on the number of hours an employee works in a single work day.

According to a study by software giant Microsoft, coupling a new employee with an onboarding buddy increased employee satisfaction and productivity. The best restaurant culture, mission statement, and systems mean nothing unless your employees can execute them seamlessly. Effective onboarding can improve morale and reduce turnover, and result in a … The Statement of Loss Prevention Responsibilities is to help your staff make correct decisions and judgments regarding activities that are considered workplace abuse.

New Hire Forms Checklist

If they aren’t, you may want to look for a new plan with comparable prices and offerings. You must report unclaimed wages and property to the proper state entities. Different states require you to report to different departments.

Not to fret — we’re here to help with the basic steps of hiring an employee. 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. Federal unemployment insurance taxes must be paid by employers and some states also require unemployment insurance taxes to be paid.

Step 6: Prepare All The Required Tax Forms Youll Need For Onboarding Your New Hire

You should try to have at least a couple of employees interview the candidates, if possible. Each person who works at your business will approach the interview with different goals, giving you a more balanced assessment. Once you’ve done this legwork, you’re ready to write a job description. A clear, thoughtful job description helps you hire the right person. Run your draft through Textio, a machine-learning platform that flags gender-biased words and jargon, to help you write a more effective job posting and find the best hires. Worker’s Compensation is insurance paid by companies to provide benefits to employees who become ill or injured on the job. The insurance is available through commercial carriers, on a self-insured basis, or through your state’s Worker’s Compensation Insurance program.

Help them understand the company’s values, mission, vision, and short and long-term goals. It’s important that you follow the same new hire checklist for each hire. This will reduce the chances of something being forgotten or falling by the wayside. Good onboarding is about far more than making sure the new hire has their IT set up and paperwork filed with HR. Your first management position sets the stage and becomes the springboard for your entire career.


Running a business is an entirely different ball game when you become an employer. There’s a lot to manage, so don’t be afraid to consult an HR professional or labor law expert regarding your situation. While this guide covers most of the differences you may encounter in other states, it certainly isn’t all-inclusive. Remember to check with your state and local entities for the most up-to-date and accurate information. Check with your carrier to ensure out-of-state employees are covered under your plan.

Onboarding New Hybrid Employees? Use This Checklist – Inc.

Onboarding New Hybrid Employees? Use This Checklist.

Posted: Fri, 24 Dec 2021 08:00:00 GMT [source]

They may also require “predictability pay” for employees whenever an employer makes late schedule changes. Other regulations may include, for example, prohibiting employers from scheduling an employee for back-to-back closing and opening shifts. In general, you’re required to withhold income tax in the state where your employees work. So if you hire an out-of-state employee, you withhold their state’s taxes (not your home state’s). As an example, let’s say your home state is Pennsylvania and you hire a remote employee in New York.

Employee Benefits Plans

To make sure employees are eligible to work in the United States, they need to fill out Form I-9, Employment Eligibility Verification. When you collect Form I-9, the employee must also bring in original documents proving their identity and employment eligibility.

Each interviewer should have a role in the interview process. Some parts you might assign are assessing a candidate’s cultural fit, technical qualifications, customer responsiveness or knowledge. The interviewers should fill out a Job Candidate Evaluation Form after each interview.

Checking Your Browser Before Accessing Www Glassdoorcom

Prepare a candidate persona to understand how you’ll find the ideal person, create messages to attract that person, and plan what you’ll need to do to recruit the person. Close the open position and don’t forget to remove any job postings that are still live. Identify special qualifications, characteristics, and experience required from a potential candidate.

Before you hire your first employee, make sure you know what responsibilities you will have. As an employer, you are responsible for depositing and reporting employment taxes. The W-4 tells you, the employer, how much to withhold from an employee’s pay for the correct federal income tax. Every employee should complete this when they are hired and must submit an updated W-4 if they ever want to change their withholding.

Prepare For New Hire Training

For many of these items, we link to sites with additional guidance. Always check your local and state governments’ websites for the most up-to-date information. You can also work with a payroll and tax filing provider for additional assistance. Arrange for a time to meet with the new employee, after their first week or two, to learn how they’re adjusting and whether they have any input about the onboarding plan. This conversation could expose areas of opportunity within your onboarding process or additional items you can add to the new employee onboarding checklist. Set aside time during the employee’s first day for a new hire orientation. You may have more payroll requirements based on your business’s industry, location, and size.

checklist for hiring employees

If an internal candidate is selected for the position, make a written job offer that includes the new job description and salary. Agree on a transition timeline with the internal candidate’s current supervisor. This descriptive hiring checklist helps you communicate the recruiting and hiring process and progress to the hiring manager. Help integrate new employees into your organizational culture.

This will avoid overwhelming people during the onboarding process. The onboarding program should be well-structured and prepared in advance to ensure smooth running. As mentioned above, all new hires should go through the same onboarding process to ensure consistency. Onboarding is a strategic, comprehensive process that can last up to a year.

What do employers do with w4?

Form W-4 tells you, as the employer, the employee’s filing status, multiple jobs adjustments, amount of credits, amount of other income, amount of deductions, and any additional amount to withhold from each paycheck to use to compute the amount of federal income tax to deduct and withhold from the employee’s pay.

Payroll taxes and filings are tasks that usually must be completed every month and quarter, depending on the size of your business. All businesses with employees are required to have specific information posters available on premises for employees to read and understand checklist for hiring employees their rights. For more details about workplace posters, see this Department of Labor information page. Things change—and the longer employees are with your company, the more likely it is that information within their employee documents will change as well.

Suppose you bring on a ton of new employees, or you’re doing a major hiring push. In that case, you should definitely consider using the E-Verify system, which allows you to verify your new hire’s employment eligibility electronically.

checklist for hiring employees

Keep in mind that you may also need to apply for a state EIN, depending on where you live. Payroll service to deal with all the tasks surrounding payroll and taxes. This pertains to completing and filing tax forms every quarter to inform the government on who has been paid and which taxes have been taken out. Behavioral interview is used to discover how a candidate will respond to an employment-related situation. This type of interview will provide you ideas on how well a candidate will perform in the future. Once HR and the hiring supervisor agree on a candidate, make an offer with the concurrence of the supervisor’s manager. Talk informally with the candidate about their interest in the job at the offered salary and conditions.

Why do we need a checklist for hiring an employee?

And without a checklist for hiring employees, they fall prey to making a bad hire. According to Undercover Recruiter, the cost of making bad hiring decisions can be as much as $240,000 per person. The expenses are broken down into costs related to hiring, pay, and retention.

Offer letters memorialize the employee’s job title and compensation, and give employers an opportunity to document the “at-will” employment relationship. “At-will” employment means that employers can terminate the employee at any time for any reason, just as long as the reason is not discriminatory. Making employment decisions based on an individual’s protected class—race, age, religion, gender, etc.—is discrimination and should be avoided at all costs. Questions about protected classes like age, religion, and disability should be avoided. Do not ask candidates about their retirement plans or when they plan to have children. Questions should focus on job-related skills and qualifications.

  • Again, each state has different rates, requirements, and coverage.
  • Thus, you should review your state’s requirements and find a policy that suits your business.
  • Some states have workplace poster requirements that you must follow in addition to the federal requirements.
  • To comply with the legal requirements, the I-9 must be completed within three business days of the new employee’s start date.
  • Both of these options have their benefits and limitations.
  • Most states set their own workers’ compensation requirements.