Nonprofit Guide to Employment Law Issues in Texas * XXX
Hiring Checklist
The following are recommended steps for an employer to follow when hiring a new employee. Not all of these steps are required, but by following each of these steps, an employer reduces risk and exposure to liability.
Job Opening....
Create job description with essential functions
Job advertisement, including prominent statement "We are an Equal Opportunity Employer" prepared and distributed [Note: required for government contractors; good for everybody]
If Government Contractor, post with State Employment Service
Applications completed and submitted to employer
Review applications
Identify candidates who meet minimum qualifications
Schedule interview for best qualified candidates
Prepare interview questions
Conduct interviews, preferably with more than one interviewer
Obtain a signed information release from applicant
Obtain a signed driving record release from applicant (if applicable)
Optional: Criminal Background Check (Employers who perform a criminal background check need to have an established policy and procedure on how they will handle the criminal information. The necessity of this check depends on the type of work your employees and volunteers will be performing. Background checks require use of several federally-required forms. Consult the background checking provider or an attorney before commencing the process.)
If Applicant is a good candidate for hire, continue....
Check employment references
Call applicant if additional information or clarification needed
Hold hiring committee meeting to discuss applicants
Make hiring decision based on job-related factors
Nonprofit Guide to Employment Law Issues in Texas * XXX
If Applicant is offered and accepts position, continue....
Employment manual distributed to new employee
Receipt of employment manual form signed and placed in personnel file
Insurance and benefits information provided to employee
Employment eligibility documentation obtained from new employee and INS Form 1-9 placed in a file separate from personnel file [Note: required per USCIS]
Employee withholding IRS Form W-4 signed and placed in personnel file
Notice of Workers’ Compensation Coverage signed and placed in personnel file
Social Security number verified (if employee has a Social Security number)
Emergency exit and safety procedures explained
Job orientation and training provided
Key provided
New Hire report made to State of Texas
If Applicant is not offered a position, continue....
Send “Thank you, but we had many highly qualified candidates and we cannot offer you a position at this time” letter
Keep records of applicants and hiring program for two years from the date of the hire or the date the programs ends, whichever is longer.