Free restaurant template · Checklist
Restaurant new hire packet checklist for Massachusetts
Free to use and edit. These are starting drafts, not legal advice: have an employment attorney review any policy before you rely on it.
The template
[Restaurant name]
New Hire Packet Checklist
Employee name:
Position:
Start date:
Pay rate(s):
Tipped position: yes / no:
Under 18: yes / no:
Hiring manager:
Before or on the first day
| Item | Date done | Initials |
|---|---|---|
| Signed offer or rate confirmation (position, rate, pay day) | ||
| Form I-9, Section 1 completed by the employee | ||
| Federal Form W-4 | ||
| Massachusetts Form M-4 | ||
| Direct deposit authorization or pay method chosen | ||
| Work permit on file (if under 18) | ||
| Written notice of the tipped service rate (tipped positions) | ||
| Emergency contact |
Within the first three business days
| Item | Date done | Initials |
|---|---|---|
| Form I-9, Section 2: documents examined and signed by the employer | ||
| Added to payroll and timekeeping with the correct job and rate |
Required notices
| Item | Date given | Initials |
|---|---|---|
| Paid Family and Medical Leave notice, with acknowledgment | ||
| Written notice of workers' compensation coverage | ||
| Earned sick time notice | ||
| Sexual harassment policy (six or more employees) |
State report
| Item | Date done | Initials |
|---|---|---|
| New hire reported to the Department of Revenue |
Restaurant policies and training
| Item | Date done | Initials |
|---|---|---|
| Employee handbook received, acknowledgment signed | ||
| Tip pooling policy received (tipped positions) | ||
| Uniform issued; meal plan choice recorded | ||
| Allergen awareness and food safety training scheduled | ||
| Training plan started |
Starting draft from Back of House Ops (backhousehr.com). Edit it to fit your restaurant. It is not legal advice.
Massachusetts rules
The rules that apply to this document
When does a new hire have to complete Form I-9?
The employee completes and signs Section 1 no later than their first day of work for pay. The employer examines the documents and completes Section 2 within three business days of that first day, so for a Monday start, by Thursday.
Full answer and official sourceDo new hires need a Massachusetts withholding form as well as the W-4?
Yes. The federal W-4 sets federal withholding and the Massachusetts Form M-4 sets state withholding. Without an M-4, state tax is withheld with no exemptions.
Full answer and official sourceHow fast do new hires have to be reported to Massachusetts?
Within 14 days of the start date, to the Department of Revenue, for every employer regardless of size. Rehires who were off payroll for 30 days or more, including returning seasonal staff, are reported again.
Full answer and official sourceWhat notices do new employees have to receive?
At minimum: the Paid Family and Medical Leave notice within 30 days of hire, written notice that you carry workers' compensation, a copy of the earned sick time notice, and, if you have six or more employees, a written copy of your sexual harassment policy.
Full answer and official sourceHow does a teen get a work permit in Massachusetts?
Every worker under 18 needs one. The teen gets the job offer, the employer completes the Promise of Employment section of the application, a doctor completes a health certificate for anyone 15 or younger, a parent signs, and the teen takes it to the school superintendent's office.
Full answer and official sourceWhen can a Massachusetts restaurant pay the $6.75 tipped service rate?
Only when all of these are true: you told the employee about the rule in writing, they customarily receive more than $20 a month in tips, they keep all their tips or receive them through a lawful tip pool, and the $6.75 plus their tips reaches at least $15.00 an hour. If any condition fails, you pay the full $15.00.
Full answer and official source
Rules checked against official sources on . General information, not legal or tax advice.
Where restaurants go wrong
- Letting the new hire fill in both sections of the I-9. Section 2 is the employer's.
- Skipping the M-4 because the W-4 is done. They are separate forms.
- Paying the service rate to someone who never received the written tip notice.
- Forgetting to report a returning seasonal employee as a new hire.
Your restaurant remains the employer of record and approves payroll and employment decisions. BOHO is not a PEO, a staffing agency, or legal counsel. This template is a starting draft for you to edit. It does not decide how the rules apply to your restaurant, so have counsel review any policy or separation before you rely on it.
Want the numbers behind it? Try the restaurant calculators.
Rather have someone keep these documents current?
Your restaurant remains the employer of record and approves payroll and employment decisions. BOHO is not a PEO, a staffing agency, or legal counsel.