To read part one of How to Prepare to Hire Employees for the First Time, click here.
As we stated yesterday, there comes a time when a business must grow in order to be successful. This growth often involves hiring new employees. For many business owners, this can be a very scary concept. In part two of How to Prepare to Hire Employees for the First Time, we’re going to continue to discuss concepts that will make the hiring process easier for you.
Do Not Discriminate
We ended part one by talking about applications. Applications provide an opportunity for you to get information about the applicant and to get a list of references. Remember, you cannot discriminate based on age, sex, religion, or national origin. Deciding not to hire someone solely based on one or more of those factors is a violation of civil rights. You should not and cannot ask about these things. They are not legitimate selection factors.
On the application, you’ll likely receive a set of references. If your application doesn’t have a spot to list references, ask for a list of references (professional references are best) in your job description. As you narrow down your pool of applicants, you should check the references of each applicant. Although this can be a time consuming process, it is an absolute necessity. Don’t have time to screen your own applicants? Clients ARM provides Human Resources services. Contact us to learn more.
New Hire Paperwork
After you’ve made a job offer, you will need to have your new employee complete new hire paperwork. You need the employee to complete a W-4 and an I-9. The W-4 discusses withholding. It will inform you how much in taxes to withhold for the new employee. An I-9 is employment eligibility verification. Please note that with the I-9 you will be responsible for making a copy of certain types of identification to keep for your records. You will also need to report the new hire to your state reporting agency. To know which agency you must contact, visit this government website.
You are required to post specific notices where your employees can see them. To learn about which posters you must display, check out the Poster Advisor provided by the Department of Labor.
Written Policies and Procedures
You should already have written policies and procedures in place for your organization. These policies make great training material. They also ensure that all of your clients are treated fairly. They also act as a reference guide and a way for you to measure performance. Provide copies of your written policies and procedures to your employees. You could even have them sign a notice that states they received the items.
You Need Personnel Files
You should also create a personnel file for each employee. It should hold all documents related to their employment with your business. This includes the application, an employment offer, W-4, I-9, and performance evaluations.
Compliance With Benefits
Depending on how many hours that your employee works, you may be obligated by law to provide health insurance. You may also be required to provide other benefits as well. Make sure that you speak with a qualified business attorney to learn more about the legal requirements that you have in reference to providing benefits.
Professional Assistance at a Fraction of the Price
If you need help with your administrative needs and you do not want to hire a traditional employee, Clients ARM provides professional assistance at a fraction of the cost it takes to bring on a traditional employee. You save more than money when you partner with us. You also save time and gain peace of mind. We have more than 30 years of Director-level experience and we are here to help you make your business a success. To learn more, book your free consultation. We can show you how partnering with Clients ARM can help your business.