checklist for hiring employees

If you are the hiring supervisor and find an internal candidate, ensure you let their current supervisor know if you are talking to their team member. If you anticipate having difficulty finding a qualified internal candidate for the position, send a company-wide email to notify staff that you’re looking for someone to fill a position. Be sure to state in the notices that you are advertising the position externally at the same time.

  • If you have been, up to now, a sole proprietor, and you have no past recruiting experience, think about collaborating with a trusted consultant or local recruitment agency.
  • The answer is none, not at least skipping the pre-recruitment process and heading to the hiring stage.
  • This form is only required for non-exempt employees, and more information about the form can be read here.
  • Another popular option for a small business is to hire a recruitment firm with expertise in sourcing candidates.
  • If an internal candidate is selected for the position, make a written job offer that includes the new job description and salary.
  • You must provide your new hire with anemployee handbookor company policies and procedures manual.

Many new hires are open to receiving off-site training, getting a few more days PTO, or working remotely in exchange for a lower-than-desired salary. It’s best to put your job offer in writing so there’s no confusion on what the role is, when it starts, and what it pays. When describing your company and the position being offered, make sure the personality and culture of your company come through. Highlight why your bookkeeping company is a great place to work and how it’s organized. Include benefits as well as your company’s unique mission too. The best person for the job is the individual who best fits the job requirements and who has the highest likelihood to succeed in the role within your organization. It’s a good idea to contact prior employers and check the candidate’s references to get insight into the candidate’s strengths.

Is An Offer Letter The Same As An Employment Contract?

Once you identify your finalists, HR should check their credentials, references, do a background check and verify other documents and statements. Through the entire interviewing process, HR and managers should stay in touch with the most qualified candidates via phone and email. Schedule qualified candidates whose salary needs you can afford for a first interview with the hiring supervisor and an HR representative. In all cases, tell the candidates the timeline you anticipate the interview process will take.

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checklist for hiring employees

This checklist will not only be of great help for first-time employers. This will also serve as a guide for some employees who need comprehensive assistance in hiring employees. In a pool of potential job candidates, the margin of hiring the best talent is slim. This speaks volumes among small businesses who are no stranger to bad hiring decisions — which cost them such significant financial impact. And without a checklist for hiring employees, they fall prey to making a bad hire. Take the checklist we’ve provided above and copy it into a word document.

Employees must fill out Form I-9, Employment Eligibility Verification, after receiving a job offer and on or before their first day on the job. Citizenship and Immigration Service and Internal Revenue Service . So what are the new employee forms you need to complete during the hiring process? Use this article as a checklist to assemble a hiring packet that covers all the bases.

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Learn more about your compensation, benefits and everything that goes into a Total Rewards package. An EIN is basically like a Social Security number for a business. If you operate your business as a corporation or partnership, you may already have one. Ready for some additional help but not sure how to hire employees? If disagreement exists, the supervising manager should make the final decision. If no candidate is superior, review your candidate pool again—redevelop it if you need to.

Many job advertising sites, like Indeed, are free to employers. While hiring employees seems simple enough, it checklist for hiring employees is not always the case. Here are some common questions that we have heard over time and may help you as well.

checklist for hiring employees

A great orientation and onboarding approach increases the chance of your new hire being successful on the job. While a job description is essential, job seekers pay close attention to the salary and perks a business offers as well.

Assign lower level process tasks to employees who are not the decision maker. Keep your decision makers fresh…not worn down by the details of reviewing resumes, phone screening etc. Knowing how to build a strong virtual team is more important today than ever — and there are six critical things you must do to succeed.

Even if they’re not a good fit for your current needs, they might fill an open role in the future. Your insurance provider or benefits broker will provide you with the correct enrollment forms and many now use online portals so you don’t have to mess with lengthy paper documents. Most hiring websites provide a 30 or 60 day ad for a reasonable amount of money. You may choose to post the ad in a number of different places, but be sure to find out where others in your industry are posting job information. This may be one of the most exciting and the most intimidating parts of the process. Avoid industry and company jargon that clouds your ability to communicate with potential applicants. Employees, on the other hand, are protected by federal and state employment laws.

You can ask if they have questions about these forms once you meet with them in person. A new hire checklist built ahead of time can also ensure all legal documents are submitted in a reasonable timeframe. This can help supervisors and HR managers hire several new employees quickly and efficiently without falling behind on their routine. Creating a new hire checklist can ensure items are complete before the employee arrives.

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Additionally, clarifying upfront what your expectations are for this role helps set pay and compensation. We strongly recommend that employers document work requirements on a formal job description before hiring employees.

checklist for hiring employees

Meet with the IT department to ensure the new hire has a functioning laptop, computer monitor and its essentials. This can include email, the company messaging system and any other productivity tools or software the company uses regularly. Tax forms such as the I-9 and W-4 documents often require the employee to present certain forms of identification. You can send the employee an email informing them of this ahead of time so they can arrive at work on their first day with the completed documents and required identification. These can be sent to the new employee for them to view and sign digitally. If this is the case, you can email each document’s information to keep the process efficient.

During The Hiring Process

Put your candidate at ease at the beginning of the interview by asking them things they are likely to know. For example, why they are interested in the job, or why they are in their chosen field. If your state requires it, purchase worker’s compensation insurance. If you’re not sure whether your state requires this, you can check with the National Federation of Independent Businesses.

The way to do this in the digital age is to post your job to job sites (like careerbuilder.com or indeed.com, for example). Depending on your type of business, your employees may need access to non-confidential company information such as policies, training manuals, procedures or job-specific instructions. Consider using a single sign-on service like OneLogin, Okta or Google for Work. By 31 January – You need to send a W-2 form for each employee to the IRS.

It’s crucial to establish negotiable factors that can bring the organization and the candidate into an agreement. A reasonable negotiation is expected; if a candidate insists on unreasonable compensation or benefits, you should select a new candidate. Second interviews should have different interviewers than the first interview. They payroll should only be people who have an impact on the hiring decision. This may include potential coworkers, customers, the hiring supervisor, the hiring supervisor’s manager and HR. Ensure job candidate evaluation forms are filled out after every interview. If you bring a candidate back for more interviews, fill them out then as well.

Obtain Minnesota Tax Identification Number

As an employer, you are responsible for depositing and reporting employment taxes. You might need to collect other documents such as an emergency contact form, employee handbook acknowledgment form, or a benefits form. 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. The final page of Form I-9 provides a list of acceptable documents employees can choose from.

You will also need to file Form W-2, Wage and Tax Statement, annually to report the employee’s total wages and withheld taxes. Send a copy to the employee, Social Security Administration, and applicable state or local tax departments.

Bring the signed letter and required I-9 documents when you come into the office to complete your I-9. At your appointment, you will be given a packet of information for new employees. This template is great for standardizing your onboarding process. It is consistent, and you can customize the template to suit your needs. You can include team training and any other documentation needed for the onboarding of your incoming employees.

HR software can make all aspects of employee onboarding easier by providing the forms you need, storing employee documents, and automating many steps for your staff and for your new employee. Following orientation, employees should sign a form verifying that they have received and have read the handbook and agree to abide by your human resources policies. A passport or a combination of driver’s license and Social Security card are examples of acceptable identification. You must complete and sign IRS Form I-9 within three business days of the employee’s first day at work and keep it in the employee’s records. Note that many of the state forms listed above must be given to the employee in their primary language.

Here are three new employee welcome email examples to help you create your own. Close the open position and don’t forget to remove any job postings that are still live. Sign up to receive more well-researched human resources articles and topics in your inbox, personalized for you. Sorting your resumes into three groupings is a great way to get a handle on which candidates you may want to follow up with.

Having a set of to-dos in place ensures all team members are on the same page, keeps the hiring process moving, and helps decision-makers find inefficiencies in each recruitment step. You can post a sign at your business to attract walk-in applicants, but the most common means of finding qualified job candidates is to use an online job board for hiring employees. Once you post a job, you can share it on social media or email individuals you hope will apply. In addition, some employers prefer to use a free applicant tracking system to keep track where their jobs are posted and who has applied to each job. You can avoid reporting pitfalls by using Zenefits, an HR service provider that can help you get set up for your first hire or if you have been hiring employees for years. Zenefits offers labor law compliance, hiring, state new hire reporting, tax filings, payroll, new employee self-onboarding, employee benefits and more.

Maintaining a clear vision on what you want from a position is the first step to great hiring. You have to know every detail about the position so you know who will be the best candidate to fill it when you see them. After defining your role though, it’s all about recruiting, selecting, and onboarding your new team member. Most small businesses hire a payroll service provider or use payroll software to pay their employees, ensuring taxes and deductions are calculated correctly. For more information, read our ultimate guide on how to do payroll.

Author: David Paschall