Ontario Businesses: Essential Documents for Onboarding New Hires
Hiring a new employee is an exciting step for any business, but it also comes with significant responsibilities you can’t ignore. One of the most important aspects of hiring new employees is your onboarding process.
Onboarding isn’t just about showing someone to their desk—it should be a structured process that ensures new hires feel welcomed, informed, and ready to fulfill their role from day one.
For businesses in Ontario, the onboarding process must also meet provincial legislation standards, especially regarding documentation. In this blog, we’ll break down the essential documents every Ontario business needs to ensure a seamless and compliant onboarding experience for not just your new hires, but also the business owner.
Employment Contracts
The first document you should consider for proper onboarding is the employment contract. Although employment contracts are not legally required in Ontario, providing your staff with one is best practice and offers many benefits. It serves as a legally binding agreement that outlines the terms of employment, including:
- Salary: How much you’ll pay the employee and how often.
- Working Hours: Details on whether they’ll be working full-time or part-time and any agreed-upon shift schedules.
- Leave Entitlements: Specifics on whether you’ll provide paid time off, vacation days, sick leave, and other types of leave they’re entitled to.
- Termination Clause: Statement of grounds for dismissal, notice periods, non-compete clauses, and severance pay, if applicable.
Providing your staff with a well-drafted employment contract removes any guesswork for both parties, clarifies expectations, and can prevent disputes down the road. Be sure the employee signs the agreement before the employee’s start date to make it legally binding. Get more information about employment contracts from the trusted experts at BrightHR.
Tax Forms
As part of the onboarding process, employees in Ontario must complete tax forms such as the Federal TD1 Personal Tax Credits Return and any relevant provincial forms. These forms ensure that you deduct the correct tax amounts from their paychecks. Failing to collect or submit these forms on time can lead to compliance issues and penalties from the CRA.
Workplace Policies
Introducing new hires to your workplace policies is essential as soon as they accept your job offer. These policies not only set expectations for behaviour and performance but also ensure you follow provincial and Federal regulations. Policies that should be covered include:
- Health & Safety: Required under Ontario’s Occupational Health and Safety Act, this policy outlines the procedures for maintaining a safe workplace and protecting employees from workplace hazards.
- Code of Conduct: This document outlines acceptable behaviours, ethics, and professional standards within your company.
- Anti-Harassment & Anti-Discrimination: Employees should understand their rights and responsibilities when it comes to maintaining a respectful and inclusive workplace. This is important for legal compliance under Ontario’s Human Rights Code.
You can also include any other policies relevant to your workplace and its specific needs. Ensure new employees review these policies and sign an acknowledgment form to confirm they understand and agree to them.
Benefits Enrollment
Providing a clear overview of employee benefits is also vital to the onboarding process. Whether you offer health insurance, retirement savings plans, or other perks like discounts, ensure your new hires complete all the forms needed to enroll them properly.
Not only does this ensure they have access to important benefits, but it also signals that your company is invested in their wellbeing and future success. Make sure you clearly communicate how to access benefits, what is covered, and how to manage their benefits package for an added layer of employee satisfaction.
Health & Safety Documentation
Health and safety training is mandatory for all Ontario workplaces. Under the Occupational Health and Safety Act, employers must provide proper training and documentation that explains workplace hazards, emergency procedures, and the responsibilities of both the employer and employee in maintaining a safe environment.
New hires should receive materials related to:
- Workplace Hazards & Procedures: Detailed documentation outlining any specific risks associated with their job role.
- Safety Training Records: These documents serve as proof that employees have been appropriately trained on workplace safety procedures.
- Emergency Protocols: Instructions on how to respond to fire, medical emergencies, or other workplace incidents.
Providing health and safety documentation upfront not only protects employees but also helps businesses comply with provincial OHS regulations, minimizing liability risks. Learn more about how you can stay compliant with health & safety.
Have an Onboarding Checklist
An onboarding checklist is an essential tool that helps maintain consistency and thoroughness in the onboarding process. The checklist can cover everything from pre-start preparations to long-term follow-ups.
A well-structured checklist should include:
- Pre-Arrival Setup: Make sure your new hire’s workspace, equipment, and accounts are ready.
- Orientation Schedule: A planned agenda for introducing the new hire to team members, as well as company policies and job responsibilities.
- Training Plans: Outline any necessary training sessions or certifications needed for their role.
- Follow-up Meetings: Schedule regular check-ins at set intervals (e.g., 30, 60, and 90 days) to assess the employee’s progress, answer any questions, and provide feedback.
An onboarding checklist helps new hires integrate smoothly and ensures you don’t overlook any important steps.
Compliance with Ontario’s Employment Regulations
Ontario’s Employment Standards Act (ESA) sets out minimum requirements for things like hours of work, overtime, minimum wage, and notice periods for termination.
Employers’ onboarding process must comply with these legal standards. Failure to comply with the ESA can result in significant fines and legal challenges, so it’s important to stay up-to-date with any changes in legislation that could affect your obligations as an employer.
In addition to the ESA, Ontario employers must also comply with the Occupational Health and Safety Act and the Human Rights Code, ensuring that their workplace is safe, accessible, and free from discrimination. Speak with an HR specialist to better understand your obligations as an employer.
Streamlining the Onboarding Process with HR Software
Many Ontario businesses are turning to HR software solutions to make the onboarding process smoother and more efficient. Tools like these allow employers to do everything from storing documents and tracking employee progress to automating administrative tasks. This reduces the burden on managers, supervisors, and HR staff by ensuring that essential steps—such as collecting tax forms and signing contracts—are completed promptly and compliantly.
Ready to Onboard New Hires?
Onboarding new employees is more than just a formality—it’s the foundation for a productive and successful working relationship. Ensuring that all essential documents are in place protects your business from legal risks and helps new hires integrate into your business quickly and confidently. These documents are important for setting clear expectations and fostering a positive work environment, from employment contracts to workplace policies.
Using HR tools can further streamline the process, making it easier to manage documentation and ensure compliance. By investing time in a thorough and well-organized onboarding process, businesses can set their new hires—and themselves—up for long-term success.
