Congratulations on signing up for this employee resource toolkit. This demonstrates your commitment to running a compliant business and doing things all above board. There are a couple of things that you need to do to set yourself up for hiring success as well.
Here’s the list and links that form your Employee Tool Kit.
Pre-Work: Confirm whether you are hiring an Employee or a Contractor
Before you begin the onboarding process you will need to be extremely clear about the nature of the role you are hiring for as there are quite strict rules about it. The choices are:
- Employee – Full Time
- Employee – Casual
- Employee – Fixed Term
- Contractor
There has been relatively recent legal cases that have changed the field as far as who is considered an employee versus a contractor. There are a number of questions of fact that would indicate one versus the other including who exercises control, how integrated they are in your business, how they’re paid, whether they can sub contract, who bears the commercial risk when things go wrong etc.
If you are in any doubt please seek professional advice because getting this wrong can be extremely costly.
Pre-Work:Ensure you have an effective contract of employment
An employment contract is an agreement between an employer and employee that sets out terms and conditions of employment. A contract can be in writing or verbal. However it is always best to ensure that any contract you have is in writing because you can at least evidence it if needed.
You can obtain an employment agreement from a number of different sources including template providers or qualified legal professionals.
1 – Download the New Employee Information Form
Ask your employee to fill out this information to the best of their ability. This data will be used for easy entry of their details into your payroll system. It also allows you to collect details of their emergency contact, bank account details for payments, inductions and payroll specific information.
2 – Download the Fair Work Information Statement
Employers have to give every new employee a copy of the Fair Work Information Statement before, or as soon as possible after, they start their new job. It is your responsibility to be able to prove that you have done this. The easiest way is to email this form to your new employee as part of the initial onboarding and information gathering process.
It is worth noting that you must give your employee the version that is in place when they start. This means that you should regularly check back on the Fair Work site to ensure that the version you are giving out is the most current.
FULL TIME EMPLOYEES – The direct link to the Fair Work page on the National Employment Standards and the Fair Work Information Statement for employees can be found HERE or you can download the August 2023 version directly from here.
CASUAL EMPLOYEES – There is a special version that is required to be issued for Casual staff. The direct link to the Fair Work Casual Information statement can be found HERE or you can download the November 2022 version directly from here.
Important Note for Casual Employees – The recent Albanese Labor Government changes will significantly impact casual employment offers. Be sure that you are across these so that you understand the implications for your business.
FIXED TERM EMPLOYEES – There is also a new version available for Fixed Term Contract staff. The link to the Fair Work Fixed Term Contract page is HERE or you can download the December 2023 version directly from here.
Knowing the Fair Work rules and obligations as it relates to employment is essential. This includes whether your offer confirms, or is in line, with the minimum National Employment Standards.
3 – Download the Tax File Number Notification Form
Your employees can also do this online themselves through their MyGov profile.
For more information, visit the ATO site on the TFN Declaration HERE.
4 – Download the Superannuation Guarantee Choice Form
Superannuation is compulsory for most employees. This form collects the details of their fund. You will need to pay your quarterly super payments to the fund that they nominate on this form.
If you prefer to download a PDF, you can access that HERE. This form is dated 03.2023. There may become one that is more up to date so if you want to check the link above please do so.
It is your responsibility to get this information, but you can also get this through your Business Portal as well if your employee started after the 1 November 2021.
Important Note 1 : The Superannuation Guarantee Charge rate for superannuation for the 2024 Financial Year is 11%. This moves to 11.5% effective the 1 July 2024.
Important Note 2: The Albanese Labor Government has also brought in new Payday Super laws that have effect from 1 July 2026. It will mean that all employee super payments will be required to be paid at the same time as their salary and wages (rather than quarterly).
5 – Review your Workers Compensation Coverage
When you hire a new employee you should always ensure that you have appropriate workers compensation insurance through the relevant state body.
In Queensland, this is WorkSafe Queensland (LINK) https://www.worksafe.qld.gov.au/
BONUS: Download the New Subcontractor Information Form
If you aren’t sure why you should be checking the ABNs of all of your contractors, then read our blog on that here.
Note: This is a general toolkit that covers the basic information you will need to give to your employee or get from them. There may be industry or profession specific information that you also need to obtain from your new hire, so please just keep that in mind.
Disclaimer – Nothing on this page constitutes personal advice, please refer to our Term and Conditions. If you are looking for tailored advice for your situation then please reach out to become a client. You should always do your own research before making decisions and engage the services of qualified legal and professional advisors.
