Posted 2 weeks ago - by Payroll Systems

You Hired A New Employee- What’s next?

Congratulations! You have found the perfect hire to fill that position at your company. So now what? An effective onboarding process will ensure that a new hire is brought on to a smooth transition and will help with turnover in the long run.

Here are some steps that are crucial to your onboarding process.

Payroll information

Now that an offer letter has been signed, you will need to set up your new hire for payroll and benefits if offered. You will need the following information:

• Social Security Number
• Date of birth
• Address
• Bank account info if direct deposit is available/desired
• A signed copy of W-4 form Signed copy of the I-9 form

Compliance procedures

You will also need to ensure that you are complying on a state and federal level by completing the following tasks.

• Report any EEO (Equal Employment Opportunity)

Some businesses are required to report specific demographic data on the State and Federal level. 

• File a New Hire Report with your state
• Conduct a background check on your new employee
• Have the employee review and sign a copy of the employee handbook

Necessary equipment/supplies

Once all the paperwork has been collected, you will need to make sure that your new employee is set up with the proper tools needed for them to do their job. Depending on the role that they have taken on, the supplies needed may vary but can include:

• Desk
• Workstation
• Computer
• Phone
• Headset

Supplies can also include digital things such as:

• Company e-mail
• Access to shared drives
• Access to web-based office tools
• Clock-in instructions if necessary

If you have a time-keeping system, you will need to set up your new employee in the system and share instructions on how to clock-in and out. 

• Login information and instructions to employee self-service portal if available

An employee self-service portal can offer employees access to things like benefits, PTO, sick time, etc. 

Orientation and training

Now that the employee has all that they need to complete the tasks necessary for their new position, they will need to know what the procedures necessary are. On their first day, it is helpful for the new hire to receive a complete orientation to get them familiarized with the office, policies, and day-to-day culture.

• Give them an office tour if possible and share with them any necessary locations i.e., break room, workspace, restrooms, etc.
• Review any benefits offered by your company and instructions and any procedures needed from them to enroll
• Review company handbook, policies, and safety protocols
• Engage in conversation with them about company culture, dress code, and overall expectations
• Give them time to ask any questions that they may have

Introduce them to the team

Consider how you will introduce your new hire to the rest of the team. You could host a lunch or simply introduce them during a meeting on their first day. Make sure that regardless of how it is done, that they are introduced to those that they will be working closely with, early on so that they can start to get acquainted with their team.

Touch base regularly

When your new employee has been set up, make sure that you schedule a time to catch up and touch base with them on a regular basis. Give them constructive feedback as they progress and allow them to do the same.

Hiring and keeping the best talent onboard is a valuable investment for your company. You want to make sure you are doing everything necessary to stay compliant, set expectations, and ensure that your employees feel welcome and understand what is expected of them. Some procedures and regulations do vary by state and location. This is where an expert payroll service provider can assist you in keeping track of the data and compliance portion of the onboarding process.

Looking for a payroll service provider you can rely on? Payroll Systems offers payroll solutions that are easy to scale and a dedicated payroll specialist to ensure your specific payroll needs are met. Talk to us to learn more.

This article provides general information and shouldn’t be construed as legal or HR advice. Since employment laws may change over time and can vary by location and industry, please consult a lawyer or HR expert for advice specific to your business. You can also contact Payroll Systems to inquire about our HR support services.