So your small business is growing, and you are building your team. Yay! This is an exciting growth period for you and your company, and you are eager to begin hiring employees.
This is all great news. But before jumping into the first day, let’s make sure you’re ready to start out the new hires with the information they need to thrive, not to mention, the compliance requirements from a legal standpoint. To that end, here are some of the “must have”, “should have”, and “nice-to-have” paperwork needs. Consider it your new hire checklist!
For many reasons, it makes sense to have ALL of these new hire forms and documentation. And so we’ve outlined them here. You can also think of the must-haves as the first steps or the legally required info, the should-haves as the next steps, and the nice-to-haves as the onboarding process when new hires have accepted their offer letter. Let’s get down to human resources business.
The employer and new employee must complete and submit all of these required steps. These are the bare minimum required to legally employ someone in this country.
An Employee Handbook is so important for small business owners that we are dedicating a section to discuss it within “must haves,” although technically, it is a “should have.”
The thing is providing an Employee Handbook on day one of employee onboarding is just good business, and not providing one is a mistake. It makes work expectations and policies clear for the worker and should protect the worker and the company, as it clearly defines roles and any legal matters.
Here are seven items commonly included in an employee handbook:
Often handbooks include much more, including all of the new employee forms with specific information relevant to the industry or small business. But, this list is a good start.
Putting one together can seem daunting to a company with a small or non-existent human resources department. This is where working with a professional employer organization (PEO) or HR outsourcing firm can help. In fact, PEOs like Decent help with legal compliance and crucial HR documentation, so it’s their job to be fastidious on all hiring laws and compliance issues.
Contractors in most scenarios will be responsible for paying their own tax withholding and so must complete a W-9 Form.
These should haves, or recommended documents and information, are helpful to HR teams (or whoever is managing HR functions), but they are not mandatory for all roles or companies. But, they are really good practices to have — so consider adding them.
Documents may vary depending on the roles they are filling or individual company policies. Certain types of jobs, for example, one where the employee works with children, will require background checks.
By now, the HR team and the new hire have gone through all the necessary steps, done the required new hire paperwork and the employee is off and running. Now is when the employer takes the first steps toward onboarding the new employee. Mind you, many of these steps will differ, depending on whether the employee has an in-person, remote, or hybrid role. Each company will handle this differently, but here are the basics.
A growing team usually means a growing business, so it’s always exciting to think of expanding your staff. Take care of the necessary paperwork and small details up front to support your new hires in becoming successful in their roles sooner rather than later.
Feeling the weight of the paperwork and legalities on your shoulders? Consider outsourcing your HR, Payroll, and Benefits needs with Decent. It’s more affordable than you think. Check out Decent’s HR and Payroll pricing here or contact a Decent representative at firstname.lastname@example.org.