The Hiring Checklist: What you need to know to make your first hire

Staffing is difficult! But, kudos to you. You’ve navigated the process well and would now like to make an offer. Below, we provide you a checklist of actions and legal documents needed to ensure you hire compliantly with state and federal laws. Let’s begin.

Step 1: Job Offer Agreement for Employees & Contractor Agreement for Independent Contractors
The job offer and independent contractor agreements are crucial. They outline the position’s salary/compensation, the role, responsibilities, start date, and any necessary conditions you would like the candidate to follow. Store the signed copy safely as it will act as legal proof of the employment opportunity or nature of the working relationship. Typically, language is also included that states that the employment opportunity will be based on the successful passing of a background check, which is our step 2.

Before we move on to step 2, here are some templates we recommend you check out:
1. Job offer templates
2. Independent contractor agreement template

Step 2: Run a Background Check to Vet Candidates for Past Criminal History and Negligence
Interviews provide some insight into the candidate’s character and personality, however, it is always safe to run a background check to gather additional information on the candidate. This individual will be a representation of your business and you need to know that it is safe to place them in front of customers and within customer’s home or place of business. Here at EasyHire, we make it easy and affordable for you to quickly screen candidates.

Why do businesses choose EasyHire for Pre-employment Background Checks?

1. Simple Checkout Process: All you need is the applicant’s first name, last name, and email. Checkout takes less than 60 seconds
2. Flexible Payment Options
: Businesses can choose to have candidates cover the cost – extremely useful when hiring contractors
3. Affordable Payment Options: Standard background checks cost $29, with subscription options as low as $20 per checks
4. Comprehensive Searches: Standard background checks cover ID and SSN verification, Criminal & Sex Offender searches at the county, national, and international levels. Optional add-ons include, motor vehicle reports ($10), education verification ($15), and past employment verification ($15)
5. 24/7 Support & Fast Turnaround Times: Our team is always on stand-by to assist you, if necessary. The results of background checks are typically delivered within 60 seconds from the candidate’s completion of the entry form. Optional checks and standard checks with concerning information are typically returned within 24-48 hours
6. FCRA-and-EEOC compliant: The process is designed to be safe, secure, and fair to employers and candidates. Concerning findings will be emailed to shared with you for your review as well as emailed to candidates to allow them to dispute any of the findings. All FCRA-and-EEOC rules are followed to ensure that your hiring practices are compliant with state and federal laws
7. Free Sign Up & No-Upfront Fees

Step 3: Distribute & Sign Hiring Documents
The following is a list of the most common pre-employment required by the IRS:

1. IRS Tax Forms: Form W-4 (for employees) and Form W-9 (for contractors)
2. Employment Eligibility Verification Form: Form I-9 (for employees only); Use to verify the data in the Form I-9
3. State Tax Withholding Form (Click here to find the correct state form for your state) (for hiring employees only)
4. Direct Deposit Authorization Form (Check out templates here)

Also, don’t forget to report and issue Form W2 to employees (current and former) and Form 1099 to contractors (current and former) at the end of the year to allow them to file their taxes.

Step 4: Prepare & Share Employee Handbook and Collect Acknowledgement Form
Arguably, this can be one of the most time consuming steps. That’s why we have drafted and prepared a template here for you.
The employee handbook should outline your company’s policies, employee codes of conduct, employee benefits, termination/resignation procedures, etc. In the downloadable template below, we have also include an employee acknowledgement signature page, which acts as documented proof of the employee’s commitment to abide by the terms and conditions outlined in the employee handbook.

Step 5: Staff, Onboard, and Train
This step needs no further explanation. Design a thorough onboarding process and training program to ensure that employees are well versed in your company’s ways of working and are fully prepared for success.

Step 6: Report New Employee’s Information to Your State’s New Hire Reporting Agency
Each state has its own new hire reporting agency and specific timelines for which this information should be reported. Find your state’s new hire reporting agency and policies here. This information is used by your state for public assistance programs, child support claims, and other social benefits.

Step 7: Integrate Your New Hire Into the Team
This step is extremely important and while there is no hard-and-fast rule. The goal is to ensure that all hires feel integrated into the team and are are in a work environment they can thrive in.

Thank You! We hope this was helpful.
We hope this list was helpful in preparing you to make your first hire or formerly setup your hiring process.
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