Get started with employee forms and onboarding

You’ll need certain details from your new employee before you can pay them, and also for record keeping and as required by law.

Here are the new employee forms that need to be completed:

🗹 Starter checklist for PAYE to get the right information from your new employee if they don’t have a recent P45

🗹 Tell HMRC when you take on a new employee

Employee onboarding begins before your new hire’s first day at work. Here are some key tasks to complete before your employee starts.

Documents you’ll need

🗹 If applicable, a copy of the licence required for the job (for example, a driver’s licence or forklift licence)

🗹 A copy of their working visa (for non-citizens)

🗹 A copy of a recent P45 form (if your employee has one)

Start their personnel record

🗹 Salary record or wage and time record

🗹 Leave and holiday record

Employee details you’ll need

🗹 Full name, address, contact number, and email address

🗹 Emergency contact details

🗹 Any special medical needs

🗹 Bank account details (if this is the method of payment for salary or wages)

Details to provide to your employee

🗹 Any documents that can be read beforehand, such as training materials, code of conduct, and information about work hours, break times, benefits, and holidays and leave

🗹 Where to go on day one and who to ask for on arrival

🗹 The dress code

🗹 Any tools, equipment, or other materials they’ll need to bring

Logistics

🗹 Give them keys, an access card, or anything they’ll need to enter your workplace.

🗹 Set up their workstation and any equipment they’ll need.

🗹 Organise time for key team members to meet with the new employee.

🗹 Make sure any special medical needs are met.

Employee onboarding doesn’t have to all be done on an employee’s first day. Too much information can be overwhelming, so try to space it over a few days or a week.

Make your employee welcome and get them set up

🗹 Think about how you can make your new employee feel welcome. Have morning tea to celebrate them starting or organise a lunch to introduce them to the team.

🗹 Show them their workstation. A welcome card on their desk or a welcome package containing sweet treats and other goodies adds a personal touch and makes for a positive first day experience.

🗹 Give them any tools or equipment they need and show them how to use it.

🗹 Show them how to log in, set up, or access any resources they need.

Show them around your workplace

🗹 Organise a tour of the workplace, including facilities and amenities like the kitchen, toilets, and lockers.

🗹 Give them a health and safety briefing.

Help your employee become fully engaged with your business

🗹 Give them a snapshot of the history of your business.

🗹 Describe the products or services you offer.

🗹 Educate them about your customers.

🗹 Share the company’s culture and values.

Help them become successful at their job

🗹 Explain why your employee’s role is important and how it fits into your business.

🗹 Go over the specifics of the job, including a clear explanation of duties and responsibilities and any expectations that need to be set from day one.

🗹 Describe any goals they need to meet.

Let your employee in on the inner workings of your business

Ensure your employee understands:

🗹 workplace policies and practices

🗹 the pay process

🗹 the performance review process

🗹 the trial or probation period

🗹 any employee benefits and perks

🗹 the process for resolving employee problems

Check on your new employee for the first few days and weeks. See how they’re settling in and get them the information and tools they need to be a productive member of your team.

🗹 Chat with them regularly to see how they’re going, answer any questions they have, and address any difficulties they’re experiencing.

🗹 Assign them a buddy, partner, or mentor who can help them get acquainted with the role.