Employee Onboarding Checklist

Verify Right to Work

You must confirm every new employee has a valid right to work in Australia. It is illegal to hire a person who is not an Australian citizen, permanent resident, or visa holder with work rights. Check the Visa Entitlement Verification Online (VEVO) system through the Department of Home Affairs website. Do not rely solely on a visa label in a passport as these are no longer issued. Take a clear screenshot of the VEVO result and save it to the employee personnel file. If the visa has a condition limiting work hours, such as '40 hours per fortnight', you must monitor their timesheets to ensure compliance with the Migration Act 1958.

Confirm Identity

Collect copies of original documents to prove the employee's identity. Acceptable documents usually include a birth certificate, passport, driver licence, or Medicare card. At least one document should contain a photograph. Check that the documents look genuine and have not been tampered with. Record the document type, number, and expiry date. This step helps you meet your obligations under the Privacy Act 1988 and ensures you know exactly who is working on your site.

Sign Employment Contract

Present the employment contract before the employee starts work. The contract must state the type of employment, whether it is full-time, part-time, or casual. It must include the minimum wage rate which comes from the relevant Modern Award. For tradies, this is often the Building and Construction General On-site Award 2020 or the Electrical, Electronic and Communications Contracting Award 2010. The contract cannot offer less than the National Employment Standards. Ensure both the employer and the employee sign and date the agreement.

Check Qualifications and Licences

Tradespeople must hold the correct licences for the job. Verify that their contractor licence or occupational licence is current and valid for the specific state or territory where you are operating. You can check this via the public registers managed by bodies like Service NSW, Queensland Building and Construction Commission (QBCC), or WorkSafe Victoria. Ask for a copy of the licence card. If the role requires a White Card for construction site induction, check the completion date and code. Ensure the employee holds a valid High Risk Work Licence if they operate forklifts, cranes, or scaffolding.

Review Probationary Period

Set a clear probation period in the contract. This allows you to assess the employee's suitability for the role. The maximum probation period is usually three months, but it can go up to six months for some senior roles. Explain the expectations and performance standards clearly during the induction process.

Register for Tax and Super

Get the employee to complete a Tax File Number (TFN) Declaration form. Submit this to the Australian Taxation Office (ATO). Ask for their choice of superannuation fund. You must pay superannuation contributions into a fund that offers MySuper. Set them up in your payroll system using their Statement of Information form if they are claiming a tax-free threshold from a second job.

Workplace Tour and Site Introduction

Welcome the new employee and conduct a tour of the workplace. Show them all key areas including entry and exit points, emergency assembly areas, break rooms, and amenities. Point out location signs for first aid kits, fire extinguishers, and emergency eyewash stations. Introduce them to their direct supervisor and colleagues they will work with closely. Explain the start and finish times, the procedure for recording attendance, and the location of time sheets or clock-in systems.

Safety Briefing and Training

Conduct a formal safety induction before work begins. This is mandatory under the Work Health and Safety Act 2011 (Cth) or corresponding state legislation. You must explain the business's duty of care to provide a safe workplace and the worker's duty to take reasonable care for their own health and safety.

Discuss specific hazards relevant to the trade or site. Review the Safety Data Sheets (SDS) for any hazardous substances stored or used on site. Show the worker where the SDS register is kept. Explain the emergency procedures for fires, injuries, or chemical spills. Verify that the worker understands the 'Stop Work' policy if they identify an immediate risk to themselves or others.

Personal Protective Equipment (PPE)

Issue all mandatory Personal Protective Equipment immediately. Ensure the equipment meets relevant Australian Standards, such as AS/NZS 1336 for eye protection or AS/NZS 1801 for occupational protective helmets.

Demonstrate the correct fit and use of each item. This includes high visibility clothing, safety boots, hearing protection, and respiratory equipment if required. Inspect the gear with the employee to confirm it is in good condition. Explain the process for reporting damaged or worn-out PPE and how to get replacements. Record the issue of this equipment in the employee's personnel file.

IT Access and System Setup

Set up the employee's access to necessary IT systems. Provide their unique user ID and initial password for the business network or management software. Ensure they can access the rostering system, email, and any job management apps the company uses. Verify access to cloud storage folders where standard operating procedures and manuals are stored. Confirm that their phone contact details are entered into the company communication list.

Fair Work Information Statement

Provide the employee with a copy of the Fair Work Information Statement (FWIS). The Fair Work Ombudsman requires all employers to give this statement to new employees. It outlines the conditions of employment and rights under the Fair Work Act 2009. You can provide this as a printed copy or a digital link via email. Ask the employee to sign an acknowledgement confirming they have received and understood the information. Keep this signed acknowledgement on file.

Administrative Sign-off

Complete the necessary tax file number declaration and superannuation choice form. Ensure the employee provides their bank account details for payroll processing. Review the position description to confirm the agreed duties and clarify the probation period if applicable.

Payroll and Tax Setup

Collecting the right information at the start saves headaches with the Australian Taxation Office (ATO) later. You must register every new worker in your payroll system using these specific documents and details.

Tax File Number (TFN) Declaration Every new employee must complete a Tax File Number declaration. You can get this form from the ATO website. The employee must provide their TFN or claim an exemption. If an employee does not provide a TFN, you must withhold tax at the top rate of 47 percent. You must submit this form to the ATO. Keep a copy for your own records. The information on this form determines the amount of tax you withhold from their pay.

Bank Details You need the employee's bank account information to pay their wages. Ask for their BSB number, account number, and account name. You must pay their superannuation guarantee to a different fund, so do not use these bank details for super payments. Verify these details with a payslip from their previous bank if possible. If you pay into the wrong account, it is very difficult to get the money back.

Superannuation Choice Form Employees have the right to choose their superannuation fund. You must provide a Standard choice form (NAT 13080) within 28 days of them starting work. If the employee is eligible and does not make a choice, you must pay their super into your employer-nominated fund. You must check if your chosen fund has a MySuper product. This is a requirement under the Superannuation Industry (Supervision) Act 1993.

Tax File Number and Superannuation You need the employee's TFN for superannuation purposes too. If you do not have their TFN, you must pay extra superannuation tax on their contributions. This is mandated by the Superannuation Guarantee (Administration) Act 1992.

Tax Residency Status The tax declaration form asks about residency status. An employee is an Australian resident for tax purposes if they reside in Australia. Foreign residents have different tax rates. You must know this status to withhold the correct amount of tax. If a worker is a working holiday maker, special tax rates apply.

Single Touch Payroll (STP) Reporting Since 1 July 2019, Australian businesses must report employees' tax and super information to the ATO through Single Touch Payroll (STP) each time you pay them. You need payroll software that is STP-compliant to do this. This includes reporting salaries, wages, pay as you go (PAYG) withholding, and superannuation liability information.

Records and Privacy Keep all tax and super information secure. The Privacy Act 1988 requires you to protect personal information. Store these records for at least five years. They can be digital or paper. Ensure your records match the data you send to the ATO via STP.

Workplace Health and Safety (WHS)

As a person conducting a business or undertaking (PCBU), you must meet your duties under the Work Health and Safety Act 2011. This means you must ensure, so far as is reasonably practicable, the health and safety of your workers while they are at work. Use this checklist to verify that every new employee understands the safety rules and follows the correct procedures before starting work on site.

Site Induction A site induction is mandatory for every worker, regardless of their experience level. You must not allow a worker to start duties until this step is complete. The induction must cover the specific layout of the workplace, location of emergency exits and assembly points, and the use of first aid kits. You need to explain emergency procedures, including how to raise the alarm and who the fire wardens or first aid officers are. Record the date of the induction and have both the manager and the worker sign a written acknowledgement to keep on file.

Hazard Reporting Training Workers need to know how to identify and report risks immediately. You must train them on the hierarchy of controls, which prioritises eliminating risks before using personal protective equipment (PPE). Walk the new employee through the hazard reporting process used in your business. Show them how to fill out a hazard report form or use the digital reporting tool. Explain that they have a legal duty under Section 28 of the WHS Act to take reasonable care for their own health and safety and to not adversely affect the health and safety of others. They must speak up if they see something unsafe.

Manual Handling Manual handling injuries are a major cause of workplace absenteeism. Refer to the Code of Practice: How to Manage Work Health and Safety Risks when training staff. Instruct the worker on safe lifting techniques. They should keep the load close to their body, bend at the hips and knees rather than the back, and avoid twisting while lifting. Assess the specific tasks they will perform. If a load is too heavy, awkward, or difficult to grip, you must provide mechanical aids or team lifting procedures. Do not expect workers to lift beyond their capacity.

Reading Safety Policies Provide the employee with copies of key safety documents on their first day. Essential reading includes the Workplace Health and Safety Policy, Safe Work Method Statements (SWMS) for high risk construction work, and any material safety data sheets (MSDS) for hazardous substances used on site. Allocate time for the worker to read these documents thoroughly. Do not just hand them a folder and assume they will read it later. You must review the policies with them to confirm they understand the content. Ask questions to test their knowledge regarding specific safety protocols relevant to their role.

Code of Conduct and Workplace Behaviour

You must read and sign our Code of Conduct. This document outlines how we expect staff to behave on site and in the office. It covers your duty to follow reasonable directions and treat everyone with respect. Specifically, you need to acknowledge receipt of our Anti-Bullying and Harassment Policy.

Under the Fair Work Act 2009 (Cth), bullying occurs when repeated unreasonable behaviour creates a risk to health and safety. Harassment includes unwanted behaviour based on gender, race, or disability. We have zero tolerance for this. We also comply with the Sex Discrimination Act 1984 (Cth). Familiarise yourself with the complaints process so you know exactly what to do if an issue arises.

Workplace Health and Safety (WHS)

Safety is non-negotiable. You are required to read our WHS Policy and specific Safe Work Method Statements (SWMS) relevant to your trade. Your primary obligation under the Model Work Health and Safety Act (the WHS Act) is to take reasonable care for your own safety and the safety of others.

This includes wearing Personal Protective Equipment (PPE) as instructed and reporting hazards immediately. You must sign off to confirm you understand these site safety rules.

Drug and Alcohol Policy

We maintain a strict drug and alcohol policy to ensure a safe working environment. Being under the influence of drugs or alcohol while on duty is a sackable offence. You must agree to comply with testing requirements if they apply to your role. This policy exists to meet our duty of care under the WHS Act to prevent incidents and injuries caused by impairment.

Information Technology and Communications

If you use a company ute, tablet, or mobile phone, you must read and sign our Internet and Email Usage Policy. You are not to use company devices for personal social media, illegal downloads, or inappropriate content. We monitor usage to ensure compliance with the Privacy Act 1988 (Cth) and to protect our business systems from cyber threats.

Company Vehicles and Equipment

For those driving company vehicles, you must acknowledge our Fleet Policy. This covers your responsibilities for vehicle maintenance, logbook recording, and obeying road laws. You also need to sign for any specific tools or expensive plant issued to you. This ensures you understand your obligation to care for the gear and return it in good condition if you leave the business.

Setting Expectations

Clear communication at the start of employment prevents problems later. You must sit down with the new employee during their first week to discuss exactly what you expect from them. Do not rely on a vague understanding of the role. For tradespeople, this means being specific about productivity standards, tool care, site safety behaviour, and the quality of their finished work.

Outline the Key Performance Indicators (KPIs) relevant to their position. Examples include completing specific tasks within a set time frame, maintaining a clean worksite, or achieving a zero-incident safety record. Refer to the position description provided in their onboarding documents. Ensure they understand their duties regarding the Work Health and Safety Act 2011 (Cth) or the relevant state equivalent. This legislation requires every worker to take reasonable care for their own health and safety and the safety of others.

It is critical to link these expectations back to the employment contract. The contract states the length of the probation period, usually between three and six months under the Fair Work Act 2009. Explain clearly that achieving these expectations is a condition of successfully passing probation. You must give them a fair chance to meet these standards.

Scheduling the Probation Review

You should schedule the formal review meeting approximately two weeks before the probation period expires. This gives you enough time to make a final decision and process the paperwork if things are not working out. Put this meeting in the calendar as soon as the employee starts.

Review periods are legally distinct from unfair dismissal eligibility. While the Fair Work Act 2009 generally requires one year of service for a business to access the unfair dismissal jurisdiction, the probation period allows both parties to assess the fit of the role without the full procedural requirements of a standard termination. However, you must still act reasonably.

Prepare for the meeting by reviewing the employee's work against the expectations set at the start. Gather examples of their work, attendance records, and any safety logs.

During the meeting, provide honest feedback. Confirm whether they have passed probation. If they have passed, provide a letter of confirmation and adjust their pay if a wage increase was agreed upon in the contract. If they have not met the standard, extend the probation only if the original contract allows it, or terminate the employment with the required notice period as outlined in the Fair Work Regulations 2009 and the employee's contract. Document the discussion and the outcome in their personnel file.