Payroll Onboarding Checklist for Professional Services
A checklist covering all payroll and employment administration tasks required to set up a new employee in the payroll system and ensure compliant pay processing.
Designed to meet professional indemnity requirements, client confidentiality obligations, and industry body reporting standards.
Complete Checklist
- 1Collect the signed employment contract and verify all termsCritical
- 2Obtain the completed Tax File Number declaration and submit to the ATOCritical
- 3Collect the superannuation choice form and set up super contributionsCritical
- 4Record bank account details for salary payments
- 5Set up the employee record in the payroll system with correct detailsCritical
- 6Configure the correct pay rate, classification, and employment type
- 7Set up leave entitlements based on the applicable Award or agreement
- 8Register the employee with the workers compensation insurer
- 9Issue the Fair Work Information Statement to the employeeCritical
- 10Provide information about the applicable Modern Award or Enterprise Agreement
- 11Confirm the pay cycle and next expected pay date
- 12Set up any salary sacrifice or additional deduction arrangements
- 13Verify the employee's work rights in Australia via VEVO if applicableCritical
- 14Collect emergency contact details and update the employee file
- 15File all onboarding documents securely in the employee's personnel file
Frequently Asked Questions
How soon must a new employee be added to the payroll system?
The employee must be set up in time for their first pay cycle. The TFN declaration must be submitted to the ATO within 14 days of the employee starting. Super choice must be offered within 28 days of the start date. Best practice is to complete all payroll setup before or on the employee's first day to avoid payment delays.
What is the employer's obligation regarding superannuation for new employees?
Employers must offer eligible employees a choice of superannuation fund. If the employee does not make a choice, the employer must check with the ATO for a stapled super fund before using the employer's default fund. Super contributions must be paid at least quarterly by the due dates specified by the ATO. The current super guarantee rate should be applied to ordinary time earnings.
What records must employers keep for each employee in Australia?
Employers must keep records including the employee's name, start date, employment type, pay rate and hours worked, leave balances, superannuation contributions, tax withheld, and the applicable Award or agreement. Records must be kept for seven years, be in English, and be readily accessible. Payroll software typically manages most of these requirements automatically.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.