Hiring staff in 10 steps: what should you pay attention to?

Two weeks ago we shared with you our infographic "Hiring Personnel how do I get started" and the "Hiring Personnel" checklist. These documents can support you in a clear way when hiring staff. I explain the most important steps below.

Register as an employer with the Internal Revenue Service 

When you hire staff for the first time, it is mandatory to register with the tax authorities as an employer. This can be done using the form 'Notification of Payroll Taxes as Employer'. You send this form by mail to the Tax Office. If you hire staff directly at the start of the business, you can register as an employer when you register with the Chamber of Commerce (KVK). This also applies when you start a business by taking over a company with employees. In those cases, the KVK takes care of the processing towards the Tax Office.  

Set up payroll 

Once you are registered as an employer with the Internal Revenue Service, it is important to set up payroll records. As an employer, you are required to keep payroll records. Your company can do this itself or you can outsource it to an administrative office. 

Insurance information and verification 

Notify your insurers that you are hiring. Consider insurances for pension, sick leave, corporate liability, business interruption and collective accidents, among others. Risks can of course vary by industry, so check carefully which insurances suit your company. Also check whether the employee has mandatory health insurance. 

Recruitment and selection of personnel 

Recruitment and selection is an important step before your company actually hires staff. Think carefully about a job posting and consider how your company will advertise the vacancy. When looking for personnel, you are required to first look for suitable workers in the Netherlands, the European Economic Area (EEA) and Switzerland. Only when you can specifically demonstrate that you cannot find the person you are looking for in these countries is it permissible to recruit workers from other countries. Keep in mind that you will face additional or different rules when hiring foreign personnel. For example, you may be responsible for ensuring suitable housing for your (temporary) employees.  

Verifying and recording employee identity 

As an employer, you must verify an employee's identity before the first day of work. You may also do this on the first day of work if you enter into the employment contract with the employee on that day. In addition, you must include a copy of a valid identity document (not a driver's license!) in your business records and keep it for five calendar years after the end of the employment, service or work. 

Do a background check 

In some cases, it may be desirable or even mandatory to screen (or have screened) a future employee. During this screening you can, for example, ask for a Certificate of Good Conduct. Furthermore, it may be important for the position to verify that diplomas have actually been obtained. 

Entering into an employment contract 

All work arrangements are recorded in the employment contract. This includes matters such as salary, the applicability of a collective bargaining agreement, and working and rest times. But also consider, for example, the inclusion of a possible non-competition or confidentiality clause. You must provide the information to the employee in writing at least one month after starting work. If you want to make sure that nothing is missing, it may be wise to have the assistance of an employment law specialist when drafting or checking employment contracts. 

Provide a safe workplace 

As an employer, you are responsible for a healthy and safe workplace, even when working from home. This applies not only to regular employees, but also to self-employed and temporary workers. As an employer, you must pay attention to issues such as: 

• workplace and equipment 
• physical and psychological strain 
• substances, radiation and contamination 

In doing so, you are required to provide expert support in the area of sick leave and working conditions. The Working Conditions Act requires you to enter into a basic contract with an occupational health and safety service provider. This states the tasks for which you must be supported by an occupational health and safety service provider or company doctor. 

Establish a Risk Inventory and Evaluation. 

Every company with staff must have a Risk Inventory and Evaluation (RI&E). In it you record the risks to your staff and the measures taken against them. In the RI&E, you as an employer or the prevention officer identify all the occupational risks within your company or organization. You then draw up a plan of action for controlling these risks. The goal of the RI&E is to prevent health complaints and accidents. This is important for your company and your employees. The type of RI&E depends on the size of your company. When drawing up the RI&E, you can choose to be assisted by an external party such as an occupational health and safety expert or an occupational health and safety service. If you do not use this option, the RI&E must in any case be reviewed by a certified occupational health and safety service or occupational health and safety expert.  

Designate a prevention officer 

Every company must employ at least one prevention officer. If your company has 25 employees or less, you as the employer may fill this position yourself. Together with the company doctor and other health and safety service providers, the prevention officer works on healthy and safe working within the company. A prevention officer is aware of the risks within the company and provides information about them. The prevention officer acts as a bridge between employer and employees. 

Know exactly what you need to take care of when hiring staff? With our handy checklist you forget nothing!