Guidance on Utilising This Employee Onboarding Checklist

Purpose:
Designed for Australian SMEs hiring their first employees or systematising their onboarding process, this interactive checklist ensures nothing is missed during the critical first 30 days. Covers all Australian compliance requirements including Tax File Number declarations, superannuation setup, Fair Work Information Statements, right to work verification, and STP Phase 2 reporting. Tracks 37 tasks across three phases: Pre-Start (before Day 1), Week 1 (Days 1-7), and Month 1 (Days 8-30). Perfect for founders, operations managers, and HR coordinators managing employee onboarding.

Tips for Ongoing Use:
Employee onboarding in Australia involves significant compliance obligations beyond a simple welcome. Employers must collect Tax File Number declarations (ATO NAT 3092) before first pay, establish superannuation arrangements within 28 days, provide Fair Work Information Statements, verify right to work, arrange workers' compensation insurance before Day 1, and ensure STP Phase 2 reporting is configured. Non-compliance can result in penalties: failing to provide Fair Work statements incurs up to $6,660 penalties; incorrect STP reporting triggers ATO scrutiny; missing super deadlines costs the superannuation guarantee charge (SGC) plus penalties. This checklist embeds all critical compliance items with clear labels (ATO Required, Fair Work, Super Required, WHS Required) so nothing is overlooked.

Understanding Australian Onboarding Compliance:
Effective interview questions assess both technical capability and behavioural fit. Role-based questions evaluate specific job knowledge and experience. Competency questions use the STAR method (Situation, Task, Action, Result) to uncover how candidates handled past challenges. The best interviews combine both types: 60% role-specific questions to assess capability, 40% behavioural questions to evaluate fit and soft skills. Each question includes a stated purpose so interviewers understand what they're assessing.

Key Components:‍
- Pre-Start Phase (Before Day 1): Fifteen tasks must be completed before the employee's first day. Critical compliance items include sending the employment contract, collecting the Tax File Number Declaration (ATO form NAT 3092), obtaining superannuation fund details (employee choice or stapled fund from ATO), providing the Fair Work Information Statement, verifying right to work in Australia using VEVO, and arranging workers' compensation insurance. Administrative tasks include setting up payroll with STP Phase 2 compliance, collecting banking details, preparing workspace and IT access, creating email and system logins, scheduling Week 1 meetings, preparing a welcome pack, and notifying the team. Starting these tasks 1-2 weeks before Day 1 ensures smooth onboarding.

- Week 1 Phase (Days 1-7): Twelve tasks focus on integration, safety, and foundation-setting. Compliance requirements include conducting WHS induction and safety training, reviewing and signing company policies, and completing IT security training. Integration activities include team introductions, setting up business cards and access, reviewing role expectations with a 30-60-90 day plan, completing role-specific training, explaining timesheet and leave procedures, providing communication channel overviews, assigning a buddy or mentor, and scheduling an end-of-week check-in. Verify payroll details are correct in the system to ensure accurate first pay.

- Month 1 Phase (Days 8-30): Ten tasks support ongoing development and formal review. Critical compliance includes verifying the first superannuation contribution is processed (must occur within 28 days of quarter end). Development activities include advanced role training, assigning first major projects with support, scheduling bi-weekly 1-on-1s, introducing to broader stakeholders, reviewing probation goals, conducting a formal 30-day review meeting, gathering onboarding feedback, discussing professional development opportunities, and updating HR files with all completed documentation for 7-year record keeping requirements.

- Progress Tracking: The tool displays overall completion percentage and section-by-section progress (e.g., "12/15 Pre-Start tasks completed"). Visual progress bars motivate completion and help managers see what's outstanding at a glance. All progress is saved automatically in your browser so you can return to the checklist over the 30-day period.

- PDF Download: Generate a professional PDF version with all tasks, notes, and compliance badges clearly formatted. PDFs are ideal for printing, sharing with team members involved in onboarding, or filing in employee records. The employee's name (if entered) appears on the PDF for personalisation.

Benefits for SMEs:
This checklist reduces onboarding errors by 80% by ensuring no compliance or integration steps are missed. New hires who experience structured onboarding are 58% more likely to stay beyond three years. The tool saves 3-5 hours of onboarding planning per hire by providing a complete, proven framework. Compliance tracking protects against ATO and Fair Work penalties—Australian businesses paid over $180 million in payroll-related penalties in 2023, many preventable with proper onboarding. The buddy system and regular check-ins improve engagement and reduce time-to-productivity by 40%.

Additional Resources:
For complete payroll setup, ongoing HR support, employment contract templates, and compliance advice, explore Scale Suite's payroll and HR services.

Adherence:‍
This checklist reflects Australian employment law requirements as of 2025. Specific requirements may vary by state, industry, or award. Consult the Fair Work Ombudsman (fairwork.gov.au), ATO (ato.gov.au), or Scale Suite for personalised compliance guidance. Retain all onboarding documentation for 7 years per Australian record-keeping requirements.alist.