In this blog, we will discuss the employee onboarding process and documents required to on-board a new employee checklist.
Every company has its own process for on-boarding new employees. There are also certain compliances that need to be fulfilled during the process of on-boarding. As the person responsible, you will have to ensure that all the activities go on smoothly and the new employee gets to know about your company and its processes as well as complete essential compliances. This is where having a checklist comes in handy. That is why we have created this blog which comes along with an editable sheet so you can add-in your own steps as well. There is also a free PDF download if you want to print these steps and have it with you on paper.
With this checklist of documents required to on-board new employees, you can rest assured that everything you need to do, gets done.
There is the following process of employee onboarding –
Appointment letter –
- Details of job
- Date of joining
- Working hours
- Time-off policy
- Remuneration benefits with other benefits
- Termination details
- Tasks and responsibility of the employee
Confidentiality agreement –
- Agreement of non-disclosure
- non-compete agreements
Form of compliance –
Form of EPF –
- Form 2 – Nomination and Declaration for exempted/unexempted
- Form 6A – Consolidated annual contributions statement
Form of ESI –
- Form 2 – Family declaration form Addition or deletion
- Form 6 – Registration of employee
Form of Gratuity –
- Form A – Notice for Opening
- Form B – Notice for Change
- Form C – Notice for Closer
Letter for salary account opening –
One of the essential formalities is to open the employees’ salary account while joining the organisation and before first paying the employee.
Welcome mail to the employee –
Once the employee joins the organisation, HR can send a welcome mail to the employee to enhance the employee onboarding process and to make them feel comfortable, environmentally friendlier, and feel more welcome.
HR process –
The last step of the onboarding process is the HR process, where HR has to teach employees how to complete the HR-related duties, such as attendance, timing, dress code and other information.
List of HR norms –
- Office timing
- Leaves template, and others.
That you have to attach it with the welcome mail.
Documents required to on-board a new employee
There is the following list of documents that are required to on-board a new employees –
Details of the documents
Identity card and Address Proof
Bank account details
Experience letter or information if any
Copy of the e-passbook downloaded from the UAN member portal
For Chartered Accounts
For Staff Accounts
Form – 102
Transferring staff accounts
Form 109 – Confirmation/Acceptance letter of transfer from the organisation.
This is the end of our discussion on documents required to on-board a new employee. Let’s know your other questions and opinions on this topic. Mention below the comment box.