New Starter Checklist
Have you recruited a new member to your team or even more excitingly your first employee? Well congratulations! You may now be thinking about what you need to do as an employer to get them on board and to ensure you are legally compliant. Here’s our handy new starter checklist taking you through the steps you need to complete:
Signed contract of employment: Send a written offer letter and contract of employment and ask the employee to sign and return a copy to you.
Check right to work: Check and take a copy of their evidence of their right to work in the UK. You will also need to certify the copies taken by verifying that you have seen the original, ensure that you sign and also date this. For further details on acceptable right to work documentation please refer to the GOV.UK website.
Obtain references: Request references, at least one of which should be from their current / last employer. For certain roles you may also want to carry out a background check.
Obtain personal / bank details: Ask the employee to complete a personal details form to obtain the necessary details for payroll.
Obtain a P45: Obtain their P45 form (completed by their previous employer). If the employee does not have a P45, you’ll need to get them to complete an HMR&C Starter Checklist Form instead.
Set up on payroll: Send the personal and bank details, P45 and details of their salary and date of join to your payroll contact.
Add to HR database: Add them as a team member on your HR database and upload copies of their contract, right to work evidence and other relevant documents to their employee file for easy access.
Set up computer and IT systems: Set them up on your computer and email systems. Order any hardware that is required.
Set up telephone access: Set them up on your telephone system and / or arrange for a mobile phone.
Notify benefit and pension providers: Provide details of the new employee to any relevant benefits providers (e.g. private health insurance).
Arrange office access: Arrange a security pass or key for the office if necessary.
Carry out induction on first day: Legally speaking, an induction should include an explanation of Health and Safety procedures (i.e. fire and first aid) and provide them with a copy of your employment policies (or showing where they can view them on your intranet).