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A. By the time your new employee is ready
to start work you must have:

a signed copy of your employment agreement with the employee
a letter offering appointment
assurance they are entitled to work
in New Zealand.

B. It is also good practice to have:

a job description
a personal profile
an application form.

C. To complete your records you must:

have your employee complete a tax code
declaration (IR330)
set up a wage and time record
set up a holiday and leave record.

D. Your employee’s personal file

In addition to the documents above you should also record:
details of citizenship or the work permit
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).

E. The first time employer

If this is your first employee you are required to register as an employer with IRD, who will also advise ACC that you have become an employer.

Each organisation produces guides for first time employers that can be accessed at http://www.ird.govt.nz [external site] and http://www.acc.co.nz [external site].

Both organisations also provide advisory services.

F. Induction

  • 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 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 09-Oct-2007 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.

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This page was last updated on: 09-Oct-2007 and is current.

This information is brought to you by Department of Labour