What is an employee start date?
An employee’s start date is their first day on the job when they start working and fulfilling their obligations as an employee. It’s also the date your new hire is officially added to the payroll. This date usually starts as your target hire date or job start date in the hiring timeline of your recruitment plan and can serve as the deadline for hiring activities and preparation for new employee onboarding.
On the start date, employees report to work for the first time, either virtually or in person, and begin tasks such as onboarding and training.
Having an estimated employee start date before conducting interviews lets you gauge availability from applicants. If the applicant isn’t available to start on the proposed date, you might need to adjust your expectations or negotiate the start date with your selected candidate.
In other cases, you might consider a different applicant if a candidate can’t start on or near your desired start date. Try to find a balance between your needs and the candidate’s availability to make it work for everyone.
Hire date vs. start date
What’s the difference between hire date vs. start date? Many people use these terms interchangeably. Sometimes, the dates are the same, but the hire date often comes before the start date.
In most cases, an employee’s hire date is when they complete all of their required onboarding paperwork. Completing and processing this paperwork is often necessary before they can be added to the payroll and get paid for their work. They could start working for your company on the same day, which would also make it the start date.
However, many organizations require employees to fill out the official paperwork before they start working, making the hire date and start date different. Your HR department might take a few days to process the documents. When comparing the hire date and start date, consider all the tasks on the new-hire to-do list and whether you need extra time before the employee officially starts working.
Why is the employee start date important?
The first day on the job sets the tone for the rest of their time with the company. But start dates affect other aspects of the hiring process as well. Reasons the start date is important include:
- Positive company impression. If the employee’s first day goes smoothly, it can help establish a positive, productive attitude toward the company.
- Efficient onboarding . Giving your team enough time to prepare helps the onboarding process go smoothly without wasting any time. This can help your new hire reach full productivity faster.
- Benefits. Your employee benefits package should outline when each benefit begins. Some new employees don’t receive health insurance coverage until they’ve worked at least 30 days, for instance. Choosing the start date could delay eligibility for certain benefits. Review your established qualification periods and review the calendar to see if a different start date could affect that.
9 factors to consider in determining an employee start date
The time between job offer and start date can vary widely. To help you determine the right start date for your employees, there are several things to consider.
1. Business needs
If you’re facing a serious staffing shortage or suddenly lose a crucial team member, you might need the new team member to start as soon as possible.
You might move up the start date to get the new hire in place and up to speed so you can minimize the impact on company productivity. A faster timeline might also allow the employee who’s leaving to train the new employee before they leave.
2. New hire paperwork
The employee start date often can’t happen until you take care of new hire requirements. It should allow enough time to process the required HR paperwork.
This paperwork includes the job offer, employee forms, government forms, payroll forms and other documents needed to finalize the hire. Employees often can’t get paid until you complete certain required paperwork, so you may need to hold off until you finish those tasks.
3. Background checks and other validation
Your hiring process should involve vetting to ensure the candidate meets all your requirements. For some jobs, that might include a background check.
Other possible tasks in the vetting process might include drug testing, reference checks, physical exams and verification of education, licenses and certifications. Set the new employee start date far enough out that you can comfortably complete those checks and receive the results.
4. Payroll schedule
When a job seeker accepts a new position, they may have a gap in their paychecks depending on when the pay periods fall. Aligning the employee’s start date with the company’s payroll schedule can make the transition easier financially for the new candidate. Your payroll team can help you factor in the pay periods and paydays to avoid long delays in receiving the first paycheck.
5. Preparation for onboarding and training
The manager and other team members may need time to prepare for training and other onboarding activities. Work with the team to check their availability and allow time to make a training plan as they may need to prepare materials and establish a timeline of training activities.
You might also need time to secure the necessary equipment for the new employee. Check with your IT department to ensure they can get a computer and create necessary employee accounts for the new hire. Having these items in place and ready to go on day one improves the employee experience and makes those first days productive.
6. Number of new hires
Onboarding multiple new employees simultaneously could impact start dates. If all of the new employees are working in the same or similar roles, choosing one start date for everyone can streamline your onboarding processes.
You can train the new team members as a group for greater efficiency. If you prefer a one-on-one approach, consider staggering their start dates to allow you to focus on each employee and provide more personalized training.
7. Applicant’s availability
Consider the applicant’s availability when determining the employee’s start date. If the applicant isn’t available to start until a later date, you’ll need to adjust your timeline accordingly. Possible reasons for the applicant not being available right away include:
- They are currently employed and need to give notice to their current employer.
- They want to wait to give notice at their current job until after they’ve passed your vetting process and have an official job offer.
- They need time to relocate.
- They have personal commitments.
- They want to take a short break between jobs.
- They need to complete a credential, school program, licensing requirement or other requirements before they’re fully qualified to start the duties.
8. Time between sending the offer and the start date
Choosing an ideal start time involves a careful balance, and it’s often worth discussing potential start dates during the interview process or after extending an offer. Typically, the offer letter will suggest a start date about two weeks from the offer date. However, candidates may ask for a different start date based on their personal circumstances. Having an open conversation early can ensure both parties are aligned.
9. Workload
Look at the department’s upcoming schedule to see if the workload could impact the start date. If they have a big project that’s close to completion around the proposed start date, they might be too busy to help the new hire. If you expect the workload to be very low around the start date, there might not be enough tasks for the new hire to learn the job and stay busy.
FAQs about employee start date
How do you negotiate the start date with the new hire?
Negotiating the start date is similar to negotiating salary and employee perks. You go into the offer with an ideal start date, but the candidate might have a different idea of when they want to start. See how close you can get to their proposed day without hurting your operations. Keeping new hires happy from the beginning can make a positive impression that helps you retain them for longer.
How do you confirm the start date with the new hire?
Discuss the start date early with the selected applicant to ensure you have a date that works for everyone. To confirm the start date with a new hire, send a concise email or message stating their start date, time and any necessary details.
Can the start date change?
The start date can be changed upon request. For instance, your new hire might face delays in relocating to your area, which could mean pushing out their start date. On your end, issues getting equipment, scheduling conflicts or not being prepared for training could delay the start date.
If the person they’re replacing decides to leave the position earlier, you might ask the candidate if they can start sooner. When changes need to happen, make sure both parties agree.
