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EMPLOYEE ONBOARDING CHECKLIST

EMPLOYEE INFORMATION

Field Details
Employee Name: [________________________________]
Employee ID: [________________________________]
Position/Title: [________________________________]
Department: [________________________________]
Reports To: [________________________________]
Work Location: [________________________________]
Start Date: [__/__/____]
Employment Type: ☐ Full-Time ☐ Part-Time ☐ Temporary ☐ Contract
FLSA Classification: ☐ Exempt ☐ Non-Exempt
Onboarding Coordinator: [________________________________]

PHASE 1: PRE-HIRE / PRE-START (Before First Day)

1.1 Offer and Acceptance

Status Task Responsible Date Completed Notes
☐ Offer letter prepared and approved HR / Hiring Manager [__/__/____]
☐ Offer letter sent to candidate HR [__/__/____]
☐ Signed offer letter received from candidate HR [__/__/____]
☐ Offer contingencies communicated (background check, drug test, I-9) HR [__/__/____]
☐ Salary/wage confirmed and entered in payroll system HR / Payroll [__/__/____]

1.2 Background Screening and Pre-Employment Verification

Status Task Responsible Date Completed Notes
☐ Background check authorization form signed by candidate HR [__/__/____]
☐ Background check initiated with vendor: [________________________________] HR [__/__/____]
☐ Background check results received and reviewed HR [__/__/____]
☐ Adverse action process completed (if applicable, per FCRA) HR [__/__/____]
☐ Pre-employment drug test completed (if applicable) HR [__/__/____]
☐ Drug test results received HR [__/__/____]
☐ Professional reference checks completed Hiring Manager [__/__/____]
☐ Education and credential verification completed (if applicable) HR [__/__/____]
☐ Motor vehicle record check completed (if driving required) HR [__/__/____]
☐ Professional license/certification verified (if applicable) HR [__/__/____]

1.3 Pre-Start Administrative Setup

Status Task Responsible Date Completed Notes
☐ Employee record created in HRIS/payroll system HR / Payroll [__/__/____]
☐ Employee ID number assigned HR [__/__/____]
☐ New hire reporting filed with state agency HR / Payroll [__/__/____]
☐ Workstation/office space prepared Manager / IT / Facilities [__/__/____]
☐ Computer/laptop ordered and configured IT [__/__/____]
☐ Phone/extension assigned IT [__/__/____]
☐ Email account created IT [__/__/____]
☐ Network and system access provisioned IT [__/__/____]
☐ Security badge/access card prepared Security / Facilities [__/__/____]
☐ Parking pass arranged (if applicable) Facilities [__/__/____]
☐ Business cards ordered (if applicable) Admin [__/__/____]
☐ Welcome packet/materials prepared HR [__/__/____]
☐ Orientation/onboarding schedule created and sent to employee HR [__/__/____]
☐ Manager notified of start date and onboarding responsibilities HR [__/__/____]
☐ Team/department notified of new hire Manager [__/__/____]

1.4 State New Hire Reporting

State Reporting Deadline Reporting Method Agency
Federal Standard 20 days from date of hire Online / Paper / Magnetic media State Directory of New Hires
California 20 days Online (e-Services) CA Employment Development Dept.
New York 20 days Online (NY New Hire) NY Dept. of Taxation and Finance
Texas 20 days Online / Fax / Mail TX Office of the Attorney General
Florida 20 days Online (FL New Hire) FL Dept. of Revenue
[STATE] [____] days [________________________________] [________________________________]

PHASE 2: DAY ONE

2.1 Welcome and Orientation

Status Task Responsible Date Completed Notes
☐ Employee greeted and welcomed Manager / HR [__/__/____]
☐ Facility tour conducted (restrooms, break room, exits, safety equipment) Manager / Buddy [__/__/____]
☐ Introduction to immediate team members Manager [__/__/____]
☐ Assigned onboarding buddy/mentor: [________________________________] Manager [__/__/____]
☐ Parking, building access, and security procedures reviewed Facilities / Security [__/__/____]
☐ Emergency evacuation procedures and assembly points reviewed Safety / Manager [__/__/____]

2.2 Employment Eligibility and Tax Documents

Status Task Responsible Date Completed Notes
☐ Form I-9, Section 1 completed by employee (on or before first day of work) Employee [__/__/____]
☐ Form I-9, Section 2 completed by employer (within 3 business days of hire) HR [__/__/____]
☐ I-9 supporting documents examined (List A, or List B + List C) HR [__/__/____]
☐ E-Verify case created (if applicable) HR [__/__/____]
☐ Form W-4 (Federal Employee's Withholding Certificate) completed Employee [__/__/____]
☐ State withholding form completed (if applicable) Employee [__/__/____]
☐ Local withholding form completed (if applicable) Employee [__/__/____]

2.3 State-Specific Wage Notices (Day One)

Status State Requirement Form/Notice
☐ California Written wage notice at hire (Labor Code 2810.5) DLSE Wage Theft Prevention Act Notice
☐ New York Written wage notice at hire (NYLL 195(1)) LS 54/LS 55
☐ Illinois Wage notice at hire None specified (written notice)
☐ Colorado Written notice of pay and pay date Per COMPS Order
☐ Connecticut Written wage notice at hire (Conn. Gen. Stat. 31-71f) None specified
☐ Minnesota Written wage notice at hire (Minn. Stat. 181.032) None specified
☐ Washington Written notice at hire (RCW 49.46.005) None specified
☐ [STATE] [________________________________] [________________________________]

2.4 Handbook and Policy Acknowledgments

Status Task Responsible Date Completed Notes
☐ Employee Handbook distributed (hard copy or electronic) HR [__/__/____]
☐ Employee Handbook Acknowledgment signed Employee [__/__/____]
☐ At-will employment acknowledgment signed (or Montana good cause notice) Employee [__/__/____]
☐ Anti-harassment and anti-discrimination policy reviewed HR [__/__/____]
☐ Equal Employment Opportunity (EEO) policy reviewed HR [__/__/____]
☐ Code of Conduct reviewed and acknowledged Employee [__/__/____]
☐ Drug-free workplace policy acknowledged Employee [__/__/____]
☐ Electronic communications and social media policy acknowledged Employee [__/__/____]
☐ Workplace violence prevention policy reviewed HR [__/__/____]
☐ Complaint and grievance procedures reviewed HR [__/__/____]

2.5 Confidentiality and Restrictive Covenant Agreements

Status Task Responsible Date Completed Notes
☐ Confidentiality / Non-Disclosure Agreement (NDA) signed Employee [__/__/____]
☐ Invention/IP Assignment Agreement signed Employee [__/__/____]
☐ Non-compete agreement signed (if applicable and enforceable in jurisdiction) Employee [__/__/____]
☐ Non-solicitation agreement signed (if applicable) Employee [__/__/____]
☐ Arbitration agreement provided and signed (if applicable) Employee [__/__/____]

2.6 Payroll and Direct Deposit

Status Task Responsible Date Completed Notes
☐ Direct deposit authorization form completed Employee [__/__/____]
☐ Payroll schedule explained (weekly, biweekly, semi-monthly, monthly) HR / Payroll [__/__/____]
☐ Pay date(s) communicated HR / Payroll [__/__/____]
☐ Timekeeping system and procedures explained (non-exempt employees) Manager / HR [__/__/____]
☐ Overtime policy reviewed (non-exempt employees) Manager / HR [__/__/____]
☐ Meal and rest break policy reviewed (where required by state law) Manager / HR [__/__/____]

PHASE 3: FIRST WEEK (Days 2-5)

3.1 Benefits Enrollment

Status Task Responsible Date Completed Notes
☐ Benefits orientation session scheduled HR / Benefits [__/__/____]
☐ Benefits overview presented (medical, dental, vision, life, disability) HR / Benefits [__/__/____]
☐ Summary Plan Descriptions (SPDs) provided HR / Benefits [__/__/____]
☐ Health insurance enrollment form completed Employee [__/__/____]
☐ Dental insurance enrollment completed Employee [__/__/____]
☐ Vision insurance enrollment completed Employee [__/__/____]
☐ Life insurance enrollment and beneficiary designation completed Employee [__/__/____]
☐ Short-term disability enrollment completed (if applicable) Employee [__/__/____]
☐ Long-term disability enrollment completed (if applicable) Employee [__/__/____]
☐ Flexible Spending Account (FSA) enrollment (if applicable) Employee [__/__/____]
☐ Health Savings Account (HSA) enrollment (if applicable) Employee [__/__/____]
☐ 401(k) / retirement plan enrollment and beneficiary designation Employee [__/__/____]
☐ Employee Assistance Program (EAP) information provided HR [__/__/____]
☐ Commuter benefits enrollment (if applicable) Employee [__/__/____]
☐ Supplemental insurance options reviewed (accident, critical illness, etc.) HR [__/__/____]
☐ Benefits enrollment deadline communicated: [__/__/____] HR [__/__/____]

Benefits Enrollment Deadline: [__/__/____] (typically 30 days from date of hire)

3.2 Safety and Compliance Training

Status Task Responsible Date Completed Notes
☐ General workplace safety orientation completed Safety / HR [__/__/____]
☐ Emergency evacuation plan and procedures reviewed Safety / Manager [__/__/____]
☐ Fire extinguisher locations and use demonstrated Safety [__/__/____]
☐ First aid kit locations identified Safety [__/__/____]
☐ Hazard Communication (HazCom/GHS) training completed Safety [__/__/____]
☐ Safety Data Sheets (SDS) locations identified Safety [__/__/____]
☐ Personal Protective Equipment (PPE) issued and training completed Safety [__/__/____]
☐ Ergonomic workstation assessment completed (office workers) Safety / HR [__/__/____]
☐ Injury and illness reporting procedures reviewed Safety / HR [__/__/____]
☐ Workers' compensation information provided HR [__/__/____]
☐ Industry-specific safety training completed: [________________________________] Safety [__/__/____]
☐ Workplace violence prevention training completed (required in some states) HR / Safety [__/__/____]

3.3 IT and Systems Setup

Status Task Responsible Date Completed Notes
☐ Computer/laptop delivered and set up IT [__/__/____]
☐ Email configured and tested IT [__/__/____]
☐ Network login credentials provided IT [__/__/____]
☐ VPN access configured (if remote/hybrid) IT [__/__/____]
☐ Multi-factor authentication (MFA) set up IT [__/__/____]
☐ Phone system / voicemail set up IT [__/__/____]
☐ Required software installed and configured IT [__/__/____]
☐ Access to shared drives / cloud storage granted IT [__/__/____]
☐ Collaboration tools access (Slack, Teams, Zoom, etc.) IT [__/__/____]
☐ HRIS / self-service portal access configured IT / HR [__/__/____]
☐ Timekeeping system access set up (non-exempt employees) IT / Payroll [__/__/____]
☐ IT security policy reviewed and acknowledged IT / Employee [__/__/____]
☐ Cybersecurity awareness training completed IT [__/__/____]
☐ Acceptable use policy acknowledged Employee [__/__/____]

3.4 Job-Specific Training (Week 1)

Status Task Responsible Date Completed Notes
☐ Job description reviewed and discussed Manager [__/__/____]
☐ Role expectations, priorities, and key responsibilities clarified Manager [__/__/____]
☐ Performance standards and evaluation criteria discussed Manager [__/__/____]
☐ Key processes and workflows explained Manager / Team [__/__/____]
☐ Introduction to key internal contacts and stakeholders Manager [__/__/____]
☐ Introduction to key external contacts (clients, vendors, partners) Manager [__/__/____]
☐ Department meetings and recurring meeting schedules shared Manager [__/__/____]
☐ Initial project or task assignments provided Manager [__/__/____]
☐ Access to department-specific tools, databases, and resources Manager / IT [__/__/____]

3.5 Required Compliance Training (Week 1)

Status Task Responsible Date Completed Notes
☐ Anti-harassment training completed (required in CA, CT, DE, IL, ME, NY, and others) HR / Training [__/__/____]
☐ Diversity, equity, and inclusion (DEI) training (if required or offered) HR / Training [__/__/____]
☐ Data privacy and protection training (if handling personal data) IT / HR [__/__/____]
☐ HIPAA training (if applicable to role) Compliance [__/__/____]
☐ Ethics and compliance training Compliance [__/__/____]
☐ Industry-specific regulatory training: [________________________________] Compliance [__/__/____]

PHASE 4: FIRST 30 DAYS

4.1 Integration and Development

Status Task Responsible Date Completed Notes
☐ Week 1 check-in meeting with manager completed Manager [__/__/____]
☐ Week 2 check-in meeting with manager completed Manager [__/__/____]
☐ 30-day check-in meeting scheduled Manager / HR [__/__/____]
☐ Initial performance goals established (SMART goals) Manager / Employee [__/__/____]
☐ Training plan reviewed and progress assessed Manager [__/__/____]
☐ Cross-functional introductions completed Manager [__/__/____]
☐ Employee has identified go-to resources for questions Manager / Buddy [__/__/____]
☐ Employee feedback on onboarding process collected HR [__/__/____]

4.2 Benefits Enrollment Confirmation

Status Task Responsible Date Completed Notes
☐ All benefits enrollment forms submitted before deadline Employee [__/__/____]
☐ Benefits elections confirmed in HRIS system HR / Benefits [__/__/____]
☐ Insurance cards / plan information received by employee Benefits [__/__/____]
☐ 401(k) / retirement plan enrollment confirmed Benefits [__/__/____]
☐ Beneficiary designations on file HR / Benefits [__/__/____]

PHASE 5: FIRST 60 DAYS

Status Task Responsible Date Completed Notes
☐ 60-day check-in meeting with manager completed Manager [__/__/____]
☐ Progress toward performance goals assessed Manager [__/__/____]
☐ Additional training needs identified Manager / Employee [__/__/____]
☐ Employee engagement and satisfaction check Manager / HR [__/__/____]
☐ Any concerns or issues addressed Manager / HR [__/__/____]
☐ Workload and resource needs assessed Manager [__/__/____]

PHASE 6: FIRST 90 DAYS / PROBATIONARY PERIOD REVIEW

Status Task Responsible Date Completed Notes
☐ 90-day performance review meeting scheduled Manager / HR [__/__/____]
☐ 90-day performance review completed Manager [__/__/____]
☐ Performance rating documented Manager [__/__/____]
☐ Probationary/introductory period status determined: Manager / HR [__/__/____]
☐ Successfully completed
☐ Extended to: [__/__/____]
☐ Employment terminated
☐ Updated performance goals established for next period Manager / Employee [__/__/____]
☐ Professional development plan discussed Manager / Employee [__/__/____]
☐ All required training certifications completed and documented HR / Training [__/__/____]
☐ Employee feedback on onboarding experience collected HR [__/__/____]
☐ Onboarding file reviewed for completeness HR [__/__/____]
☐ Probationary period completion letter issued (if applicable) HR [__/__/____]

PHASE 7: MANAGER ONBOARDING RESPONSIBILITIES

Manager Checklist (To be completed by the hiring manager)

Status Task Deadline Notes
☐ Review new hire's resume, application, and offer letter Before start date
☐ Prepare workstation, equipment, and supplies Before start date
☐ Create 30/60/90 day onboarding plan Before start date
☐ Identify and assign onboarding buddy/mentor Before start date
☐ Notify team of new hire's start date and role Before start date
☐ Block calendar for Day 1 welcome and orientation Before start date
☐ Schedule recurring 1:1 meetings for first 90 days Week 1
☐ Prepare initial project/task assignments Week 1
☐ Introduce employee to key stakeholders Weeks 1-2
☐ Set clear performance expectations and goals Week 1
☐ Provide regular feedback on performance Ongoing
☐ Conduct weekly check-ins during first month Weeks 1-4
☐ Conduct 30-day check-in Day 30
☐ Conduct 60-day check-in Day 60
☐ Conduct and document 90-day review Day 90
☐ Confirm all required training completed Day 90

ONBOARDING COMPLETION SUMMARY

Document Checklist

Document Received Date Filed
Signed offer letter ☐ [__/__/____] ☐
Form I-9 (Sections 1 and 2 complete) ☐ [__/__/____] ☐
Form W-4 ☐ [__/__/____] ☐
State withholding form(s) ☐ [__/__/____] ☐
Direct deposit authorization ☐ [__/__/____] ☐
Employee Handbook acknowledgment ☐ [__/__/____] ☐
Confidentiality / NDA agreement ☐ [__/__/____] ☐
Non-compete / Non-solicitation (if applicable) ☐ [__/__/____] ☐
Arbitration agreement (if applicable) ☐ [__/__/____] ☐
Benefits enrollment forms ☐ [__/__/____] ☐
Emergency contact form ☐ [__/__/____] ☐
State wage notice (if required) ☐ [__/__/____] ☐
Background check authorization/results ☐ [__/__/____] ☐
Drug test results (if applicable) ☐ [__/__/____] ☐
Safety training documentation ☐ [__/__/____] ☐
Anti-harassment training certificate ☐ [__/__/____] ☐
90-day performance review ☐ [__/__/____] ☐

Completion Sign-Off
Onboarding Coordinator: [________________________________]
Signature: _______________________________
Date: [__/__/____]
Manager: [________________________________]
Signature: _______________________________
Date: [__/__/____]
Employee: [________________________________]
Signature: _______________________________
Date: [__/__/____]

SOURCES AND REFERENCES

  1. Form I-9 Requirements -- Immigration and Nationality Act, 8 U.S.C. 1324a; 8 CFR 274a.2; USCIS Form I-9 Instructions, https://www.uscis.gov/i-9.
  2. E-Verify -- Employers enrolled in E-Verify may use DHS-authorized alternative procedures for remote I-9 document examination; see https://www.e-verify.gov.
  3. Form W-4 -- IRS Form W-4, Employee's Withholding Certificate; 26 U.S.C. 3402.
  4. New Hire Reporting -- Personal Responsibility and Work Opportunity Reconciliation Act of 1996, 42 U.S.C. 653a (20-day reporting deadline; penalties up to $25 per employee, $500 for conspiracy).
  5. ERISA Benefits Enrollment -- Employee Retirement Income Security Act, 29 U.S.C. 1001 et seq.; ACA employer mandate, 26 U.S.C. 4980H (no waiting period longer than 90 days for applicable large employers).
  6. OSHA Safety Training -- Occupational Safety and Health Act, 29 U.S.C. 651 et seq.; 29 CFR 1910 (General Industry Standards); Hazard Communication Standard, 29 CFR 1910.1200.
  7. FCRA Background Checks -- Fair Credit Reporting Act, 15 U.S.C. 1681 et seq. (authorization and adverse action requirements).
  8. State Wage Notices -- CA Labor Code 2810.5 (Wage Theft Prevention Act); NY Labor Law 195(1); various state requirements for written notice of pay rate, pay date, and employer information at time of hire.
  9. Anti-Harassment Training -- Required in CA (Gov. Code 12950.1), CT (Conn. Gen. Stat. 46a-54(15)(B)), DE (Del. Code tit. 19 710A), IL (775 ILCS 5/2-109), ME (26 M.R.S. 807), NY (NY Labor Law 201-g), and other states.
  10. FLSA Classification -- Fair Labor Standards Act, 29 U.S.C. 201 et seq.; current federal salary threshold for exempt employees: $684/week ($35,568/year) per 29 CFR 541 (DOL 2024 final rule increasing threshold to $1,128/week was vacated by federal court, Nov. 15, 2024).

This template is provided by ezel.ai for informational purposes only and does not constitute legal advice. Onboarding requirements vary by jurisdiction, industry, and employer size. This document must be reviewed and customized by a qualified attorney and HR professional before use. No attorney-client relationship is created by use of this template.

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ONBOARDING CHECKLIST

GENERAL TEMPLATE

Effective Date: [DATE]
Party A: [PARTY A NAME]
Address: [PARTY A ADDRESS]
Party B: [PARTY B NAME]
Address: [PARTY B ADDRESS]
Governing Law: [GOVERNING STATE]
This document is entered into by and between [PARTY A NAME] and [PARTY B NAME], effective as of the date set forth above, subject to the terms and conditions outlined herein and the laws of [GOVERNING STATE].
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