{"id":176104,"date":"2022-09-27T05:43:04","date_gmt":"2022-09-27T04:43:04","guid":{"rendered":"https:\/\/legalvision.co.uk\/?p=176104"},"modified":"2025-04-15T06:33:32","modified_gmt":"2025-04-15T05:33:32","slug":"new-employee","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/employment\/new-employee\/","title":{"rendered":"What Am I Required to Do When I Have a New Employee Starting?"},"content":{"rendered":"\n<p>As an employer, there will be times when you need to recruit new staff in your business. When a new member starts on your team, there are specific actions you need to take in terms of employment law. You must be aware of your employer&#8217;s obligations when recruiting staff since not carrying out your duties can create problems for you, such as receiving fines. This article will explain what you, as an employer, need to know when a new employee starts working for you in England.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Check Your Employee&#8217;s Right to Work in the UK<\/h2>\n\n\n\n<p>When you take on a new employee, you must ensure they have the legal right to work in the UK. Ideally, you should check this during the <a href=\"https:\/\/legalvision.co.uk\/employment\/recruiting-staff-steps\/\">recruitment stage<\/a>, so you know if it is possible to offer them the job role should you select them during the recruitment process.&nbsp;<\/p>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>Employing a new employee who does not have the right to work in the UK could cost you a \u00a320,000 civil fine. Furthermore, Immigration Enforcement could publish your name, damaging your business&#8217; reputation.<\/p>\n<\/div>\n\n\n\n<p>To ensure that your new employee has the right to work in the UK, you will need to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>request documents to prove this;<\/li>\n\n\n\n<li>check the documents are genuine; and\u00a0<\/li>\n\n\n\n<li>keep a copy of the documents for your records.<\/li>\n<\/ul>\n\n\n\n<p>The type of documents that prove a new employee can work in the UK include a:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>British passport;<\/li>\n\n\n\n<li>British citizenship document;<\/li>\n\n\n\n<li>European Economic Area (EEA) citizenship documents;<\/li>\n\n\n\n<li>Swiss citizenship; or<\/li>\n\n\n\n<li>valid work visa or permit.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Conduct a Disclosure and Barring Service (DBS) Check<\/h2>\n\n\n\n<p>Not all employers need to complete a DBS check for their new employees. Instead, it depends on the area of your business. For example, DBS checks an employee\u2019s criminal history to see if they have any criminal convictions. If your business is in healthcare or you work with children, this will apply to you.<\/p>\n\n\n\n<p>Carrying out a DBS check means giving your new employee an application from the DBS. Once your new employee completes the application, you can send it back to DBS. In addition, your new employee will receive a certificate from DBS informing you of any criminal history.&nbsp;<\/p>\n\n\n    <div class=\"my-7 lg:my-10 border-y-2 border-gray-100 py-7 lg:py-10 flex flex-col sm:flex-row items-start gap-10\">\n                    <img decoding=\"async\" class=\"w-52 mx-auto my-0! rounded\" src=\"https:\/\/img.legalvision.com.au\/wp-content\/uploads\/sites\/4\/2022\/07\/05023629\/hire-and-inspire-uk-screenshot_resized.png\" alt=\"Front page of publication\"\n                 loading=\"lazy\" width=\"208\" height=\"298\">\n                <section>\n            <div class=\"text-2xl font-bold\">How to Hire and Inspire in the UK<\/div>\n            <div class=\"body-text\">\n                <p>This guide will help you understand the moving parts behind building a high-performing team.<\/p>\n            <\/div>\n            \n\n<a href=\"https:\/\/go.legalvision.co.uk\/hire-and-inspire-uk-guide.html\" class=\" block px-5 py-3.5 max-w-fit bg-orange 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This will enable you to pay your new staff member and deduct from their salary, as legally required for <a href=\"https:\/\/legalvision.co.uk\/employment\/paye-scheme\/\">PAYE<\/a>. You will also need to <a href=\"https:\/\/www.gov.uk\/new-employee\/registering\">inform HMRC that you have a new e-employee using a Full Payment Submission (FPS)<\/a>.<\/p>\n\n\n\n<p>To add your new employee to your payroll system, you need to acquire important information from them. This includes:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>personal details, such as their date of birth and address;<\/li>\n\n\n\n<li>a National Insurance number;\u00a0<\/li>\n\n\n\n<li>whether your new employee is required to repay a student loan;<\/li>\n\n\n\n<li>what they have been paid so far during the tax year; and<\/li>\n\n\n\n<li>their tax code.<\/li>\n<\/ul>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>You should be able to find this information on their P45 if they have one.<\/p>\n<\/div>\n\n\n\n<p>If you already employ staff, you should have a workplace pension scheme. If your new employee earns over \u00a310,000 per year and is at least 23 years of age, you must add them to the scheme. You should do this immediately upon starting employment with you or on their first day of work, otherwise known as the duties start date.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Draft an Employment Contract<\/h2>\n\n\n\n<p>When you hire a new employee, you will have an <a href=\"https:\/\/legalvision.co.uk\/employment\/reviewing-employment-contracts\/\">employment contract<\/a>. The employment contract sets out your new employee\u2019s responsibilities, duties, and obligations towards them and their employer.<\/p>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>Whilst there is no legal requirement to have an employment contract in writing, there is a legal requirement to give your new employee a written statement of employment particulars. This is a written statement which details the main terms of your new employee&#8217;s employment with you. You must provide this statement of particulars within two months of your employee starting employment with you.<\/p>\n<\/div>\n\n\n\n<p>However, you must give your new employee some of the terms of the written statement of employment particulars before or on the first day of their employment in the \u2018principle statement\u2019 These terms include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>you and your new employee\u2019s names;<\/li>\n\n\n\n<li>your address and the address where your employee will work;<\/li>\n\n\n\n<li>how much you will pay them and why;<\/li>\n\n\n\n<li>the job title for your new employee or a job description; and\u00a0<\/li>\n\n\n\n<li>information on paid leave, such as sick pay and holiday pay.<\/li>\n<\/ul>\n\n\n\n<p>The terms in your particulars which you can provide later but no longer than two months from the beginning of employment, include:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>pension arrangements;<\/li>\n\n\n\n<li>disciplinary and grievance procedures; and\u00a0<\/li>\n\n\n\n<li>training details.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Key Takeaways<\/h2>\n\n\n\n<p>Each time you employ a new staff member, you must carry out specific actions regarding the new employee. Many of these are required by law, such as checking their right to work in the UK, where you can receive a hefty fine if you fail to do so. You are also, for example, required to let HMRC know that you have a new employee. You must also provide your employee with a written statement of employment particulars, part of which is due before or on their first day of work with you.<\/p>\n\n\n\n<p>If you need help understanding what to do when a new employee starts in your English business, our experienced <a href=\"https:\/\/legalvision.co.uk\/employment-lawyers-lp\/\">employment lawyers<\/a> can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents for a low monthly fee. So call us today on <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our <a href=\"https:\/\/legalvision.co.uk\/membership\">membership page<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Frequently Asked Questions<\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1664253214901\"><strong class=\"schema-faq-question\"><strong>What does an employer need to do when a new employee starts working?<\/strong><\/strong> <p class=\"schema-faq-answer\">When you have a new employee join your team as an employer, you will likely need to add them to your workplace pension scheme and register them on your payroll scheme.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1664253343510\"><strong class=\"schema-faq-question\"><strong>What will happen if an employer does not carry out the required actions when a new employee starts with them?<\/strong><\/strong> <p class=\"schema-faq-answer\">When a new employee starts with your business, you must carry out actions required by law. Otherwise, you could face a hefty fine and ruin your reputation as an employer.<\/p> <\/div> <\/div>\n<div class=\"not-prose m-feedback-prompt\">\n    <!-- Thumbs up\/down bar -->\n    <div class=\"m-feedback-prompt__main\">\n        <div class=\"m-feedback-prompt__title\">Was this article helpful?<\/div>\n        <div>\n            <!--span class=\"m-feedback-prompt__button--text\">Thanks!<\/span-->\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--yes\"\n                    data-analytics-link=\"feedback-prompt:yes\" aria-label=\"Agree\">\n                <i class=\"fa-regular fa-thumbs-up fa-3x\"><\/i>\n            <\/button>\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--no\"\n                    data-analytics-link=\"feedback-prompt:no\" aria-label=\"Disagree\">\n                <i class=\"fa-regular fa-thumbs-down fa-3x\"><\/i>\n            <\/button>\n        <\/div>\n    <\/div>\n\n    <!-- Feedback form -->\n    <div class=\"m-feedback-prompt__form\">\n        <div class=\"m-feedback-prompt__form--thanks \">\n            <div>Thanks!<\/div>\n            <p>\n                We appreciate your feedback \u2013 your submission has been successfully received.            <\/p>\n        <\/div>\n        <form id=\"contact-form\" class=\"m-feedback-prompt__form--form\" action=\"\" method=\"post\">\n            <input type=\"hidden\" id=\"authenticity_token\" name=\"authenticity_token\" value=\"9eb4f72322\" \/><input type=\"hidden\" name=\"_wp_http_referer\" value=\"\/api\/wp\/v2\/posts\/176104\" \/>            <input value=\"https:\/\/legalvision.co.uk\/employment\/new-employee\/\" type=\"hidden\" name=\"currenturl\"\n                   id=\"currenturl\">\n            <input value=\"What Am I Required to Do When I Have a New Employee Starting?\" type=\"hidden\" name=\"currenttitle\"\n                   id=\"currenttitle\">\n            <label>\n                <!-- display on thumbs-up -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--yes\">\n                    Can you tell us <span class=\"font-semibold\">why<\/span> you found it helpful?\n                <\/span>\n\n                <!-- display on thumbs-down -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--no text-lg\">\n                    How can we better improve this article?\n                <\/span>\n                <textarea name=\"feedbackmessage\" id=\"feedbackmessage\" required><\/textarea>\n            <\/label>\n\n            <div class=\"m-feedback-prompt__form--error\" id=\"form-submit-error\"><\/div>\n            <button id=\"submit-contact-form-button\" type=\"submit\" name=\"commit\" class=\"m-feedback-prompt__form--submit\"\n                    data-analytics-link=\"feedback-prompt:submit\">\n                Submit            <\/button>\n        <\/form>\n    <\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>As an employer, there will be times when you need to recruit new staff in your business. When a new member starts on your team, there are specific actions you need to take in terms of employment law. You must be aware of your employer&#8217;s obligations when recruiting staff since not carrying out your duties<a href=\"https:\/\/legalvision.co.uk\/employment\/new-employee\/\">Continue reading <span class=\"sr-only\">&#8220;What Am I Required to Do When I Have a New Employee Starting?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13326,"featured_media":3104,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"1783,173681,173443,1402,2052,1408","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[35],"tags":[20,21,542,785],"class_list":["post-176104","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-employment","tag-small-business","tag-medium-business","tag-employees","tag-recruitment"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast 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