The onboarding process or your new employee is your company’s opportunity to set expectations in order to reduce your liability as an employer. The first two stages of the hiring process help you find an individual who meets the position’s requirements, will fit well within the company, can reduce the possibility of workers’ comp claims, and lessen the chance of litigation. As the new employee starts their job, your onboarding process will ensure they understand how to comply with the policies your company has put in place to reduce its overall liability. A New Hire Packet should contain all the forms and materials necessary to educate the new employee about your expectations.
In our previous articles about reducing your liability during the hiring process, we discussed how candidates are most wiling to comply to your requests before they are hired while their application is still being evaluated. That is your opportunity to make clear their job duties as well as the proper channels you’d like them to follow in regards to company policies and procedures.
Now that your applicant has become an employee, it’s time to educate them on conduct within the company. Specifically, you should explain to them how to avoid injuries and how to continue promoting a safe work environment in a New Hire Packet.
Employee Injury Responsibility Document
Your New Hire Packet should include an Employee Injury Responsibility document. This document will inform the employee on what practices should be followed to sustain a safe workplace and all the company rules surrounding workplace illness and injuries. An Employee Injury Responsibility document can prevent a minor incident from turning into a major claim.
All new employees should be required to read the rules for what to do in case of injury and sign an acknowledgement that they have read and understand them. For example, any workplace injury reported to a supervisor should be recorded in the “First Report of Injury Form.” Clearly laid out steps in your company’s Employee Injury Responsibility document will help reduce workers’ compensation claims and lessen their impact.
I-9 Employment Eligibility Verification Form
New employees must also complete an I-9 Employment Eligibility Verification Form. This form verifies the identity and employment authorization of individuals hired for employment in the United States. You can download this document here, on the U.S. Citizenship and Immigration Services Website.
Motor Vehicle Report
If your employee will drive as part of their job, you will need their Motor Vehicle Report. This report is required by law in all 50 states by companies employing individuals behind the wheel, and provides a comprehensive review of individual driving records, including offenses and citations. Use this as an employer to ensure the applicant’s license is valid, avoiding unlawful hiring and determine that your new employee will not be your next accident waiting to happen.
Social Security Number Verification
Verify that the potential employee’s Social Security number is valid can be done here. This is another mechanism to guarantee honesty and avoid fraudulent activity from the applicant.
An Employee Handbook is also an essential component of your New Hire Packet. It sets the standards of employee conduct, spells out workplace rules, and can provide the guidelines for handling an injury or illness that occurs in the workplace. This will remove any potential confusion between employees and supervisors, leave no room for excuses. If every employee receives a handbook and signs a document that they have read and understand it, they are unable to claim they were unaware of your rules. Answering common workers’ compensation questions within the handbook will make sure all employees are abreast to the company’s procedures for handling an injury.
BizAssure offers a free analysis of your existing Employee Handbook. Their labor law firm can create an Employee Handbook for you for around $900. This handbook will act as your company’s first line of defense against legal problems, and can save you copious amounts of money if designed correctly.
ERM is Determined to Help You Lower Your Total Cost of Risk
ERM Insurance is dedicated to lowering the overall costs your business can incur by providing best workers’ compensation hiring practices for your business. ERM Insurance’s holistic risk management programs are dedicated to protecting your business. We work to save you money through proper employment practices. As our client, you will receive these services, consultations and all the legal documents you need.
Call (949) 222-0444 today to begin a discussion about hiring practices that will lower liability and costs in your business.