Joining Formalities

HR Success Guide
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 Joining Formalities
♦ This section lays down the detailed joining formalities to be completed by
the new entrant with HR Department. HR will be responsible for completing
the formalities for those employees who Join.

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 Why do we need Joining Formalities?
♦ Statutory Compliance: Documentation of contract and employee record is
mandatory (one file per person employee despite all the automation)

♦ Audit Requirement: To meet International or domestic company standards

♦ Employee Track Record: Specially when there is a fraud, resignation,

absconding cases, legal court cases.

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 Responsibility of HR on the day of Joining
♦ Normally sufficient joining time is given to the new employee for joining. The
concerned HR will take the following action immediately on issuing offer letter
to a new entrant. Inform the concerned Head of the Department regarding the
new entrant indicating likely date of joining. Co-ordinate with the Department
concerned, regarding requirement of accommodation, furnishing, etc., if
applicable, Coordinate with the Department concerned regarding the following
requirements

Continued..

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 Responsibility of HR on the day of Joining
♦ Work place / Cabin
♦ Land telephone / Cellular phone
♦ Computer
♦ Allotment of car if eligible. Also include the type of Car / Colour preference,
the cost factor etc.
♦ Requirement of guestroom as an interim measure, if applicable, including
the period of stay. Pool car where applicable with duration
♦ Residential telephone along with the date by which it is required
Indicate address, if known
♦ Co-ordinate with concerned Department regarding reception arrangement
for Senior Executives, if coming from outstation
♦ Open the Personal File for the new entrant

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 Type of Joining Formalities Documentation
♦ For Submission

♦ For Receiving

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 For Submission
♦ Education Certificates: Degree Certificate and Mark sheets

♦ Work Experience Certificates: Relieving letter/ Service Certificate, last drawn

salary slips/ No due certificate/ last salary revision letter/ Appraisal letter, TDS
certificate (computing balance tax deduction/ Detail documentation)

♦ DOB (Date of Birth): Birth Certificate or 10th Mark sheet

♦ Photo ID Proof( Valid): Driving license or Passport or Voter ID or Pan Card

♦ Address Proof: Driving license or Passport or Voter ID or Post Paid or Landline

Bill or Back Account statement Address or Rental Agreement

♦ Others Requirement: Employee Background Verification, Appointment letter

this will give details of Date of joining (DOJ), Designation, Department,
Reporting Manager also the CTC at the time of Joining

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 Submission Note
♦ Salary of the new joining will not be released until the submission of the
applicable documents.

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 For Receiving
♦ Appointment Letter

♦ Policy Manual – Process and System that exist in that organization.

♦ Bank Account Opening Form

♦ Mediclaim Insurance Form

♦ ID Card & Access Card

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 On Joining the Organization
♦ An employee is required to fill in the Employee Particulars Form that covers
information like Personal Particulars, Communication details, Academic details,
Passport details, Group Insurance details etc.

♦ An employee has to submit passport size coloured photographs.

♦ An identity card is issued.

♦ A copy of the Appointment Letter is sent to Finance Department for

processing salary.

♦ If he does not have a bank account with Bank he will be initiated to open one
at the recommended branch in the place of his work location

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 Duties of HR During the Joining Process
♦ Activities to be undertaken by the Corporate HR / Unit HR / Administration
Dept. immediately on the day of joining of the new entrant, An induction
programme will be organised by the Corporate Learning Centre for all new
entrants. The dates may be obtained from the concerned co-ordinator of CLC
by the HR.

♦ Administration: Assist the new entrant in completing any other formalities as

per company rules.

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 Checklist for Joining
♦ Copy of CV
♦ Application Form
♦ Academic testimonials (10th, 12th, Graduation)
♦ Professional Certifications (If Any)
♦ Passport size colour Photographs
♦ Identity Proof
♦ Residence Proof
♦ Last 2 months salary slips of previous organization
♦ Clearance letter from the previous organization
♦ Previous organization’s Experience certificates
♦ Landline No and official email ID of last company
♦ Contact no of immediate supervisor in last company
♦ PF nomination & declaration form
♦ ESI Nomination and Declaration Form
♦ Tax declaration form - Form 16 from last employer

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 For HRD Use Only
♦ Bank Acct No. ________________________________

♦ Emp. ID Card ________________________________

♦ Access Card ________________________________

♦ Email Add. (Official) __________________________

♦ Mobile (If Applicable) __________________________

♦ Laptop (If issued) __________________________

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 End of Presentation

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