A large part of our role as your bookkeeper is to ensure that you are provided with, and are providing to your employees, the correct information regarding their positions. In this blog we outline what is required for setting up a new employee as well as amending the role of an existing employee when they take on a new role within the business

Correct Set-Up of New Employees

When a new employee starts it is important they are clear on their duties, company policies and their entitlements. Below is a list of items which you should provide to your new employees:

• Letter of Offer
• Employee Contact Detail Form
• Tax File Declaration
• Super Choice Forms
• Company Policies
• Fair Work Statements
• Employee Award/Contract
• Job Description

There are some common errors which employers make when setting up new employees; there are but a few:

• Not accruing the right amount of Annual and Personal Leave
• Incorrectly paying super on all of the employee’s earnings
• Not applying the correct award.  Not all employees of the businesses will necessarily be under the same award

Changing employment types

A casual employee can elect to become permanent if they have had regular and systematic work with you over a six-month period if the position is continuing. Legally, an employer cannot refuse an employee’s choice to do this. It is recommended that all negotiations from casual to permanent employment be documented by both parties. It’s always best practice to check the award rate when making changes to the terms of employment for your employees.  Moving employees from casual to permanent, whether it is permanent part-time or fulltime; it is always recommended to draw up a letter of offer explaining the following:

• New Employment position
• Hours of work
• Salary/ Hourly Rate
• Rosters if applicable
• Annual/ Personal leave accrued if working part-time

This way, both the employer and employee have a written record to confirm what they have been offered and therefore know what to expect out of their new role; just as a brand-new employee would do on commencing their newly acquired position.

All Accounted 4 Bookkeeping can provide you with any further information you may require. It is our mission to simplify and streamline all of your bookkeeping needs by assisting you incorporate these practices.