Hiring Checklist

The hiring manager confirms the req is approved in the HRIS or ATS (Greenhouse, Lever, Workday) with finance sign-off. Backfills vs. net-new headcount have different approval paths — don't open sourcing until the req shows approved.

Pull the leveling guide and confirm the comp band midpoint with the compensation analyst. Include FLSA classification (exempt vs. non-exempt) — both the salary threshold and duties test must be satisfied for exempt status.

CO, WA, NY, CA, IL, MD, RI, MA, MN, NJ require salary range in the posting. Remote roles open to these states trigger the obligation. Reposting the same role re-triggers the requirement.

Use the comp band approved with the JD — typically expressed as a range from band minimum to maximum, not a single midpoint. Some jurisdictions also require benefits summary in the posting.

The recruiter dispositions applicants against must-haves on the JD. Use consistent disposition reasons in Greenhouse/Lever for downstream EEO-1 and adverse-impact analysis.

30-minute screen covering motivation, comp expectations, work authorization, and timeline. Avoid prohibited topics (age, family status, disability, salary history in CA/NY/CO/WA/MA/IL).

Each interviewer files a scorecard in the ATS before debrief — written feedback before group discussion reduces recency and anchoring bias. Confirm interviewers have completed unconscious-bias training within the past 12 months.

At least one direct manager. Use a structured reference template — same questions every call — to keep the data comparable. Document responses in the ATS reference notes field.

FCRA requires a standalone disclosure document (not buried in the application) plus written authorization before initiating the background check. Bundling the disclosure with other content is the most common FCRA class-action trigger.

Scope to the role — county criminal, federal, employment verification, education verification. Honor ban-the-box timing in NY, CA, CO, MA, IL, NJ; criminal-history inquiry only after conditional offer.

FCRA step one of two: send the candidate the report copy plus the Summary of Rights and allow at least 5 business days to dispute before any adverse decision. Skipping this step or compressing the dispute window is the most common FCRA failure.

Confirm base, target bonus or commission, equity grant size and vesting (4-year with 1-year cliff is the common default), start date, and reporting line. Strip any non-compete language for CA, MN, ND, OK hires.

Out-of-band offers (above band midpoint, off-cycle equity refresh, sign-on bonus over policy) need explicit written approval. Document the rationale for compression review at next comp cycle.

Section 1 must be completed by end of first day; Section 2 within 3 business days of start. Bundle the W-4, state withholding, and direct-deposit forms in the same packet via the HRIS (BambooHR, Rippling, Gusto).

CA requires biennial training for supervisors and non-supervisors at 5+ employees; NY and IL require annual; CT, DE, ME also have mandates. Set the LMS deadline within the state's required completion window from start date.

Trigger the IT-side and manager-side onboarding workflows. Confirm laptop ship date, badge request, software provisioning, and 30/60/90 plan ownership before Day 1.

Examine original documents from List A or List B+C in person or via authorized representative. Submit to E-Verify same day where required (AZ, AL, MS, GA, NC, SC, TN, UT private employers above thresholds).