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Introduction to New hire onboarding

Deputy Help
  • Updated
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New hire onboarding is one of the features of Deputy HR and removes the need to collect paper forms from your team members as they join your team.

 

Using this feature, team members can enter some of their own details, upload required documents and sign forms electronically before they start their employment.
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New hire onboarding saves you time and money during the recruitment process by allowing you to create template documents that you can use over and over again but customize for each new hire you onboard. Templates also provide a streamlined workflow to ensure all your team members receive consistent and appropriate employment information as they come into your team.

 

What information can I collect during Onboarding?

  AU UK US
Personal details
  • Name
  • Mobile number
  • Email address
  • Date of birth
  • Gender
  • Preferred name
  • Address
  • Emergency contact name
  • Emergency contact number
  • Emergency contact Relationship
  •  
  • Name
  • Mobile number
  • Email address
  • Date of birth
  • Gender
  • Preferred name
  • Address
  • Emergency contact name
  • Emergency contact number
  • Emergency contact Relationship
  • Name
  • Mobile number
  • Email address
  • Date of birth
  • Gender
  • Preferred name
  • Address
  • Social security number
  • Emergency contact name
  • Emergency contact number
  • Emergency contact Relationship
Bank details
  • BSB code
  • Account number
  • Account name
  • Sort code
  • Account number
  • Account name
  • Bank name
  • Banking institution name
  • Account holder name
  • Account number
  • Routing Number
Tax Details
  • Tax file number
  • Name
  • Pay basis
  • Taxation related questions:
    • Residency status
    • Country of origin
    • Declaration for tax-free threshold
    • Declaration for SFSS (Financial Supplement Debt)
    • Declaration for Student Loan
  • National Insurance number
  • Employee statement
  • Student loan details
  • Upload a P45 form
  • Federal Tax Form (W4)
  • Applicable state tax form
Superannuation
  • Name
  • Fund name
  • Fund number
  • SMSF declaration
  Not applicable  Not applicaable
Right to work
  • Residency status
  • Upload document & expiry date
    • passport
    • birth certificate
    • photo ID
  • Residency details - UK/Irish citizen or Foreigner
  • Share code
  • Upload relevant documents
    • passport
    • birth certificate
    • right-to-work supporting documents
  • Employment eligibility verification (I-9) information, declaration and signatures

 

In addition to this data, managers can request a copy of any documents they need from the new hire such as identification documents or training certificates.

Managers can also have them sign and return any documents they need using templates that you can configure in your Deputy account.

When scheduling shifts, managers will be warned if their team member has not submitted their onboarding forms yet.

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