In our last post about hiring, we talked through what steps you need to take to make sure you can afford to hire additional staff (to read our last post about hiring, click here). Once you decide to hire someone, you need to lay the groundwork for keeping good employee records. What are some recordkeeping basics when you hire someone?
Develop a basic employee handbook. The employee handbook outlines your employment policies, company rules and other key information your staff needs to know. It is critical to make sure your handbook reflects the latest labor laws. Your employee handbook needs to represent the actual practices and values of your business.
Write a job description. A job description summarizes the essential responsibilities, activities, qualifications, and skills for a role.
Set up personnel files for each person hired. These will include all forms (W-4, K-4, I-9, and Kentucky New Hire Reporting). It will also include the employee’s resume and application. Once you have hired, this folder will house any disciplinary action or performance records for the employee.
Set up payroll/timesheet files. All timesheets should go in this file. Timesheets need to be signed and dated by the employee. This file will also include all your payroll records. This could be check stubs, the files sent by your payroll company, or print outs from your payroll processor for each paycheck written.
There are several helpful resources available for you to help get hiring right. One of the best resources we have found is the Create Your Own Employee Handbook: A Legal & Practical Guide, by Amy DelPo and Lisa Guerin (Nolo). It is available at most public libraries or you can order it online.
KCARD has assisted businesses across the state in developing employee policies and procedures, reviewing job descriptions, and working on developing employee recordkeeping systems. Feel free to call the Kentucky Center for Agriculture and Rural Development staff at (859) 550-3972 or email us at kcard@kcard.info and one of our business development staff would be happy to help.