Joining Formalities

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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

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Others Requirement: Employee Background Verification,

Appointment letter this will give details of Date of joining (DOJ),
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Designation, Department,
Reporting
Manager also the CTC
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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
photographs.

has

to

submit

passport

size

coloured

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 organizations 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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