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美国中小型公司招聘员工手续指南(附HR文件模板)

作者: JC, 更新日期: 2021-09-14
美国的小公司,在local招聘雇人不容易。其中的手续就累死人了。所以,搞一个好的流程,每次招聘的时候,沿着这个流程做,能够给老板自己节省下不少时间。

我在美国的中小公司工作过,做过manager,所以对于全套雇人和裁人的手续我都经历过。比如如何招聘,雇佣的手续,drug test/背景调查,雇佣后要员工填的表格,需要签的字。还有就是辞退员工的手续等等。所以,这些是根据我在公司工作期间,雇人、招聘、裁人等等一系列的手续总结出来的。有一些事情我不是很熟悉,也问过公司人事经理。

下面我就写写我在小公司工作招聘员工的步骤,虽然我招聘的是软件人员,但流程来说,对其他类型的招聘应该也是适用的。

Step 1. 在craigslist上登广告

一般大的网站,比如monster.com或者 Indeed.com收费都比较贵。比如,我记得monster是一个月300多美金,而 Indeed是类似Google那样,按照点击收费的,一个月下来也不便宜。 而craigslist就便宜多了,就是$25/月。

但到craigslist上登广告,需要注意一点,就是要选对category来登广告。比如说,如果你找个java developer的话,就应该post到software jobs下面,而不是dba或者系统admin的种类下面。否则,你会觉得怪怪的,为啥没有developer来投简历?

Step 2. 收到candidate的简历

一般如果你写的工作广告比较吸引人的话,就会收到不少的简历。注意email信箱可以建个单独的folder来存放这些简历。

Step 3. 给合适的candidate回信,电话interview

给candidate回信,定下来做phone screen的时间。模板如下:

Hi xxxx,

My name is JC. I am writing in regard to your application for our java developer position.

We are developing our next generation website as well as backend support systems for selling books online. The main technologies used include Java, Spring framework, Velocity, XML and MySQL.

This is a good opportunity to use some of the most innovative technologies and help lead the way in e-commerce innovation. We are looking for a software engineer who is a self-starter, well-rounded, and enthusiastic about our projects.

Could you let me know some available time for an initial phone interview? The interview will just take 15-20 minutes.

Cheers,

JC

这里要提一下,如果你的公司不支持H1B签证的话,要么在招聘广告上写清楚,"US Citizen or green card holder only", 要么收到简历后,可以发信询问,确保申请人的身份没问题。email模板如下:

Hi xxxx,

My name is JC. I got your resume and am interested in talking to you about our position.

So, could you let me know if you are holding green card or you are a US citizen? As you know, we don't do H1B sponsorship at this time. I just want to make sure of this before proceeding further with the interview process.

Thanks,

JC

Step 4. 电话interview的话题和步骤

下面是电话面试的一些话题,各个公司都应该是通用的。

1) overview about our company and this job position

2) tell me about yourself, java experience, database experience

3) have you looked at our company's website?

4) what's your current visa status (optional)

5) why you are interested in this job?

6) what is your salary expectation?

Step 5. 电话面试结束后,可以给合适的申请人发编程的测试题

可以使用 InterviewZen.com 来给对方出题。注意,用interviewzen出题后,一定要记下来dashboard的链接。否则对方做好题目以后,而你忘记了链接了,你就无法看到对方的答案了。

题目准备好以后,给对方发email,附上测试题的链接就好了。 Email模板如下:

Hi xxxx,

Thanks for doing the phone interview today. Here are some questions for you to answer/write a program for. If you could get back to me in the next couple of days, it will be great.

Thanks,

JC

Step 6. 对于合适的candidate, 邀请onsite interview,email模板如下:

Hi xxxx,

Thanks for completing the questions. Your program works but could use more optimization.

I would like to invite you for an on-site interview. Could you let me know some available time you can come here? We are located at xxxx xxxx. The interview will take about 2 hours.

Thanks,

JC

Step 7. 通知Onsite interview的email模板

Hi xxxx,

I've scheduled your onsite interview for next Tuesday at 10am. Our address is xxxx xxxx.

Step 8. Onsite interview可以问的问题

1) How did you learn programming and keep yourself up to date?

2) Describe a challenging project you've done in the past and how you've overcome it?

其他的,就是可以出一些小的算法题或者编程题,考察申请人思考问题的方法。

拒绝不合格的申请人, email模板如下:

Subject: Thank you for your interest in our company

Thank you for your interest in the developer job opportunity. We have carefully considered your skills and experience. While we are impressed by your background, we have decided to pursue other candidates whose skills and experience more closely match the requirements for this position.

Wish you the very best in your job search.

Thanks,

JC

Step 9. 选定了合格的人,要对方的reference,做reference check.

9.1 Email template如下:

Hi xxxx,

Thanks for coming in for the onsite interview. Could you send me some references, say, 2 or 3 people that know you so I can talk to?

JC

9.2 Reference check questions

-Do you think the candidate is qualified to assume these responsibilities? Why or why not?

-How would you describe his work style?

-Is this person a team player or does he or she excel by working alone?

-What are the candidate's three strongest qualities?

-Any weaknesses?

Step 10. 给合格的申请人offer

这个一般是先打电话给对方,口头通知。然后再给对方email正式的offer letter. (offer letter要写明,对方背景调查和drug test都通过了,offer才是正式有效的)。email模板如下:

Hi xxxx,

Welcome on board! We have the hiring documents ready as follows:
1. Job offer
2. Background check form
3. Drug test form

We will need your driver license number and SSN number for the forms.

Thanks,

JC

Step 11. 做背景调查(background check)

这个是管对方要了driver license number和ssn number后,给人事处,由人事处去做背景调查。一般几天后就会有结果。

Step 12. 尿检(drug test)

这个主要是检查申请人是否有吸毒。这个根据工作和公司的要求,不一定需要做。

Step 13. email通知对方背景调查和药检通过了,模板如下:

Subject: welcome to our team

Hi xxxx,

Your criminal check and drug screen results came back fine. We are excited to have you join our team. Looking forward to seeing you next Monday!

Cheers,

JC

Step 14. New hire paper work

这个包括 I-9 form (Employment Eligibility Verification), W-4 form(计算发工资扣税用的), 公司的规章制度文件,和申请人签署 non-compete agreement 以及 non-disclosure agreement等等。

***

HR文件模板, 请下载:
https://www.advancedj.com/file/hiring.zip

下面分类解释一下各个文件模板的用途。

1. Pre-Hire 文件和模板

new_hire_procedures.doc

conditional_job_offer_template.doc

Job_Application.doc

Permission_to_Background_Check.pdf

background check一般是需要的,但药检(drug test)不一定要的。药检可以找 questdiagnostics.com这种公司去做。

2. New Hire Paper Work 文件和模板

new_hire_checklist.doc

最新的 w4,这个要从IRS下载:
https://www.irs.gov/pub/irs-pdf/fw4.pdf

最新的 I-9
https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

sample_employee_handbook.doc
员工手册(Employee Handbook). 记录了考勤,节假日,生病请假,怀孕,结婚,如何休假等规定。
(这份sample employee handbook里面虽然都cover了美国各州通用的规矩,但你也可以根据你州里的规定,加一些补充。比如有些州对于maternity leave啥的,有一些更进一步的规定啥的。如果想补充也可以加上去。)

Direct_Deposit_Auth.doc

employee_safety_orientation_checklist.doc

这些文件应该在第一天员工上班时填写。

3. PPL form (Paid Personal Leave form),员工请假表格模板

PPLform.doc

4. Expense Report 模板

expense_report.xls

5. 员工福利,Retirement program

Retirement program, 这个应该就是401k的规定了,要和401k insurance company谈去,比如standard.com。他们会给你表格啥的,让员工填写,比如每个月应该扣除多少钱,放到401k里。

还可以setup员工的医药费报销计划,比如用 benefithelpsolutions.com

6. Performance Review 员工考核模板

performance_review.doc

written_warning.doc

written_warning_final.doc

7. 辞退员工

美国雇佣人一般是 at will,双方不签合同。公司让员工走人,不用赔偿任何款项,也就是说,不用给任何severance pay。除非有合同,那么辞退员工就按照合同规定执行。当然,有的公司面子上做的好一些的话,也给一定的离职费,比如按照员工工作的年限给,但一般美国大公司才那样做。

辞退员工,需要出一份employee termination notice. 辞退员工的理由有:
--Violation of Company Policy
--Insubordination
--Dishonesty
--Negligence
--Intoxicated
--Not Qualified (no misconduct)
--Failed Standards During Evalution
--Failed Drug Test
--Reduction in Work Force (lack of work)
--Poor Performance
--No Call/No Show (state # of days)
--Absenteeism
--Tardiness
--Other

最后,再次说明一下。以上HR文件模板均汇集到了zip文件,下载链接:
https://www.advancedj.com/file/hiring.zip
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