Attention Required!

checklist for hiring employees

Lastly, there are free resources that can help jump-start your recruitment process. Although some only offer free trials, such as with ZipRecruiter, just to get you going, some are free services that allow you to post for free and have a large reach to thousands of candidates. In fact, Indeed, like Glassdoor, offers a free Company Reviews page that can serve as your company branding site.

Check with your state business license office for your requirements. Once you start hearing back from candidates, select which applicants you want to interview. bookkeeping Notify candidates you are eliminating from consideration at each step of the process, so you don’t gain a bad reputation among the wider applicant community.

checklist for hiring employees

In fact, if you need one-on-one consulting for how to hire or pay employees, Zenefits provides that too. In addition to getting a four-day free trial when joining, you get a free demo of Zenefits to see how they can take the stress and paperwork out of hiring and managing employees. You’ve decided to formalize your new hire process, and create an orientation program as part of a more structured employee onboarding process. A job offer letter is any form that tells a job applicant that they have been chosen for employment.

New Employee Checklist

There’s a good chance you’ll hire people with various levels of experience and education, so think of the employee onboarding checklist as a guideline instead of a strict document that can’t flex. You’ll have to check off forms and procedures, but the training plan can and should be customized to the individual’s needs. Recruitment is the selection process that is needed to hire the right person for an open position in your company. A good recruitment process reflects the professionalism and validity of your company. That is why it is essential to develop a system that is both cost-effective and efficient in time.

Once you’re ready to make your offer to your preferred candidate, give them time to think about your offer and be prepared to adjust your salary range. Set up meetings with key representatives from each department so that employees know who to contact when they have questions about each area of the business. Focus on personal connections on day one — not paperwork and benefits presentations. Those things are necessary, but if they can wait until later in the week, do so. Instead, think about what you can do to immediately make new hires feel like a part of the team.

If you don’t get enough replies to your job ad, consider lowering your experience and educational requirements or increasing your salary range. Ask employees for recommendations or reach out to local colleges, tech schools, and business associations. Create an offer, including salary, start date, and terms and conditions of employment. This may involve working with compensation, benefits and employment policy staff. From data collection to equal pay to hiring practices and more, a recruiting checklist helps make sure your team is in compliance with the latest human resources legislation.

checklist for hiring employees

Check out these alternative options for popular software solutions. Accounting Accounting software helps manage payable and receivable accounts, general ledgers, payroll and other accounting activities.

Be aware of and abide by all federal, state, and local employment and labor laws. 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. You may also have to withhold state and local income taxes from your employee’s pay. Beginning May 1, 2020, employers are required to use a new version of Form I-9 for all new hires and for reverification.

New Hire Checklist

This is a professional relationship and it should be based on mutual trust, respect and honesty. The better you treat your employees, the harder they will work for your business. The right accounting software will also help you monitor the financial and tax status of your business in real-time – for example, by keeping track of deductible expenses. Deductible expenses are business expenses that can be claimed to reduce your overall tax bill.

checklist for hiring employees

Visit the SBA’s Workplace Posters for specific federal and state posters you need for your business. After you hire your first employee, you need to set up a system to pay them and take care of payroll taxes. You can do payroll yourself, through an accountant, or through a payroll service. Workers’ compensation insurance requirements checklist for hiring employees for employers vary from state to state. Most states require employers to obtain an insurance policy for workers who are injured or become ill due to a workplace exposure. Be sure to review your state’s requirements and find a policy that suits your business. The National Federation of Independent Businesses has a helpful guide.

Employee Contract Template

Provide new hire with employee handbook and obtain signed acknowledgment of receipt. Software solutions like Eddy are creating processes and workflows that make this work easy. Eddy has electronic signature workflows that plug right into the onboarding process, making document signing and document storage a breeze. Eddy automates the new hire paperwork process, saving you time, money, and effort. This form, once completed, should be submitted to the payroll department or service provider. “To comply with the legal requirements, the I-9 must be completed within three business days of the new employee’s start date.”

They’re also great for team interviews or for remote and work-from-home candidates. Don’t worry if you don’t already have video conferencing software . There is an endless list of job posting sites that you can utilize to get your Accounting Periods and Methods job out there and noticed. Patrick has more than 15 years of people operations and organizational development experience. His expertise is featured across Fit Small Business in human resourcesand project management content.

Most of the time, it is not a requirement that you return the forms to any office. However, once completed, you must keep them since they could be part of an audit by local, state, or federal agencies. On the other hand, ADA requires employers to ask for a physical exam only after they make a documented job offer to an individual. Therefore, you should document that you made an offer before the applicant was needed to undertake a physical exam. Drug tests and physical exams associate with several regulations such as ADA, state disability, and privacy laws.

Oftentimes you have a “yes” pile, a “maybe” pile and a “no” pile. The “no” pile will typically be your largest, followed by your “maybe” pile and then your “yes” pile. Your end goal is to have a short stack of three to six individuals to interview. Download our free How to Hire Employees checklist following these seven steps. All employers to report all newly hired, re-hired and returning to work employees to the Minnesota Department of Human Services within 20 days of the date they are hired, rehired, or return to work. Employers who submit reports electronically must do so in two monthly transmissions not more than 16 days apart. Review all candidate applications and determine appropriate status in TAM for each applicant.

  • Read our article on HR Managers vs Recruiters if you’d like to learn more about when it might make sense to use a recruiter.
  • Within three days of hiring a new employee – You must complete an Employee Eligibility Verification form (I-9) and keep a copy on record for three years.
  • This can be announced a few days in advance to best prepare everyone for the employee’s arrival.
  • The taxes are paid through deposits or with quarterly or annual tax returns.
  • Firstly, introduce your new employees to the company’s mission and vision.

Deciding how much to pay your new employee depends on the kind of work you need done, the role’s seniority, and your budget. Businesses should hang on to their employment tax records for six years to support their employment tax filings. Having a good system set up helps you stay organized so you can track your business’s health over time, prepare your tax returns and other financial statements, keep track of deductibles, etc. 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. You need to find the right candidates and make sure you’ve set everything up correctly .

Reasons Why Your Business Needs A Blog

Consider setting up a quick phone interview to assess each job seeker’s interest in the role before committing yourself or your managers to a full interview appointment. Rule number #1 when reviewing resumes … Do not review resumes when you are tired from your day, or morning, or the last meeting and so on.

You should review your company’s employment policies with new hires as part of employee orientation. Your policies should also be outlined in your employee handbook. You may also be required to complete forms for new hires concerning city income tax withholding. For example, the City of Lansing, Michigan, requires new hires to complete Form LW-4 for that purpose. Finding the right employees can be similar to looking for a needle in a haystack. It takes a lot of time and effort to find employees who not only possess the relevant skills and experience but are also a good fit within the organization. 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.

A sound hiring process also prevents potential labor law violations and turnovers. Hiring new employees is a very critical stage in every company or organization. A lot of time, money and effort goes into employee hiring, and the onboarding process.

Make Sure Employees Are Engaged & Motivated

Learn how CareerPlug can streamline all of your recruiting, hiring, and onboarding processes – saving you time, money, and hassle. Make it as easy as possible for your new hires to enroll in your benefits program. Provide them with plan summaries and enrollment instructions upfront as well as who to go to (if it’s not you) to answer their benefits questions. It’s a good idea to keep emergency contact information on file for all employees. This is a simple form with the contact name, phone, email, and relationship to the employee. You can also use a form that allows employees to split their deposit into multiple accounts or that requires a voided check on file for each account. Click the button below to download a sample employee handbook acknowledgement form.

Step 8: Respond To And Interview Candidates

If you post your job on an online job posting site, you can share the link and job description with existing employees and ask them to help you recruit their next co-worker by making referrals. A worker generally is considered an “employee” if the person who obtains the worker’s services has the legal right to control the manner and means of performing the work. A worker may be considered an employee for certain purposes, such as payment of FICA taxes – and not for other purposes, such as income tax withholding. Medical records should be kept in a separate, confidential file, in a locked cabinet. And you should store I-9 Forms, which document an employee’s immigration status, in a separate file as well. Once you’ve chosen a candidate for the role and made an offer, you might want to run a background check. Also known as a pre-employment screening, it’s a background check is an important step to help keep your business, employees, and customers safe.

Author: Wyeatt Massey