Restaurant New Hire Checklist

Record the basics the rest of the workflow branches on: legal name, position, start date, and FOH/BOH assignment. Position drives certification requirements (alcohol service for bartenders, allergen-aware for kitchen leads) downstream.

Servers, bartenders, bussers, and runners are typically tipped employees subject to the federal tip credit (where state law allows) and the FLSA 80/20 rule. Line cooks, prep, dish, and hosts in most states are non-tipped. CA, OR, WA, NV, MN, MT, AK ban the tip credit entirely — classify accordingly.

Section 1 must be completed by end of the first day worked; Section 2 within three business days. Inspect originals from the List A / List B+C combinations — never accept photocopies. AZ, AL, MS, NC, SC, TN, UT, and GA require E-Verify above their state thresholds.

Use the current-year IRS W-4 plus your state withholding form (states without income tax — FL, TX, TN, NV, WA, SD, WY, AK, NH — skip the state form). Upload to the payroll file in Gusto, Toast Payroll, or whichever payroll system you run.

E-Verify cases must be created within three business days of the first day of work. Print the case-result page and file with the I-9 — do not store inside the I-9 itself. Skip if your jurisdiction does not require it and you are not a federal contractor.

Collect the voided check or bank letter and enter the routing and account numbers directly into payroll (Gusto, ADP, Toast Payroll, R365). Confirm the pay-cycle cutoff so the first check lands on schedule.

Most jurisdictions require ServSafe Food Handler or a state-equivalent within 30 days of hire for anyone touching food. Save the card or certificate to the personnel file and record the expiration (typically 3 years). CA, IL, AZ, TX, WA, and OR each run their own programs.

Bartenders and servers who pour need TIPS, ServSafe Alcohol, or the state-mandated equivalent (TABC in Texas, RBS in California, MAST in Washington, OLCC in Oregon). Selling to a minor or visibly intoxicated guest is a license-level violation — pulling the card before the first shift is non-negotiable.

MA, IL, MI, NY, and RI mandate allergen-aware certification (AllerTrain or PCFP) for at least one manager per shift. Walk the new hire through the allergen-ticket protocol: dedicated cutting board, dedicated tongs, glove change, separate fry, and the call-and-callback on the line.

Issue the chef coat, apron, hat, or branded shirt per role. Confirm Shoes for Crews or equivalent slip-resistant footwear before first shift — most line injuries logged on the OSHA 300A trace to footwear or knife handling.

Create the Toast, Square, Aloha, or Micros server profile with the right permissions — voids, comps, and discount authority should be locked behind manager PINs. Test the clock-in on the floor terminal before the first shift.

Walk the dining room, host stand, server stations, expo pass, line, walk-in, dry storage, three-bay sink, dish pit, and chemical storage. Point out the handwashing sinks — bare-hand contact citations are the most common health-inspection finding.

Cover the side-work sheet for the assigned role: silverware roll, condiment refresh, restroom check, bar par restock, line breakdown. Remind tipped staff that non-tipped duties beyond the FLSA 80/20 threshold must be clocked into a non-tipped code.

Pair the new hire with a trainer who runs a full shift — pre-shift lineup, full service, cash-out, and closing side-work. Trainer reports back to the GM with section-readiness and any gaps to drill next shift.

Sit down for 20 minutes: ticket times or section feedback, attendance, peer feedback, and one development goal. Most retention drop-offs happen between day 30 and day 90 — a real conversation here resets the trajectory.

Write down the specific gaps (ticket times, void rate, attendance), the trainer assigned, the metrics that will be reviewed, and the next check-in date. A documented plan is also the foundation if separation becomes necessary.