Proper employee onboarding is essential to the success of your business. It helps new employees better understand the mission and culture of your company. A successful employee onboarding experience can boost employee morale, confidence, retention, and productivity, which can improve your bottom line.
However, a disorganized and confusing employee onboarding experience can cause legal problems for your company right at the start of the hiring process and throughout the employee’s stay with the company. There are many state and federal regulations and compliance obligations that must be met. When these obligations and legal matters are not satisfied, it can put you and your company at risk.
Legislation regarding new hire notifications is forever changing, especially regarding paid sick leave, family and maternity leave, wages, healthcare, and work safety. Legislation affecting new hire notifications can be complicated and cause employers to make unintentional mistakes that can put them in legal jeopardy.
A well-versed employment law attorney can ensure that you are in state and federal compliance with all mandatory obligations during the hiring and onboarding process.
Protect Your Company from Unnecessary Fines and Litigation
Today’s companies are more vulnerable than ever because of these new employee notification requirements. It can be hard for small or large companies to keep up with these changing laws and responsibilities.
Not following new employee notification requirements can lead to expensive fines and penalties. To protect your company from fines and potential litigation, you should allow an experienced employment law attorney to help track, develop, and enforce these mandatory notifications through legal documentation.
Federal Government Onboarding Requirements
Make sure that all the forms and procedures regarding employee onboarding are completed accurately. Any mistakes can put you and the new hire at risk. Make sure the new hire signs all required new hire documents. Make sure all new hires have a social security card with their name and social security number. If an employee does not have a social security number, he or she needs to apply for one. Provide your new hires with an official offer letter or contract and other paperwork, which may include confidentiality agreements. Include all forms that are required by the government, such as:
- Form 1-9 (I9) (Eligibility for Employment): Every US company must complete and maintain one for every person they hire, which includes citizens as well as non citizens.
- New Hire Reporting
- Income Tax Withholding
- Form W4 to Determine Withholding
- W-4 in Spanish
- Form W2
Your attorney can ensure that you have all the appropriate forms to give to your new hires, which will keep you in compliance with federal laws governing employee onboarding procedures and documentation requirements.
Seek Legal Guidance to Avoid Potential Risks in Employee Onboarding Practices
As rules regarding new hire notifications and employee documentation measures continue to change, companies need to be ready to accurately provide the government with appropriate employee information, as well as keep new employees up to speed on new hire notifications.
A knowledgeable employment law attorney can help your company deliver all required notifications to new employees, properly document new hires, and minimize risks overall.