Steps to complete the hiring process Ngā hipanga hei whakaoti i te tukanga rapu kaimahi

Offer to onboarding

1. Step01

   Make an offer

   You must:

   • check the candidate can legally work in New Zealand
   • explain the 90-day trial period, if you’re going to use one
   • give the candidate information about any unions or collective agreements supplied to you by the unions.

   You should spend a bit of time chatting about the role and the conditions you’re offering – for example, hours and location of the work, salary, training requirements, fringe benefits and holidays.

   A person is an employee once an offer is accepted. This might be through verbal agreement or signing a letter or employment agreement.

2. Step02

   Sign the employment agreement

   You must:

   • give the candidate a written employment agreement that’s specific to their employee type and includes all the agreed conditions
   • give them a written role description
   • if there’s a collective agreement, give them a form to indicate if they will join the union
   • if you’re using the 90-day trial period, tell them about it again and write it into the agreement
   • give them enough time to consider the agreement and show it to anyone else they might want to
   • make sure they’ve signed the agreement before they start work, or travel from overseas to New Zealand
   • keep a copy of the agreement and make it easy for your employee to access it. 

   If the candidate starts work, or starts to travel for the job, without an employment agreement, minimum employment standards will apply.

   Union forms for new employeesEmployment New Zealand
3. Step03

   Get ready for their first day

   You should:

   • organise anything they need to get going – for example, a computer, uniform, work tools, company policies, safety equipment, security pass and email
   • plan out their first day and an induction process
   • add them to any insurance policies you might have.

   Being prepared for an employee’s first day will:

   • make them be more comfortable
   • speed up their settling-in time
   • get them contributing to your business faster. 

   If this is your first employee, you’ll need to register as an employer with Inland Revenue.

   Register as an employer Inland Revenue
4. Step04

   Complete any remaining paperwork

   You must:

   • sign your employee up for KiwiSaver, if they’re eligible
   • have them complete a tax code declaration (IR330)
   • give them any relevant union forms within their first 10 days of work – return forms to the union, unless the employee objects
   • work out their pay and payroll.

   How to set up a new employee
5. Step05

   Settle in your new employee

   Explain your workplace’s health and safety procedures.

   You should:

   • show your employee how your systems and processes work
   • introduce them to any other workers you might have
   • get their emergency contact details and give them yours.

   The more effort you put into getting the right employee, settling them into the role and getting them up to speed with their work, the better it’ll be for you, your staff and your business.

   Health and safety