Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After selecting the best candidate.

Action: Extend a detailed job offer including:

• • Job Title: Clearly specify the role.

  • Compensation: List salary or hourly pay. As of 2024, the minimum wage in New Zealand is NZD 23.15 per hour.

  • Start Date: Mention the expected commencement date.

  • Working Hours: Standard is 40 hours per week; outline any overtime policies.

  • Benefits Overview: Highlight key benefits, such as four weeks of paid annual leave.

  • Trial Period: Optional, up to 90 days for employers with fewer than 20 employees.

Outcome: The onboarding process proceeds after candidate acceptance.

Step 2: Employment Agreement 📝

When It’s Used: Immediately following job offer acceptance.

Action: Prepare a written Employment Agreement, a legal requirement in New Zealand, covering:

• • Job Description: Outline duties and responsibilities.

  • Compensation Details: Include regular pay, overtime, and any bonuses.

  • Leave Entitlements:

    • Annual Leave: Minimum of four weeks paid leave per year.

    • Public Holidays: 11 recognized public holidays, including Waitangi Day and Anzac Day.

    • Sick Leave: 10 days per year after six months of continuous employment.

    • Parental Leave: Up to 26 weeks of paid parental leave.

  • Working Hours: Specify standard hours and conditions for flexible arrangements.

  • Termination Conditions: Clarify notice periods and reasons for termination.

Outcome: Signed by both parties to formalize employment terms.

Step 3: Tax and Superannuation Setup 💰

When It’s Used: Before the employee starts.

Action: Register employee tax details and arrange for contributions:

• • IRD Number: Collect and register the employee’s Inland Revenue Department (IRD) number.

  • Tax Code Declaration: Complete a Tax Code Declaration (IR330) form.

  • KiwiSaver: Automatically enroll eligible employees in the KiwiSaver retirement scheme (3% minimum employer contribution unless they opt out).

Outcome: Tax and superannuation setup is completed, ensuring correct payroll deductions.

Step 4: Health and Safety Induction 🦺

When It’s Used: On or before the employee’s first day.

Action: Provide an orientation covering workplace health and safety, which is mandatory under New Zealand law.

• • Health and Safety at Work Act (HSWA) Compliance: Outline emergency procedures, hazards, and safety protocols.

  • Employee Safety Manual: Share a copy of safety guidelines specific to the role and work environment.

  • Personal Protective Equipment (PPE): Supply any necessary safety gear.

Outcome: Confirm the employee understands safety protocols through acknowledgment.

Step 5: Payroll and Benefits Enrollment 📊

When It’s Used: During the first week.

Action: Ensure employee payroll and benefits are properly set up.

• • Bank Details: Gather employee bank account information for salary deposits.

  • Benefits Enrollment: Register the employee for any additional benefits (e.g., private health insurance, employee discounts).

  • Overtime Policy: Communicate how overtime is calculated, typically 1.5 times the regular hourly wage.

Outcome: Employee receives accurate and timely compensation.

Step 6: Workplace Policies and Training 📚

When It’s Used: Within the first month.

Action: Provide comprehensive onboarding about workplace policies and required training.

• • Code of Conduct: Share company policies regarding behavior, communication, and professionalism.

  • Training Programs: Include job-specific training modules, compliance courses, and development opportunities.

  • Performance Metrics: Set clear goals and KPIs during the onboarding phase.

  • Flexible Work: Discuss options for remote work, flexible hours, or other arrangements.

Outcome: Employee is well-informed and prepared to fulfill their role.

Step 7: Probation and Feedback Period 📅

When It’s Used: During the first 3-6 months.

Action: Evaluate the new hire’s performance and provide regular feedback.

• • Trial Period Review: If applicable, review performance at the end of the trial period.

  • Performance Check-ins: Schedule monthly or bi-weekly meetings to discuss progress and address any concerns.

  • Adjustments: Make role adjustments based on performance or feedback.

Outcome: Decide on permanent employment status based on performance evaluations.

Additional Information on New Zealand Employment Laws

• Workplace Discrimination: New Zealand enforces strict anti-discrimination laws under the Human Rights Act 1993, ensuring fair treatment regardless of race, gender, age, or other factors.

• Flexible Working Arrangements: Employees have the right to request flexible work arrangements, such as remote work, after six months of employment.

• Pay and Benefits Transparency: Employers must provide clear documentation of wages, including holiday pay, sick leave entitlements, and deductions.

   

Key Documents Summary Checklist

• Job Offer Letter

• Written Employment Agreement

• Tax Code Declaration (IR330)

• IRD Number Registration

• KiwiSaver Enrollment Form

• Health and Safety Manual

• Performance Review Templates