Congratulations on growing your team! Whether this is your first hire or one of many during a period of expansion, welcoming a new employee is an exciting milestone. But with every new hire comes a checklist of tasks, some fun, others required—to make sure everything runs smoothly.
To help you stay organized and compliant, Beyond has put together this comprehensive onboarding checklist. It covers everything from legal requirements to cultural integration, so you can focus on giving new hires a great first day (and a strong start).
Step 1: Meet Your Legal Requirements
Before your new team member even walks through the door, make sure your business is fully compliant with all state and federal hiring requirements.
- Apply for an Employer Identification Number (EIN): If you haven’t already, you’ll need an EIN to hire employees. You can apply using IRS Form SS-4.
- Register with your state’s Department of Labor: This allows you to manage state payroll taxes and unemployment insurance.
- Secure workers’ compensation coverage: Most states require this, even for small employers. Check with your state agency to confirm your responsibilities.
- Choose your payroll setup: Decide whether you’ll handle payroll in-house or use a service provider. Either way, pick your pay schedule and ensure you understand tax withholdings, wage reporting, and other key processes.
- Post labor law notices: Federal and state workplace posters must be displayed in an area employees frequent, such as the break room. Beyond’s Poster Elite tool can help identify which notices are required in your state.
- Use contractor agreements when needed: If you’re onboarding independent contractors, be sure to have a signed contractor agreement in place that outlines responsibilities and legal terms.
Step 2: First-Day Forms
On their first day, new hires will need to complete several forms required by law. These ensure proper identification, tax withholding, and classification.
- Form I-9 (Employment Eligibility): Have your employee complete this on day one and bring the necessary ID documents. Keep the completed I-9 in a separate file for three years after hire (or one year after termination, whichever is later).
- Form W-4 (Federal Tax Withholding): This tells you how much federal income tax to withhold. State tax withholding forms may also be required depending on your location.
- Form W-9 (for contractors): Contractors must fill this out so you can issue a 1099-NEC at year-end.
Step 3: Classify Workers Correctly
Are they an employee or a contractor? If your business controls how someone works, supplies their tools, and provides benefits, you’re likely dealing with an employee—not a contractor.
Still unsure? Beyond offers resources and guidance on employee classification to keep you compliant and avoid penalties.
Step 4: Prepare Policies and Expectations
Clear expectations build trust from the start. Set a strong foundation by sharing the following:
- Employee Handbook: Draft and review your company policies in a detailed handbook. Use a customizable template, but always have it reviewed by an HR professional or employment attorney before distribution.
- Non-disclosure and non-compete agreements: If applicable, these should be reviewed and signed on day one.
- Dress code or uniform guidelines: Go over what’s expected and provide visual examples if possible. Have employees sign off to confirm they understand the rules.
- Emergency contact form: Keep emergency contact details on file, it’s easy to overlook but essential in urgent situations.
- Benefits overview: Review what benefits are available and when they begin. Some may start immediately, while others may have a waiting period. Be prepared to explain enrollment steps or have decline forms ready for your records.
Step 5: IT and Equipment Setup
Make sure your new hire has everything they need to hit the ground running:
- Coordinate with IT to set up computers, email accounts, software access, and logins.
- Schedule this setup to be completed before their first day, if possible.
Step 6: Internal Admin Tasks
After forms are signed and equipment is prepped, take care of internal setup:
- Add your new employee to payroll: Don’t wait until payday. Enter them into your payroll system immediately to avoid delays and ensure compliance.
- Set up direct deposit: Have employees provide a completed direct deposit form and a voided check or bank letter.
- Create a personnel file: This should include their signed forms, tax documents, benefits elections, and emergency contacts.
- Report the new hire to your state: You typically have 20 days after the hire date (or sooner, depending on your state’s law).
Step 7: Make the First Day Memorable
Help your new hire feel like part of the team from day one:
- Make an announcement: Send a welcome email or message to introduce them to the team.
- Give a workplace tour: Show them where to find the essentials, restrooms, kitchen, supply closets, mailroom, etc.
- Assign an onboarding buddy: This peer can answer questions, recommend local lunch spots, and help the new hire adjust to their role and workplace culture.
Step 8: Share Your Company’s Story and Culture
Your mission and values matter, now’s the time to bring them to life.
- Share your origin story, vision, and goals. Let new hires see the bigger picture and how their role contributes to it.
- Offer some branded swag: If you’ve got company t-shirts, water bottles, or stickers, hand them out! It builds excitement and team spirit.
- Schedule a team lunch or coffee meetup: This is a great way to foster early relationships. Always ask about dietary needs or preferences first.
- Create your own traditions: Whether it’s a welcome photo, group clap, or handwritten note from the CEO, small traditions help make your culture memorable.
Final Thoughts: Why a Great Onboarding Process Matters
An organized, welcoming onboarding experience isn’t just about checking boxes. It lays the foundation for a positive employee experience, better engagement, and stronger retention.
With this onboarding checklist from Beyond, your business can stay compliant, create a strong first impression, and help new hires feel confident, prepared, and excited for what’s ahead.
