New Employee Processing

By Anne Frassetto Olsen, ESQ.
Published: June 10, 2008

Going through the selection process for a new hire is often a daunting task for any employer. Careful screening and interviewing techniques to come to the final decision is critical to the success of any business. After the determination is made and the successful applicant has accepted the job offer, the employer’s obligations in the hiring process has not yet finished. There are several required actions and important steps the employer should take for each new employee.

The following documents must be filled out or handed to the employee upon start of work:

  • I-9 Employment Eligibility Verification
  • Pamphlet: Rights to Workers Compensation Benefits
  • Personal Chiropractor or Acupuncturist Designation Form
  • Pamphlet: State Disability Insurance Provisions (DE 2515)
  • General Notice of COBRA Continuation Coverage Rights – California Employees
  • Sexual Harassment Information Sheet
  • W-4 Form – Employee’s Withholding Allowance Certificate and California Employees Withholding Allowance Certificate
  • Permit to Employ and Work – Form B1-4 (for minors)

It is important that the employer establish clear policies that assure that each new hire is provided with the above documents and that all required forms that are submitted to the employer are properly maintained.

This is also the time for the employer to orient and train the employee on the employer’s policies and procedures. Many employees provide an orientation program where all required documents are filled out and turned in and where training of the employer’s policies, rules and regulations takes place. In this way, an employer can assure that all legal requirements for new hires and important training occur. Initial training should include the following:

  • Safety Training and Emergency Procedures
  • Policies and work rules
  • Benefits availability and eligibility
  • Sexual harassment training
  • At-will employment acknowledgement
  • Confidentiality policy
  • Internet, email and cell phone usage policies
  • Receipt of employee handbook
  • Employer property and equipment policies

As with all training, the employer should have each employee acknowledge in writing that he or she has attended the training. Implementing these steps will increase the likelihood of a successful employment relationship for each new hire.