Hire Wisely: Some Key Steps To Take When Hiring A New Employee
To protect your company and your employees, you want to have sound hiring practices in place. Hiring your first or additional employees requires completing several required forms and knowledge of employment laws.
The first step is to have a new employee complete an Employee Application. The application form includes pertinent information regarding the employee that will serve useful throughout the employment relationship.
Additional new hire forms include:
- The W-4 form which identifies an employee’s withholding allowances for payroll tax deductions. This form should be provided to your bookkeeper or accountant.
- The I-9 form. This form confirms an employee’s citizenship status and provides verification of the employee’s right to work in the U.S. Obtaining copies of the documents provided for verification is not required. The employee completes a portion of this form, and the employer completes the verification piece after reviewing the required documents. The employee selects the employment verification forms to provide the employer based on the options listed on the I-9 form. Important note: The I-9 form should be maintained in a separate file from the personnel files. It is recommended I-9 forms be placed in a binder, in alphabetical order by last name for all current employees. Once an employee leaves the company, the I-9 can be placed in a termination file in alphabetical order, behind the current forms.
Although not required, an Employee Handbook provides a guide to employees regarding company policies and procedures. It is an excellent reference for describing employment rules such as overtime, meal breaks, attendance policies, leave of absence requests, and the recently implemented paid sick leave law. Include an employee handbook acknowledgement page to verify an employee’s receipt of obtaining a copy and agreement to review.
Employment Law Posters are available through several office supplies stores, or through online employment law websites. The poster includes important employment information employees should be aware of, and should be placed in an area frequented by employees. Complete the areas on the poster such as the pay day, emergency contact information and worker’s compensation insurance information.