Can the IR330 go in the same envelope as the agreement?

Yes. An envelope can hold several documents, each with its own fields.

How do I collect a copy of a visa or ID?

Add a file upload field, and the new staff member attaches it while completing the pack.

Does payroll need a SignAndGo login?

No. Copy them in and they receive the finished documents by email.

Guides · By team

Onboarding a new staff member: the paperwork checklist.

The first week of a new job is easier for everyone when the forms are dealt with before day one. This checklist covers what New Zealand employers commonly collect from a new staff member, and shows how to bundle it so the person completes everything from one email. Your HR adviser or accountant can tell you which items your business needs.

The core documents

Almost every hire involves an employment agreement and a position description. On top of that, payroll needs a tax code declaration, which in New Zealand is the IR330, along with the person's IRD number and bank account for wages.

If the new staff member is joining KiwiSaver or is already a member, there is the KiwiSaver deduction form to collect so payroll knows their contribution rate.

Employment agreement, signed by both sides.
Position description.
IR330 tax code declaration and IRD number.
KiwiSaver deduction form.
Bank account details for pay.

Policies and acknowledgements

Most businesses ask new staff to confirm they have read key policies: health and safety, IT and acceptable use, privacy, and a code of conduct. These don't usually need a signature so much as a confirmation. A tick box with a short statement beside it, plus a date, captures that cleanly.

If a policy is long, switch on AI document summaries so the person can read a plain overview before confirming.

Details and documents you need to see

Collect the practical details in text fields: emergency contact, preferred name, uniform size if relevant. Where you need to sight something, such as a passport, visa, driver licence or trade certificate, add a file upload field. The person attaches a photo of it from their phone as they go, rather than emailing it separately.

Putting the pack together in SignAndGo

Load the documents into one envelope, in the order you want them read. Mark the fields the new staff member must complete as required. Put the hiring manager's countersignature on the agreement and set the envelope to go to the new person first and the manager second.

Copy in payroll so they receive the IR330 and KiwiSaver form as soon as everything is finished. Save the whole pack as a template and the next hire is a matter of changing the name.

Before and after day one

Send the pack as soon as the offer is accepted. Check the envelope's status a few days before the start date, and send a reminder if anything is outstanding. Once complete, everyone gets the finished documents with a completion certificate, and if you use Xero, the signed documents can be filed there automatically.

Common questions

Can the IR330 go in the same envelope as the agreement?: Yes. An envelope can hold several documents, each with its own fields.
How do I collect a copy of a visa or ID?: Add a file upload field, and the new staff member attaches it while completing the pack.
Does payroll need a SignAndGo login?: No. Copy them in and they receive the finished documents by email.