You can’t deny that the new employees are like a breath of fresh air in your organization. The moment they set foot inside your premises, it feels different in a good way and you get charged up for the brand new challenges. But, as much as it excites you, the onboarding and orientation responsibilities also get you occupied. Just like any other process of the organizational workflow, documentation and paperwork is an integral part of the new joining formalities. A vague idea of some documents like the joining letter, previous employment papers, and a few legal forms do not suffice. You need to have a clear picture and a list of the exact tasks you have to perform. Wonder how helpful it would be if you had a short note to swiftly get reminded of all the papers you need on their very first day?
Here’s a checklist for all the HRs to quickly run through and get ready for an exchange of new hire documents:
A Signed Copy of Offer Letter
Offer letters are only proposals that you extend to a shortlisted candidate that he can reject or accept. It does not stand for your confirmation to place the person in the required position. Due to this reason, it is imperative to get a signed copy of the offer letter format that you had sent to the prospective employee. A signature confirms that they have accepted the offer and are ready to comply with the terms and conditions of the employment that you have put forth. Taking this measure will prevent you from troublesome scenarios where employees abscond without prior notice and can easily claim that they never agreed to work with the company.
Proof of Identification
Welcoming a new joiner is always risky! You never know which fraud or imposter you are inviting to your workplace. To avoid employing a wrong candidate, the process of BGV (Background Verification) is implemented by a lot of organizations these days. Under this, the employee to-be is supposed to produce identity proofs such as Aadhaar Card, PAN Card, Voter ID, Birth Certificate, etc. to prove their authenticity and nationality. Failing to conduct this validation, you might end up facing difficulties in the near stages of the employment lifecycle.
Proof of Employment Eligibility
Similar to the proof of identification, it is also necessary to check and verify whether the right candidate has been shortlisted or not. How do you validate that? Again, through the BGV procedure. Now whatever eligibility criteria you had laid for the concerned vacancy, make sure that this person qualifies every expectation. For instance, educational mark sheets, skill attainment certificates, and previous employment proofs among others. So, before you also download and rush to share an appointment letter format with the employee, ensure they are eligible.
Payroll Information Documents
Yes, on the first day you have to get the Direct Deposit Authorization Form submitted so that you know where to send the salary. Payroll information is a must to register in the beginning so that there are no difficulties in the payroll processing/ salary credit at a later stage.
Also known as the Confidentiality Agreement, this document is a legal one. You need to strictly communicate to the new employee that they are not allowed to share the company’s private information or property with an outsider. When the workforce knows its boundaries and the consequences of breaking this agreement, things remain safe and intact. So, do not forget to get the non-disclosure agreement signed by the newbies.
Employment Bond Contract
Some organizations have a minimum time bond to serve and the option of contractual employment for their employees. Now such bonds need to be secured with a signature on paper so that the employees cannot claim otherwise if the norms of the bond are not fulfilled at any later stage.