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What documents do you need to give employees on their first day of work?

Interviewing prospective employees and selecting promising candidates are crucial parts of the recruitment process, but ensuring that you meet compliance requirements is every bit as important. Part of achieving this latter objective involves developing a robust onboarding program that ticks all the legal and regulatory boxes.

The specifics of a company’s employee induction process will vary between industries and businesses. In saying this, one thing that every enterprise needs to deal with is paperwork. What documents will you need to have ready for new employees on their first day of work?

1. Fair Work Information Statement  

According to the Fair Work Ombudsman, every employer in Australia must give new employees a copy of the Fair Work Information Statement as soon as they undertake a new position. The Statement details the conditions of employment, including:

  • Flexibility arrangements
  • Employment termination
  • Right of entry
  • National Employment Standards
  • Workplace rights

You can give this document in person or by mail, fax, email or sending the new employee a link to the resource on the Fair Work Ombudsman website.

2. Superannuation details  

You’re required by law to pay superannuation for any employees who earn $450 or more.

Business Victoria explained that another key document you’ll need to have on hand for all new employees is the super choice form, which can be found on the website of the Australian Taxation Office (ATO). What makes this particular piece of paperwork so important?

Well, as the ATO noted, you’re required by law to pay superannuation for any employees who earn $450 or more before tax in any calendar month. You need to pay a minimum of 9.5 per cent of a worker’s normal wages into your employees’ chosen super fund as selected in the aforementioned super choice form.

3. Emergency contact information  

While health and safety inductions can minimise the risk of work-related injury and illnesses, accidents will still inevitably occur in any workplace. In such events, it’s important that you’re able to get in touch with any affected employee’s emergency contacts, so be sure to have this paperwork ready to go for all new workers.

Keeping a record of employees' emergency contact details is critical.

Keeping a record of employees’ emergency contact details is critical.

4. Letter of engagement and tax file number

The Fair Work Ombudsman asserted that you’ll need to provide all new employees with a signed copy of their employment contract. In addition, unless the new worker has specifically declined one, you should also obtain a completed tax file number declaration form.

There are many boxes to tick when it comes to legal compliance, but having these documents prepared for new employees will help you ensure you’re meeting all the necessary requirements.

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