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The HR setup checklist for growing companies
What needs to be in place before you hire, when you hire, and as the company adds complexity, organized by stage rather than headcount. Use it to see what's handled, what's missing, what needs an owner, and where your vendors have to connect.
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Before you hire
| What needs to be in place | Who usually owns it | Where it connects |
|---|---|---|
| Employer registrations (withholding, unemployment) | Thinq or your payroll provider | Payroll needs the account numbers |
| Payroll platform and pay schedule | Your payroll provider | Benefits deductions and 401(k) connect here later |
| Workers' compensation in force | Your broker | Priced on payroll and job classifications |
When you hire
| What needs to be in place | Who usually owns it | Where it connects |
|---|---|---|
| Offer letter and classification | You, with HR support | Classification drives payroll, overtime and workers' comp |
| I-9 and required state notices | You and the new hire | Notices differ by state |
| Core policies and signed acknowledgment | HR | Your handbook is what EPLI underwriters ask about |
Once people are working
| What needs to be in place | Who usually owns it | Where it connects |
|---|---|---|
| Onboarding and employee records | HR | Records live in your HRIS |
| PTO and pay practices | HR and payroll | PTO policy has to match payroll setup |
| Written expectations for each role | Managers, with HR support | The base for any performance conversation |
As the company adds complexity
| What needs to be in place | Who usually owns it | Where it connects |
|---|---|---|
| Benefits plan and contribution strategy | Broker | Enrollment feeds payroll deductions and carrier billing |
| HRIS decision | You, with advice | Integrations with benefits and 401(k) are where switches break |
| New states and managers | HR | Each new state adds registrations, notices and rules |
Ongoing
| What needs to be in place | Who usually owns it | Where it connects |
|---|---|---|
| Compliance calendar | HR | Filings, notices and postings on a schedule |
| Carrier invoice reconciliation | Broker or HR | Catches people billed after they leave |
| Renewals and annual reviews | Broker and HR | Start early; clean data makes it faster |
General guidance, not legal advice. Requirements vary by state.
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