Legal Checklists for New Hires
Last updated May 7, 2024
Ensuring legal compliance when onboarding new employees is crucial to avoid potential issues and create a clear understanding of employment terms. This checklist outlines the primary legal requirements you should address to onboard new hires smoothly with Deel.
Steps for Legal Checklists for New Hires
- Collect Personal and Tax Information:
- Obtain the new hire's name, address, and emergency contacts.
- Have them complete required tax forms (e.g., W-4 in the U.S. or local equivalents).
- Verify Work Eligibility:
- Ensure the new employee completes work authorization verification (e.g., Form I-9 in the U.S.).
- Check visas, permits, or other documentation to confirm eligibility.
- Draft and Sign Employment Contracts:
- Provide a comprehensive contract detailing role, responsibilities, and compensation.
- Include clauses regarding confidentiality, non-compete agreements, and termination terms.
- Clarify Mandatory Benefits:
- Inform the new hire of mandatory benefits, such as health insurance, leave policies, and retirement plans.
- Offer optional benefits like flexible work schedules or wellness programs.
- Outline Company Policies:
- Share anti-harassment policies, data privacy guidelines, and expectations for workplace behavior.
- Ensure the employee signs acknowledgment of these policies.
- Provide Safety Protocols:
- Share information about injury and accident reporting, even for remote workers.
- Train employees on workplace safety requirements and emergency procedures.
- Organize Licenses and Certifications:
- Collect and verify required professional licenses or certifications.
- Monitor expiration dates and arrange for renewals or additional training if necessary.
- Offer Legal Support and Resources:
- Provide employees with information about available legal support, either internally or through external advisors.
- Encourage open communication and address any legal concerns promptly.
By following this checklist, you can ensure that your new hires receive the right support while maintaining compliance and setting expectations clearly.
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