What to prepare before, on and after a new employee’s first day.
The new-hire checklist is the manager’s working copy of the same process. The manager confirms the schedule is published, a locker or login is ready, and the person knows who to call if they are sick on day three. Write the name of the buddy at the top of the form, since many early resignations come from not knowing who to ask.
Plan three conversations: what the person has learned, what is confusing and what they need to do their job. Keep notes in the employee file. If a person has not yet clocked in correctly, fix that first, because pay errors in the first paycheck are the fastest way to lose trust.
In the first week, check that the new hire’s punches are complete and their breaks match your policy. A missed punch in week one can lead to a short first paycheck, which is hard to recover from. Look at the timesheet on Friday, not on payday.
Beyond the federal forms, several states require a written notice of pay terms when someone is hired. California’s Labor Code section 2810.5 requires a notice with the rate of pay, payday, the employer’s workers’ compensation carrier and paid sick leave rights. New York’s Labor Law section 195 requires a pay notice in English and the employee’s primary language when the state provides a template. Other states have their own versions. Add these to the before day one section with an owner, so the notice is signed and filed before the first shift.
| Record | Keep for | Rule |
|---|---|---|
| Form I-9 | 3 years after hire or 1 year after employment ends, whichever is later | USCIS |
| Payroll records | 3 years | FLSA, 29 CFR 516.5 |
| Time cards and wage rate tables | 2 years | FLSA, 29 CFR 516.6 |
| Form W-4 | At least 4 years | IRS employment tax rules |
States and other laws can require longer. Store I-9 forms apart from the main personnel file, since they may be inspected separately.
EZTime’s HR module includes onboarding tracks, digital forms and e-signatures, so forms can be signed digitally instead of on paper.
Before the offer, confirm whether the role is exempt or non-exempt and whether the person is an employee rather than a contractor. Both decisions affect overtime, breaks and tax. The Department of Labor publishes guidance on both tests, and getting them right on day one is much easier than fixing them after a complaint.
It depends on your location. Ask a professional.
HR and the hiring manager together.
The manager, with HR taking the document steps.
Yes, shortened to the items that apply to their shifts.
The hiring manager owns it. HR supports with documents.
Not for most private employers under federal law, but some states require it for all or some employers, and federal contractors may have to use it. Check your state.
Section 1 is due by the first day of work and Section 2 within three business days. If the employee cannot provide documents, follow USCIS guidance on receipts rather than letting the deadline pass.
Templates help with consistency. A time and attendance system helps you see who worked when. Book a demo to see how EZTime handles it.