Onboarding new employees is an incredibly important process that all employers or employing entities need to manage. The following key points are the basics or minimum requirements that employers should consider and understand when onboarding new employees…
More information can be found within accounting software packages in their help desk platforms, ATO or FairWork websites.
Know the Law, have an agreement signed.
Before hiring a new employee, you need to make sure you know your rights and responsibilities.
The minimum terms and conditions of employment come from an award, registered agreement and contract of employment, and the National Employment Standards (NES). An employment contract or registered agreement can’t provide for less than what is in the NES.
- Ensure you have contracts for all employees, stating all expectations, hours of work, probation periods, scope and job descriptions.
To find the right award, use our Find my award tool. To find out if an enterprise agreement applies, visit the Fair Work Commission website
Compliance items required by ATO / Fairwork at time of employment
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- Tax File Number declaration
- Superannuation Guarantee forms
- FairWork Statement
Right to disconnect
It’s important to be aware that employees of non-small business employers have the right to refuse contact outside their working hours, unless doing so is unreasonable. When determining whether an employee’s refusal is unreasonable, several factors must be considered.
For small business employers and their employees, the right to disconnect provisions apply from 26 August 2025.
Employers and employees are encouraged to discuss out of hours contact and set expectations that suit the workplace and the employee’s role. Where possible, there are benefits to having these conversations before out of hours contact happens.
Learn more about an employee’s right to disconnect as well as tips for discussing out of hours contact.
Accounting Systems and Record keeping
Employers need to keep written time and wages records for all employees and must give employees a pay slip within one working day of paying their wages. To find out more, go to our pay slips and record-keeping page. It is also preferable to manage Payroll on an ATO approved accounting system such as XERO or MYOB. This is to enable efficient uploads into the ATO Single Touch Payroll portal for each employee and necessary tax office tracking, manage the payment of obligations (superannuation / PAYG).
- Onboarding Checklist
- Accounting and Payroll systems are in place and registered with Authorities / ATO.
- Tax forms, Super forms and bank details
- Copies of CV’s, qualifications, citizenship etc
- Next of Kin information
- Access into a Payroll system, or provide time keeping recording
- Ensure all names, addresses, TFNs, date of birth, etc are recorded properly
- Signed employment agreement and that it is understood.
- Induction meeting, introductions to Staff (if applicable), Policy review, workplace review, etc.
- Company Policies and documents for successful delivery of expected employment tasks, policies may include;
- Health and Safety Policy
- Ethical Policy
- Mental Health Policy
- Code of Conduct Policy
- IT / Email Policy / Social media Policy
- Working from Home Policy
- Performance management Policy, etc etc….
All points noted are of general nature and each workplace is different. Please ensure you are aware of your requirements as an Employer, and refer to https://www.fairwork.gov.au, https://www.ato.gov.au, or discuss with your Business advisors, and Lawyers as needed.
