Because every employer is different, the most complete onboarding checklist for new hires will be the one that you create specifically for your organization. However, there are a number of basic items that are commonly used by many companies. Some of these checklist items are required by federal and state law, while others simply represent good business practice. Here’s a quick overview that can serve as a starting point for your onboarding checklist for new hires.
Suggested Onboarding Checklist for New Hires
At this stage, it’s important to ensure that all application paperwork, background check and drug testing forms are already complete. Additional forms that may be filled out at the time of hiring include:
● I-9 for Employment Eligibility Verification
● W4s (Federal and State if applicable) to ensure appropriate tax withholding
● WOTC forms 8850 & 9061 (Work Opportunity Tax Credits)
● Health Marketplace Notice (informing employees of the availability of the Marketplace and implications of choosing an individual plan in relation to any employer-sponsored benefits)
● Workers’ Compensation Notice (outlining whether or not the employer carries coverage and what it means for employees)
● Acknowledgement of Receipt of Policies (including handbook and any specific policies such as searches, drug testing, anti-harassment and discrimination, etc.)
● Benefits forms (health, dental, 401k, etc. if applicable)
Additional Items to Equip New Hires
These items may vary depending on the industry, job role, and other factors. Requisitioning these items when a job offer is accepted may be necessary for new hires to start working on their first day without delay.
● Employee Number
● ID Badge/ Access Devices
● Payroll Pin #
● Telephone extension
● Network access / Login credentials
● Workstation, office supplies, personal protective equipment, if applicable
Protect your new hire’s personal information. For the employee number and payroll pin, a numerical designation should be assigned that is not associated with the employee’s personal identifying information such as their social security number.
The use of SSO or single sign on username and passwords may speed up the process of giving new hires access to all necessary resources on the network. For example, a new hire may use the same login for email, training resources, internal databases, and web-based software applications. This is just one way to streamline the onboarding checklist for new hires from the perspective of the IT department.
Orientation and Initial Training
It’s not possible to give a new hire all the information they need on the first day. But there are steps you can take to make them feel like part of the team and help them do a good job from the start. Important aspects of Day One orientation may include:
● Information about the company’s history, culture, and mission/vision
● A tour of the facility
● An in-person introduction to immediate supervisors and team members
● Assignment of a mentor or “buddy” to help them learn the ropes
● Harassment prevention and safety training
● Participation in the company’s social network or communication platform such as setting up a profile
Are you putting together an onboarding checklist for new hires? Let our team help you automate the paperwork so new employees can spend more of their time getting on board and less time stuck filling out forms. Request a personal demo today.