See also CDA Hiring Toolkits.
Obtain an Employer Identification Number from the IRS.
Determine job descriptions, salaries, and benefits. See sample job descriptions on Job Description: A Valuable tool .
Determine employee classifications. Use the Employee Exemption Checklist help determine if a position you are filling should be classified as exempt or nonexempt.
Develop office employee manual. A number of laws require written policies. Use this Sample Employee Manual if you are purchasing a practice and plan to retain the employees and be sure to review the practice’s employment policies with employees. It is recommended that employees be provided time during the workday to review and sign the acknowledgments. Should you revise any policy, apprise employees of the changes and obtain employees’ acknowledgment of these changes using the Practice Policy Revision Employee Acknowledgment Template. Retain all acknowledgments in employee records.
Register as an employer with the state Employment Development Department (EDD) and review California Employers Guide (DE44) for information on employee taxes and withholdings.
Complete Registration Form for Commercial Employers (DE 1) no later than 15 days after the first $100 in wages is paid. You can also go to the EDD website, to learn how to submit payroll taxes.
Request in the purchase agreement that the seller of the practice obtain a Certificate of Release of Buyer (form DE2220) from the EDD releasing you from any liability for the period of employees’ employment with the seller.
A practice buyer is not obligated to continue the employment of any individual in the practice he or she is purchasing. If you purchase a practice and plan to employ current employees, you must report them to the EDD as new employees. You may request that EDD transfer the previous owner’s business reserve account to you. You may also be responsible for payroll taxes incurred during the original owner’s ownership unless a Certificate of Release of Buyer is submitted. See this EDD website for more information.
Advertise available jobs or work with a placement agency. CDA offers an online Career Center. See Sample Job Advertisement text.
Provide an offer letter when offering employment to candidates. Exempt or nonexempt offer letters are found in the General New Hire Toolkit.
Set up employee records with separate files for confidential employee records and a general/main employee file. If you purchase a practice and will employ current employees, update individual employee records to document new employer information. Use the New Employee Orientation and Onboarding Checklist and Employee Personnel Records resources as guidance.
As a best practice, contract with payroll service, if desired. Confirm accuracy of wages and established benefit limits (i.e. paid sick leave accrual caps) with the service. Audit regularly.
Understand your obligation to provide and document required training to employees. Review “Required Employee Training.”
Have required brochures on sexual harassment, disability insurance, paid family leave, and workers’ comp available to give to newly hired employees. See “Required Postings in a Dental Office” to find online links to the required brochures.
Information on holding an alternative workweek election can be found in Industrial Welfare Commission Order #4, one of the required posters. See Alternative Workweek Information to guide you through the process and a sample letter to send to the state.
Schedule required staff training. Employers should be aware that some required training (for permanent and temporary employees) must be completed within designated timelines after the date of hire or promotion. For a description of required staff training see Required Employee Training.
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