Essential Onboarding Documents for New Hires
During the first week of employment, new hires should be given the following documents, curated by one of the top 10 online casinos Australia:
Let’s start with the legal documents.
The first thing you need to get your new hires to sign is a W-4 form. This is a tax document required in the United States for all new hires. The IRS uses it to determine how much pay should be withheld for taxes on every paycheck. You can download this directly from the IRS website. All new hires must complete the W-4 form before they can receive their first paycheck.
Unless you are in one of the nine states that do not have income tax, employees will also need to complete a State Withholding Certificate. This is required so that state taxes can be paid where appropriate.
The other legally required form you need to include in your welcome kit is the I-9 form. This is an employment eligibility form, and it must be completed and returned to you within 3 days of an employee’s start date.
As an employer, it is up to you to verify that your hire can legally work based on their citizenship, visa, resident, and immigration status. If you don’t, you could end up with serious fines and penalties. You do not need to submit the employment I-9 form or officially verify documents. However, will need to produce them if an immigration officer requests employee documents.
Employment Offer Letter
Now let’s move on to non-essential but arguably vital onboarding documents for new employees. The first of these is your employment offer letter. This is your official offer of employment, and it should list the following important details:
Any contingencies, such as passing a drug test and/or background check
The employee must sign a copy of the letter to officially accept the position and the terms contained in it.
Following on from the offer letter, you also need to provide new hires with an employment contract. This is a written agreement relating to their roles and responsibilities.
An employment contract can include any of the following:
General position responsibilities
Wage or salary
Non-compete or non-disclosure agreements (not required but recommended to protect your intellectual property, systems, and processes).
Emergency Contact Info
You should also include a document requesting emergency contact information for at least two individuals who you could call if an accident or emergency were to happen. You should ask for names, phone numbers, and email addresses.
The next step is providing all the onboarding documents employees will need in order to understand and agree to your internal policies and procedures. This includes dress code, policies, company values, code of conduct, etc., and should be included in an employee handbook.
Your employee handbook should also include information about your company’s mission statement. This includes your goals, your overall purpose, and how you intend to get there (your strategic plan). This may vary by department.
Make sure you include detailed information about your company’s time-off policy so that there’s no confusion later down the line. This includes procedures for requesting PTO, vacation hours, sick days, jury duty, etc.
Employees must sign an acceptance form so that you have written proof that they agree to comply with all your policies and procedures.
You also want new hires to understand the structure of your company and how they fit in from day one. The best way to do this is by providing them with a copy of your organizational chart. An organizational chart is a diagram that visually conveys a company’s internal structure by detailing the roles, responsibilities, and relationships between individuals within an entity. This will help them understand who they report to and who reports to them. This is helpful for online platforms like best real money online casinos in the US.
Payroll and Benefits
The final vital form you need to include in your onboarding documents welcome kit relates to payroll and benefits.
Firstly, you need to collect all relevant data so that you can pay your new employees. For example, if your company offers direct deposit as a way of delivering paychecks, you need to provide new hires with a direct deposit form. This document collects bank account details for processing payments, and it is the most efficient way to ensure new employees are paid on time from their first paycheck.
You should also consider including a benefits brochure to introduce new starters to any additional compensation schemes that are available to them. This might include medical insurance, career advancement opportunities, or retirement plans, amongst other benefits.