Have you decided to employ someone but are unsure what to do next? Claire Duffin, Member Engagement Coordinator at the Equestrian Employers Association (EEA), shares her essential tips for getting started.
Register as an Employer with HMRC
You will need to do this before your first pay. You can register online via the HMRC website. Once you have registered, you will receive a Pay As You Earn (PAYE) reference number, which allows you to deduct income tax and National Insurance (NI) from employee wages.
Employers Liability Insurance
If you employ anyone, you are required by law to have Employers’ Liability Insurance in place. Your policy must provide cover of at least £5 million cover and come from an authorised insurer. If you run a riding school, you must also have Public Liability Insurance.
Even if you do not run a riding school, it is important to have appropriate cover to protect your business against a large, unexpected payout in the event of an accident involving a member of the public.
Check Right to Work in the UK
You must confirm every employee has the legal right to work in the UK. Documents that an employee can use to prove they have the right to work include a UK passport or a combination of their birth certificate and an official document containing their National Insurance number. You will need to keep records of your checks (for example, copies of the documents provided).
Set Up a Pension and Payroll System
You will need your payroll system to calculate pay, deduct tax and NI, and report to HMRC. To do this, you can use payroll software, an accountant, or a payroll provider. You will also need to ensure that any eligible employees are enrolled in a pension scheme and that you both make the necessary contributions. EEA members can take advantage of our partnership with Feather Payroll, who provide highly discounted rates on pension and payroll services to our members.
Provide Your Employee with a Contract
By law, employers must provide employees and workers with a written statement of employment particulars before or on the start date of their employment. This is often referred to as a contract of employment.
The EEA Contract Creator tool is used by our members to create legally compliant written statements of employment particulars, which are bespoke to their businesses. Members can create as many contracts as they like and can even generate contracts that are specific to apprenticeships.
Understand Employment Law
As an employer, it is important to familiarise yourself with:
- The National Minimum Wage
- Working hours regulations
- Holiday entitlements
- Sick pay
- Other statutory leave and pay, such as maternity, paternity, and parental leave.
EEA members can be assured that they are always up to date with the latest changes in employment legislation, as well as having access to all the tools, advice, and support to keep their businesses compliant.
Ensure your workplace is safe
If you employ people, even if it is just one person on a part-time basis, you have a legal and moral duty to ensure that they are kept as safe and free from harm as far as possible whilst at work. For this reason, it is essential to have a health and safety policy, risk assessments, and procedures for accidents and emergencies in place.
There is a lot to think about when taking on employees, so why not let the EEA take the stress out of the process? We have all the tools you need to be a great employer!
Find out more: Equestrian Employers Association