Getting the worker started
By the time your new employee is ready to start work, you must have:
- a letter offering appointment
- assurance the person is entitled to work in New Zealand in the job offered
- a signed copy of your employment agreement with the employee.
It is also good practice to have:
- a job description
- a personal profile
- an application form.
To complete your records, you must:
- have your employee complete a tax code declaration (ir330)
- set up a wage and time record (including days and hours worked)
- set up a holiday and leave record.
Your employee’s personal file. In addition to the documents above, you should also record:
- details of New Zealand citizenship or residence, or the work visa held (if you have not included this on your application form)
- dates when the employee becomes entitled to conditions under either minimum legal entitlements or additional provisions in their employment agreement
- details of who to contact in case of an emergency
- details of the bank account to be credited with wages (if this is your agreed method of payment).
The first-time employer
If this is your first employee, you are required to register as an employer with Inland Revenue, which will also advise ACC that you have become an employer. Each organisation produces guides for first-time employers.
Both organisations also provide advisory services.
On a new employee’s first day at work, and before they begin working, it is important to:
- provide a full health and safety briefing, including hazards within the workplace and the workplace evacuation plan, and introduce the new employee to the health and safety representative.
- provide any safety or other equipment required for the job prior to the employee commencing work.
- inform the employee of any reporting requirements, such as who to contact in case of absence or in an emergency in the workplace.
- clarify expectations regarding attendance and breaks.
- outline your training, either on- or off-the-job, that the employee can expect. (it is good practice to record this in writing.)
- if the employment agreement contains a probation or trial period, this should also be discussed, and the support and guidance that the employee will receive during that period should be made clear.
- outline when and how you will review and give feedback on performance.
- introduce the employee to supervisors and co-workers, and the union delegate where there is one.
- make available to the employee information on any in-house policies that apply to them or their job (such as internet and email policy, sexual harassment, reimbursement of business expenses etc.).
- explain and, where appropriate, sign the employee up to any benefit schemes (such as medical insurance or superannuation).
Touch base at the end of the day to see if the employee needs any further information as a result of their first day’s experience.