Farm Hiring Checklist

Farm manager writes a one-page role description: shift hours, equipment operated, certifications required (CDL, private or commercial RUP applicator license, CCA, forklift, milker training, AI tech), physical demands, and language. Flag whether the role handles pesticides — that drives WPS handler training and respirator fit-testing later.

Decide whether the position is H-2A seasonal, domestic seasonal, or domestic year-round. H-2A adds 60-75 days of lead time for ETA-790A / I-129 processing, AEWR wage obligations, employer-paid transportation, and MSPA-compliant housing — don't choose this path inside 8 weeks of need date.

Submit ETA-790A to the State Workforce Agency 60-75 days before the date of need. Include AEWR for the state, three-quarters guarantee language, transportation reimbursement terms, and housing address. Late filings are the most common cause of H-2A workers arriving after the crop is ready.

Post to AgCareers.com, the state job-service board, county extension list, Farm Bureau, and any commodity-specific board (Cattle Range, Dairy Herd, Wine Business). H-2A postings additionally require domestic-worker recruitment per the regulations during the recruitment period.

Verify CDL class and endorsements against the FMCSA portal, RUP license against the state ag-department lookup, CCA number against the ASA registry. Self-reported credentials are wrong often enough that a 5-minute lookup saves a bad hire.

Cover schedule expectations (calving night shifts, harvest 12-hour days, milking weekends), commute, equipment they have run, and pay range. Screen out hard mismatches before scheduling an on-farm interview.

Walk the parlor, machine shed, or row crop alongside the candidate. Have them start a tractor, hook a wagon, climb into a sprayer cab, or restrain a calf — whatever matches the role. Watch hands, not answers.

State the wage clearly: AEWR for H-2A, hourly or piece rate for domestic, plus housing, utilities, and meal arrangements if provided. Confirm start date against planting, calving, or harvest window.

Include wage, schedule, three-quarters guarantee for H-2A, at-will language for domestic, housing terms if any, and the MSPA worker-disclosure for ag labor contractor placements. Set the offer to expire in 5 business days.

FCRA-compliant disclosure and authorization signed before the request goes out. MVR is mandatory for any role driving farm trucks on public roads or operating CDL equipment; a clean three-year record is the typical bar for insurability.

I-9 Section 2 must be completed within 3 business days of start. Inspect physical documents in person — remote I-9 verification is allowed only for E-Verify employers under the alternative procedure. File state new-hire reporting within the state's deadline (typically 20 days).

Pre-occupancy inspection against MSPA / OSHA 29 CFR 1910.142: bed spacing, smoke detectors, potable water, septic, refrigeration, cooking facilities, and bathroom ratios. Failed inspection delays arrival and forces transportation rebooking — fix issues weeks ahead, not the day workers land.

EPA-approved WPS handler training before the first pesticide task — not after. Document trainer's credentials, date, and topics on EPA-approved forms; keep 2 years per FIFRA, longer per state. Fit-test the label-specified respirator and record the model and size.

Walk through rollover protection use, seatbelt rule, PTO master shield, never-clear-a-jam-with-power-on rule, and grain-bin entry permitting. PTO entanglement and tractor rollovers remain the top fatal-injury categories on US farms.

Cover water, shade, rest, and acclimatization per state heat rule (CA, WA, OR, MN have specific standards; federal NEP applies elsewhere). Field sanitation under 29 CFR 1928.110 requires toilets, drinking water, and handwashing within a quarter-mile when 11+ hand-laborers work more than 3 hours.