Define a role, budget employer costs, verify payroll components and hiring requirements, then prepare onboarding and review actual cost and capacity.
Write the tasks, essential requirements, schedule, location, supervision and expected outcomes. Compare appropriate occupation and geographic wage evidence, including its date and coverage, with current role-specific information. Decide the compensation range from that evidence and the applicable requirements.
Enter base pay, variable compensation, employer taxes, employer benefits and role-specific overhead. Separate recruiting and onboarding costs from recurring expenses. Enter paid hours and the hours excluded from productive capacity, then inspect first-year and hourly cost.
Confirm employee status, wage-and-hour treatment and applicable federal, state and local obligations through the relevant rules. For one employee at one employer, enter separately determined taxable wages in US employer payroll taxes. Verify the FUTA effective rate and assigned state unemployment base and rate.
Prepare a clear posting and consistent evaluation criteria tied to the role. Plan an accessible application and interview process, handle accommodation requests appropriately and verify the requirements for screening and records. Keep the decision evidence and access permissions in the hiring system.
Confirm the offer, pay schedule, payroll setup and required forms. For US employment, follow the current Form I-9 instructions: Section 1 is due by the first day; Section 2 generally within three business days after it. Shorter engagements have an earlier deadline. Assign an owner to check completion.
Prepare access, equipment, training and clear expectations. Reconcile actual employer costs and paid hours against the budget after an appropriate review period. Discuss workload and support using documented role outcomes, then revise the budget and operating plan as needed.
Document role requirements, compensation sources, unresolved questions and the decision owner; the notes tool does not set market pay. · Create a process checklist and job-related interview rubric; keep sensitive applicant files in the appropriate controlled records system. · Track onboarding tasks, responsible people and due dates without storing identity documents or tax identifiers in the planning note.
Use Annual employee cost to total documented employer costs and separate recurring, one-time and productive-hour measures. · Use US employer payroll taxes to estimate employer Social Security, Medicare, FUTA and entered state unemployment components; transfer the reviewed annual total to the cost budget. · Refresh Annual employee cost from actual compensation, benefits, overhead and recorded productive capacity, retaining a separate comparison case.
When the role has variable sales pay, model the agreed flat or progressive commission schedule for its stated period, then reconcile it to the annual budget.
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OEWS provides occupation wage estimates for national, state and local areas. Check the data period and matching occupation when researching a role.
Employer Social Security is capped by the tax year; regular employer Medicare is uncapped. FUTA credit eligibility and reductions affect the effective rate, and state requirements vary.
Consult current wage-and-hour classification guidance and the EEOC small-business resources for the employer’s hiring process and applicable coverage.
Complete employee and employer sections within their respective deadlines. When employment lasts fewer than three business days, Section 2 is due by the first day.
Commission plans, payroll costs and capacity measures must cover compatible periods before being added.
Use the exported checklist for process status and source locations, with personal records handled through the appropriate access controls.