It is advisable to ask your prospective employer about the documents you will require in advance to avoid delays in your new workplace advises Amit Bansal, CEO – PurpleLeap.
The first day at work is filled with mixed emotions.
The sense of achievement at having secured this job and journey ahead is aptly countered with the apprehension of a new environment and new people.
Being in a new place itself is daunting, so the strain of documentation and paperwork can become an additional burden.
On the other hand, from the company’s perspective, it is inevitable.
Companies need to make a record of the personal as well as professional details of a new joinee on Day 1.
Through this article, you would see why documentation on Day 1 is significant and what you can do to ensure a smooth first day.
For any company, Day 1 documentation covers detailed information pertaining to new employees’ education, competencies, professional experience, achievements, family details etc.
Further, information obtained through documentation also discloses new employees’ personal orientation and interests towards specific areas of business improvement.
Anticipation of national threats and incidents impacting the organisation at large has led to documentation becoming extremely important on the first day.
For the new employee, Day 1 orientation provides an overview of the organisations’ vision and mission, organisation structure, human resource policies, business practices, agreement of non-disclosure of business secrets, appropriate usage of physical as well as intellectual properties assigned and seeks acceptance on employment terms and conditions.
Day 1 documentation hand holds the new employee to settle into the organisation.
Information from the documentation also helps the employee understand the process of provident fund, gratuity, medical Insurance, accident cover and other statutory compliances.
Validation of original documents: Collection of joining documents differs from organisation to organisation.
Generally, an assigned HR representative of the orientation team would verify the original documents with the copies submitted for authenticity.
Document validation involves identity proof, address proof, educational certificates, previous employment documents (offer and relieving letters of previous employment, pay slips and relieving letter of recent employment)
Continuity and successful accomplishment of education: Verification of course commencement and passing date, status of course accomplishment, AICTE accreditation of the university and justifiable gaps in education are the key areas that are considered.
Continuity of employment: Verification of employment tenure at each organisation vis-a-vis offer and corresponding relieving letters of every employment, recent role and compensation details vis-a-vis recent pay slips.
Background verification: Organisations generally entrust the activity of background verification to the third party service providers (specialised organisations) who in turn help in validating information provided by the new employee.
Background verification includes verification on education, past employment, criminal records, and residential address depending on the need of the organisation.
Acceptance of employment terms and conditions: A detailed document involving terms and conditions of employment, non-disclosure agreement of business secrets, termination clause and other clauses governing employment is signed off by new employees and this emphasizes a consensus between the employee and the organisation.
Statutory compliance: In addition to organisations’ compliance to Indian Labour laws, at the point of onboarding, a new employee opens a Provident Fund account or transfers the fund accumulated in his previous employment as prescribed by Employee Provident Fund Scheme 1952.
Employee State Insurance Act 1948 provides medical assistance and accident cover for a group of employees whose existing wage limit coverage under the Act is up to Rs 15,000 per month ( w.e.f. 01/05/2010).
Payment of Gratuity Act 1972 provides a framework for onetime retirement benefit as gratitude for employees’ dedicated service.
A candidate should provide correct information and documentation from the day he or she applies for the job to ensure a smooth joining process.
Employers have realised the advantage of leveraging the technological advancements to manage candidate information effectively.
ERP enables candidates to apply through the Internet for a specific job, provide employment related information, which is retained until his/her candidature is rejected.
Pre joining communication
As part of the pre-joining formalities and pre-joining kit in some companies, a checklist of mandatory documents to be submitted before joining are included.
This enables the new employee to ensure complete document submission on the decided date of joining.
New joinees need to focus on these:
- Lack of any document pertaining to identity, address-proof, education and previous employment would lead to insufficiency of documents and you may face rescheduled joining date or at times offer-cancellation.
- Fresher candidates should obtain a provisional degree certificate if the original certificate is delayed beyond your joining date.
- Experienced candidates should obtain a resignation acceptance letter in case the relieving letter is delayed beyond your joining date.
Attention to detail and bit of preparation would lead to a hassle-free start to your career.